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UW OTD Department Credit Card (1.17)

UW OTD Department Credit Card (1.17) - Policies, Administrative, UWHC, Department Specific, UW Organ and Tissue Donation

1.17



POLICY
Established Date: 16 February 2017
Effective Date: January 2018
Title: UW OTD Department Credit Card Policy Number: 1.17

Electronically Approved By: Michael E. Anderson, PA-C Anthony M. D’Alessandro, M.D.
Executive Director Medical Director


Page 1 of 2
PURPOSE

The purpose of this policy is to outline the process for using the University of Wisconsin Organ and Tissue
Donation (UW OTD) purchasing card issued to the department in accordance with University of Wisconsin
(UW) Health policy 11.30.

POLICY

A. UW Health has provided a purchasing card to UW OTD to be used as a department-wide credit
card.
B. The card was issued to the UW OTD senior administrative secretary.
1. Per UW Health policy 11.30, this individual will be card holder.
2. Approved designees who may act in the senior administrative secretary’s absence for
any steps outlined in this policy include any other UW OTD administrative secretary or
UW OTD manager or director.
C. As required in UW Health policy 11.30, UW OTD has developed the following policies related to
using the department card.
D. Securing the card on a daily basis:
1. The card will be stored by the senior administrative secretary in a secure location in the
UW OTD office and can be accessed by any approved designees.
E. Method of checking the card in and out on a daily basis:
1. Staff will request the card from the senior administrative secretary or designee.
2. The card will be returned to the office the same day it is checked out unless alternative
arrangements have been approved by the senior administrative secretary or designee.
F. Limiting the monthly charges to not exceed $5,000:
1. The senior administrative secretary will monitor monthly charges.
2. If charges exceeding $5,000 are requested, the exception process outlined in UW Health
policy 11.30 will be followed.
G. Determining the employees that will use the card and limiting card use to authorized card users
within the department:
1. All UW OTD staff members will be authorized card users of the department card.
2. Individuals not employed by UW OTD will not use the card.
3. Staff members who have been issued an individual corporate credit card will use their
individual cards as outlined in UW Health policy 11.30.



POLICY
Established Date: 16 February 2017
Effective Date: January 2018
Title: UW OTD Department Credit Card Policy Number: 1.17

Electronically Approved By: Michael E. Anderson, PA-C Anthony M. D’Alessandro, M.D.
Executive Director Medical Director


Page 2 of 2
H. Types of purchases that will be made in addition to the required uses in UW Health policy 11.30:
1. Supplies that cannot be ordered through OfficeMax.
2. Promotional items for outreach, other events, etc.
I. Reconciliation process:
1. All receipts for purchases will be provided to the administrative secretary within three
calendar days of the purchase.
2. The administrative secretary will complete the reconciliation process as outlined in UW
Health policy 11.30.

REFERENCES

UW Health Policy 11.30