Policies,Administrative,UWMF,UWMF-wide,Information Services,IS Procedures

Credit Card Use Procedure (AD-PRO-004)

Credit Card Use Procedure (AD-PRO-004) - Policies, Administrative, UWMF, UWMF-wide, Information Services, IS Procedures



Information Services

Effective Date:

Administrative Manual

X Other Information Services

Procedure ties
to Policy #:
AD – POL - 004

 Original

Total #
Pages: 4

Title: UW Health IS Credit Card Use


To describe the processes for obtaining and using credit cards for UW Health
Information Services purchases.


A. UW Health IS Credit Cards
UWHC and UWMF are tax exempt organizations. Provide the tax ID number to
make sure tax is not charged on any purchase.

A. Authorized Users:
1. Fill out the Purchasing Card Expense Form (HC) or Credit Card Purchase
Request Form (MF) for the transaction.
2. Submit the transaction.
a. For online transactions, print out the order confirmation page.
b. For other types of transactions, request a copy of the itemized receipt
(mail, fax, email, printout)
3. Forward the completed documents to the Administrative Secretary (HC) or
the Administrative Analyst (MF).
B. Users Not Authorized to Use the Credit Card:
1. Fill out the Purchasing Card Expense Form (HC) or Credit Card Purchase
Request Form (MF) for the transaction.
2. Obtain the required signatures
3. Forward the completed documents to the Administrative Secretary (HC) or
the Administrative Analyst (MF).
C. Pro Card System monthly review
1. One (1) business day after month end, the Administrative Secretary will
forward all of the forms for the month to the Executive Assistant or the

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Administrative Analyst for auditing.
2. Within four (4) business days after month end, the audit will be completed
using these guidelines:
a. Review all transactions for compliance with UW Health credit card
b. Approve or dispute each transaction in the Pro Card system.
c. Enter a description of the purchase and assign the appropriate expense
account to each transaction.
d. Print a Pro Card summary report.
3. All documents are forwarded back to Administrative Secretary.
4. Once the monthly billing summary from Elan is received, the Administrative
Secretary and Administrative Analyst will verify items on statement with Pro
Card system data resolving any discrepancies.
5. The Administrative Secretary or the Administrative Analyst will make a copy
of all documents for retention in IS and forward originals of the billing
summary and completed forms with receipts and Pro Card summary
printout to Fiscal.
D. UW Health corporate credit card statements received by the Accounts Payable
Department will be reviewed in Accounts Payable. For each line item on the
credit card statement, Accounts Payable/Fiscal must have a detailed credit card
slip, coded and approved. If AP does not have this information, a notice is sent
to the IS Department to review and approve the purchase. If the documentation
is not returned and UW Health incurs finance charges, the IS Department will be
assessed the finance charges. There are only five (5) business days from the
receipt of the statement to request applicable receipts, obtain authorized
signatures, verify to corresponding purchase orders, process payment and remit
the payment by the required date.

B. Personal Credit Cards
If an employee uses a personal credit card to make a business purchase that
cannot be obtained through the UW Health Storeroom or Purchasing, the order form
or invoice, along with a packing slip and the original credit card receipt need to be
submitted for processing.
A. Employee will complete appropriate forms: Reimbursement Request Memo
(HC) or Credit Card Purchase Request Form (MF), with all necessary
attachments to the Administrative Secretary. All reimbursement requests
must be coded and approved by the employee’s supervisor. Reimbursement
cannot be made from the credit card statement. Only original itemized
invoices or receipts may be submitted for reimbursement
B. The Administrative Secretary will review the forms and obtain signatures from
the Executive Assistant or Administrative Analyst, then forward to the
Accounts Payable Department for reimbursement.

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C. Accounts payable will process the reimbursement. The reimbursement must
be made to the employee and not the credit card company.

C. Document Retention
UW Health IS Department is responsible for maintaining adequate documentation
supporting all credit card purchases. Documentation shall support the business
purpose of all transactions made and shall include the following items:
ξ Copies of order forms, when available
ξ Packing slips (for goods received), when available
ξ Original cashier receipts or vendor invoices
ξ Credit Card Disbursement logs, when available
If no credit card slip was obtained that described the transaction, the employee must
submit a signed voucher that shows the name of the vendor or entity from which
goods or services were purchased, the date and the amount of the transaction, the
official business that required the transaction, and the account coding for the charge.
The signed voucher shall also include a statement why the original credit card slip
was not obtained. This voucher must be approved by the employee’s supervisor.
The Executive Assistant and Administrative Analyst will maintain these documents
until they are at least 3 years old.

D. Physical Card Security
The credit card is secured in a locked box with a numeric password. Only
administrative support staff approved by the CIO will be given the password.
The IS Department will be responsible for immediately and properly reporting lost or
stolen UW Health credit cards. All UW Health credit cards shall be returned to
administrative staff upon request or upon termination of employment.

III. Forms

Credit Card Purchase Request Form (MF)
Purchasing Card Expense Form (HC)
Reimbursement Request Memo (HC)

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UW Health IS Credit Card Policy AD-POL-004


The details of Coordination of UWHC, UWMF and UWSMPH are shown below. Approval
and coordination of this policy by those entities occurs per their individual processes.

UWHC Sr. Management Sponsor: Jocelyn DeWitt, VP and CIO
UWHC Author: Leroy Baker, CTO
UWHC Author: Carmen Foster, Executive Assistant
UWHC Reviewers: UWH IS Directors

UWMF Sr. Management Sponsor: Jocelyn DeWitt, VP and CIO
UWMF Author: Leroy Baker, CTO
UWMF Author: Pat Johnson, Administrative Analyst
UWMF Reviewers: UWH IS Directors

UWSMPH Approval: UW Administrative Legal Services


[Insert Signature Block(s) for Appropriate Signer] Date

[Insert Signature Block(s) for Appropriate Signer] Date


Effective Date Next Review Summary of Changes Change Authors
1/23/2014 1/23/2017 Original release. C. Foster, L. Baker, P. Johnson, J.
Leonard, S. Schroeder