/policies/,/policies/administrative/,/policies/administrative/uwhc/,/policies/administrative/uwhc/department-specific/,/policies/administrative/uwhc/department-specific/pharmacy/,/policies/administrative/uwhc/department-specific/pharmacy/administration/,

/policies/administrative/uwhc/department-specific/pharmacy/administration/146.policy

20150389

page

100

UWHC,UWMF,

Policies,Administrative,UWHC,Department Specific,Pharmacy,Administration

Use of the Pharmacy Department Credit Card – Fact Sheet (1.46)

Use of the Pharmacy Department Credit Card – Fact Sheet (1.46) - Policies, Administrative, UWHC, Department Specific, Pharmacy, Administration

1.46

POLICY & PROCEDURE





Effective Date:

February 2015
 Pharmacy Policy Manual
Chapter: Administration

Chapter:

Policy #: 1.46
Original
Revision


Page 1
of 2

Title: Use of the Pharmacy Department
Credit Card – Fact Sheet

Pharmacy Departmental Credit Card Fact Sheet
Policy:
The pharmacy department will utilize a departmental credit card for official purposes of the department
following UWHC Administrative Procedure 11.30 (Guidelines for Departmental Purchasing Card Use by
UWHC Staff).
Procedure:
1. The use of the Pharmacy credit card is overseen by the Pharmacy Administrative Supervisor as
delegated by the Director or Pharmacy or personally by the Director of Pharmacy.
a. The credit card’s physical location will be coordinated by the Director of Pharmacy or
Pharmacy Administrative supervisor and will be kept secure at all times.
2. The Pharmacy Departmental Credit Card may not be used for any of the following purchases:
a. Travel related (hotel, air, meals associated with UWHC Pharmacy Travel).
b. Drugs, medical or surgical supplies.
c. Minor equipment
d. Alcoholic beverages
i. Exception: In instances where there is a stated UWHC business purpose, (e.g.
candidate interviews or entertaining a client), one alcoholic beverage may be
ordered with a meal and may be reimbursed (alcohol is not allowable for
business related activities which only include UWHC staff).
e. Traffic citations, parking tickets
f. Capital equipment
3. The following staff will be allowed to use the pharmacy credit card for authorized purchases
a. Pharmacy Office Staff
b. Pharmacy Managers
c. Pharmacy Residents
d. Other pharmacy staff as delegated by the Director of Pharmacy
4. When completing a purchasing using the card the following is required.
a. During the purchase process reference should be made regarding UWHC tax-exempt
status and a request made to remove sales tax from the bill. The UWHC Tax Exempt No.
is 39-1835630.

POLICY & PROCEDURE





Effective Date:

February 2015
 Pharmacy Policy Manual
Chapter: Administration

Chapter:

Policy #: 1.46
Original
Revision


Page 1
of 2

Title: Use of the Pharmacy Department
Credit Card – Fact Sheet

b. If vendor refuses to remove tax from bill, the card user will note this on the Purchasing
Card Expense Form (PCEF).
5. A Purchasing Card Expense Form (PCEF) must be completed for each transaction. This is to be
completed by the Card user, and provided to Pharmacy Office manage after purchase.
a. The Card User will obtain a detailed receipt for all purchases.
b. For purchases made via the Internet, print a copy of the order confirmation or order
page. For purchases made via the telephone, request that a receipt be provided via
email or fax.
6. Within four days of month end close, the Card Reconciler will utilize the Access On-line system
to review, approve or dispute all transactions posted to their card for the current month and
assure transactions were within UWHC guidelines. For meals or other group events, the
participant names and their relationship to UWHC is required to be noted in the business
description. The proper expense account number must be entered in the On-line system.
7. Both the Card Reconciler and Card Holder or designee must initial the monthly billing statement
to document their review and approval of the transactions being within UWHC's guidelines.
8. The completed group of PCEF's, if applicable, and all receipts should be attached to the monthly
billing statement. This information is forwarded to the Fiscal/Accounts Payable department for
retention.
9. The Purchasing Department's Purchase Card should only be used provided a PeopleSoft
electronic requisition is in receipt. A review of the Purchasing Department's Purchase Card
transactions should be performed on a monthly basis by someone independent of the employee
who made the purchase. Verification of a legitimate electronic requisition to support the
transaction is required.



Approved By: ____________________________
Director of Pharmacy

Date: ________________