ME Department Credit Card Purchasing Form Policy

ME Department Credit Card Purchasing Form

Policy:

Use of the ME Department credit card is a privilege that can be revoked if users do not follow ME and University purchasing policy.

The credit card CAN be used when purchases are:

1. Under $5,000 2. Approved by those responsible for the funding (ME Office Staff, Faculty) 3. The items to be purchased are not available through the UW online purchasing system; Shop@UW

The credit card can NOT be used for: 1. Purchase of alcohol or from ineligible vendors (McMaster Carr is an ineligible vendor) 2. Purchases for travel or food UNLESS prior approval is granted by ME office staff (Dept. Administrator, Financial Specialist, Communications Specialist or Accountant). a. For a complete list of items requiring prior approval, see UW Accounting Services

In order to use the card, all users must: Have an approved Designated User Agreement form on file in the ME Office. Complete the ME Department Credit Card Purchasing Form, print it and have it approved before picking up the Department credit card. Agree to NEVER save the purchasing card number to an account or copy it in any manner. Inform the merchant that all purchases are non-taxable. The University tax exempt number (ES 40706). The certificate is available online at UW Business Services. The department has created tax exempt accounts with Amazon, Digi-Key and Speedy Metals. Office staff can log you in on the office computer. Items must be shipped to a campus address, not a personal residence. Return the department credit card PROMPTLY, with at least one form of itemized receipt to the cardholder or emailed to purchasing@ME.engr.wisc.edu. No exceptions. Acceptable receipt documentation includes one of the following: Emailed copy of invoice Printed screen shot of order/confirmation screen Cash Register Receipt Return the credit card to ME 3107 immediately after use, and no later than the close of business (4:30 p.m.) each day.

User Complete: Date of Purchase:

___Check here if items are not available on Shop@UW (These can be purchased using department accounts)

Card Used By:

Total Estimated Cost of Purchase: Vendor(s):

Estimated Cost:

Funding (Account to be charged), if known:

Class # and Instructor, if applicable:

PI/Faculty Approval (signature of course Instructor or Faculty PI managing the funding):

ME Office Complete: Check here if an approved Designated User form is on file.

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