P-Card Statements

In the Purchasing Card module, cardholders, known as “Reconcilers”, are responsible for providing a business purpose and supporting documentation for each transaction. The site manager, known as the “Approver” in the Purchasing Card module, is responsible for reviewing purchasing card transactions after they are verified by the Reconciler. Transactions are loaded and can be reconciled daily. The reconciliation process will no longer be performed on a bi-weekly basis or using the Cardholder Statement. In lieu of signatures, approvals will be applied electronically. There will no longer be “edit deadlines” for funding allocation; however, purchasing card transactions must be fully reconciled within 30 days of the posting date.

3013.2 Purchasing Card Use and Account Management Procedure

Purchasing Card Reconciler Business Process Guide

Account Update Request Form

Additional staff members are also available for questions.

P-Card Site Manager
Kymmy Lomax
lomax2@wisc.edu

SMPH Financial Specialist
Richard Leduc
richard.leduc@wisc.edu

BMC Department Administrator
Arvette White
arvette.white@wisc.edu

 

Frequently Used Expense Codes

Provided below is a small selection of frequently used account codes for use in completing your biweekly purchasing card statements. The full source list (linked here) is much longer and mostly irrelevant for the kinds of expenses our labs incur. Please contact the Department Administrator with any additional questions on account codes.

Travel

Long Distance Transportation (airfare, intercity bus/train, related fees)

  • In State: 2800
  • Out of State: 2801
  • Foreign: 2802

Registration Fees (conferences, seminars, etc.)

  • In State: 2840
  • Out of State: 2841
  • Foreign: 2842

Lodging

  • In State: 2850
  • Out of State: 2851
  • Foreign: 2852

Car Rental

  • In State: 2810
  • Out of State: 2811
  • Foreign: 2812

Conferences and Meetings

Meals and Catering: 2893

AV Equipment/Setup Costs: 2894

Meeting Space Costs (e.g. rental fees): 2895

Lab Expenses

Office Supplies (includes reference materials for faculty): 3101

Laboratory Supplies: 3105

Software under $5,000: 3150

Computers and Related Equipment (not capitalized, i.e. under $5,000): 3194

General Equipment and Furniture (not capitalized, i.e. under $5,000): 3195

Printing, Mailing, and Ads

Printing and Duplicating (UW/State of Wisconsin): 2670

Non-UW/State Printing and Duplicating (e.g. page charges for articles and abstracts): 2675

Mailing and Freight: 3710

Advertising and Official Notices (e.g. job postings, calls for human subjects): 3740

Other Professional Services

Membership Dues: 3730

Professional Services Provided outside UW-Madison (e.g. external thesis printing): 2620

Taxes and Other Notes

Please note that expenses for meals, lodging, and vehicle rentals should be tax exempt within Wisconsin. If you do not have a Sales & Use Tax Exemption Certificate, please click here to download a copy or contact the Department Administrator for a card to carry with you while traveling.