With weekly P-Card audits coming from campus, the following requirements and guidelines have been provided by SMPH:
- Funding Strings: These should always be provided to appropriately reallocate charges to your awards and other funding. If the default funding on your card is correct, this field can be left blank.
- Account Codes and Business Purpose/Justification: These can be combined in the “Business Purpose” field, (e.g. 3105 – Lab supplies for experimental use). A cheat sheet of common account codes is provided below.
- Electronic Signatures: Both handwritten and digital signatures (through Adobe) are allowable, but typed signatures will not be accepted.
After you complete your P-Card statements, they should be submitted to BMC’s site manager, listed below. Additional staff members are also available for questions.
P-Card Site Manager
SMPH Financial Specialist
BMC Department Administrator
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.
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
- In State: 2850
- Out of State: 2851
- Foreign: 2852
- 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
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 contact the Department Administrator for the exemption number and/or a card to carry with you while traveling.