University of Wisconsin-Madison

Please take note of the following information:

• Automated Purchasing Card Application
• Changes to Travel Policies Resulting from Passage of the 2011-13 Compensation Plan
• Change to UW-Madison Travel Pre-Approval Process

Automated Purchasing Card Application Process

Effective Monday, January 9, 2012, all cardholder applicants are encouraged to use the new Purchasing Card automated application process when applying for a new card.  Although the old paper form will still be available, we hope applicants and Site Managers will find the new process to be a time-saving, beneficial alternative.

The link to the new application is available on the purchasing card “How to Enroll” webpage. The cardholder begins the process by completing the online form with the required contact, funding and card limit information. The appropriate department and site manager is selected from a drop down list and the form is routed on to the site manager for approval.   Once approved, the form is routed on to the Dean’s Office for Divisional review and approval. Card applications listing a federal fund as the default coding are subsequently routed on to Research and Sponsored Programs for approval before the form reaches its final destination in Accounting Services where the UW-Madison purchasing card data base, “MAPCAPP” is updated and the application is processed. If the application is rejected at any point in time, the form will be returned to the Site Manager with any relevant notes attached.

The new process includes an e-mail confirmation after each approval step, as well as an application tracking system for all involved in the application process.  The application tracking information is included in each e-mail confirmation message sent. 

The new process is currently limited to new card requests only.  For the time being, all purchasing card changes and deletions will still be handled via the Cardholder Account Set Up form located on the purchasing card forms page.  Business Services intends to expand the automated process to include all card requests in the near future.

Changes to Travel Policies Resulting from Passage of the 2011-13 Compensation Plan

With passage of the 2011-13 Compensation Plan changes were made to the travel policies. For more information please read this memo.

Change to UW-Madison Travel Pre-Approval Process

UW-Madison will again require the completion of the Out of State Travel Approval Form. For more information please see the Out of State Travel Approval Form Memo.

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