University of Wisconsin Madison

UW Madison Purchasing Card Program Site Manager Form

PLEASE ADD A NEW SITE MANAGER TO THE FOLLOWING DIVISION/DEPARTMENT: Division Department

Number: Name: NEW SITE MANAGER INFORMATION: Name: Phone: E-Mail: PLEASE CHOOSE ONE OF THE FOLLOWING: I am to be the primary site Name of Previous

manager for this department. Site Manager: I am to be a backup site Name of Primary

manager for this department. Site Manager: PLEASE CHOOSE ONE OF THE FOLLOWING: I am to be site manager for all department cards. I am to be site manager for the following cardholder(s) only: 1) 2) 3) 4) AGREEMENT FOR SITE MANAGER: As a Site Manager for this department, I agree to assume the following responsibilities:  Collect Cardholder Statements and supporting documentation at the end of each purchasing card cycle  Ensure that proper documentation is provided for each transaction posted to each cardholder’s account  Review transactions for appropriateness in accordance with Accounting and Purchasing policies and procedures, referring to the Purchasing Card Non-Compliance Policy and Procedures when necessary  Perform funding allocations in Access Online within the allotted timeframe as indicated on the Purchasing Card Site Manager Editing Calendar  Retain source documents for the required seven-year time period  Involve appropriate parties (e.g. Department Chair, Divisional Business Office, Purchasing Card Program Manager) if a situation arises that requires additional support (e.g. cardholder non-compliance)  Collaborate with Program Manager to provide documentation to post-payment auditors; comply with follow-up requests/inquiries  Communicate pertinent program information and updates to cardholder(s) APPROVALS: New Site Manager

Signature: Date:

Department Chair Print: Date: Signature:

Divisional Business Office Representative Print: Date: Signature:

Please send completed form to: Meghann Grove, 21 North Park Street, Suite 5301, Madison, WI 53715 Program Manager Use: Processing Hierarchy Position: Last Revised: 8/26/2016