University Issued Credit Card
Staff and faculty members who demonstrate a continued need to make purchases for University business, including both supplies and travel related expenses can be granted a University-issued Visa credit card.
A University credit card is an easy way to make purchases directly with vendors, reducing and eliminating paperwork and time.
To apply for a Credit Card, submit a Create Request form in Workday. The cost center manager on the program will also have to electronically approve this application acknowledging that their program may be charged for these transactions.
Credit cards are the property of Winona State University. They cannot be used for personal transactions under any circumstances regardless of reimbursement to the University.
Learn more about unauthorized credit card use.
The use of a credit card results in a liability to Winona State University, not a personal liability for the cardholder.
However, it is the responsibility of each individual cardholder to:
- Always keep the credit card in a secure location and safeguard the account number
- Do not post the number or write it in any location that is accessible to others
- The only person to use the Credit Card is the person whose name appears on the front of the card. Card sharing is not allowed. Do not give the account number to another employee.
- Report fraudulent transactions, lost or stolen credit cards immediately to US Bank 800.344.5696 and the Business Office
- Report to the Business Office if the cardholder will be leaving the University on an extended leave. The card limit will be reduced until the return of the employee.
Return the Credit Card to the Business Office for account closure and to have the card destroyed if the cardholder will be leaving the University permanently or has a new assignment at the University not requiring these types of purchases.
The cardholder is expected to maintain the security of their Winona State credit card during online transactions and traditional purchases.
While there is some liability protection against credit card fraud, personal diligence is required to prevent personal legal obligation of charges.
Follow these recommended guidelines for general online credit card use:
- Document all on-line transactions, at the point of purchase. Note the date and time, URL, and perform a print screen for the final transaction.
- Read the site’s security, “terms of use” and privacy policy before proceeding with any transaction. If you feel uncomfortable with the terms, do not proceed with the transaction, but contact the site directly to discuss your concerns.
- Do not save any credit card or password information on your computer or vendor websites. While many sites and browsers offer this convenience, it is a way for others to easily access this information.
- Always use an up-to-date browser with a secure HTTP connection (indicated by https:// in the address bar of your browser and a “Locked Padlock” symbol near the address bar) before proceeding with the transfer of any credit card information. The Technical Support Center (TSC) can help you install and configure your browsers to ensure the highest level of security possible.
- Never email your credit card information to a vendor or another user for use on your behalf
- Always password protect your computer and mobile devices and do not share them with others
- Report any concerns to the Business Office
Contact Teaching Learning Technology for more security training.
Make a Credit Card Purchase
A purchase made with a Credit Card may be made in-person, by telephone, or Internet. Obtain an itemized paid receipt for every transaction to electronically attach to your allocation. Receipts must include the following information:
- vendor name
- item description(s)
- cost
- date
The Credit Card will be declined by a vendor if the vendor has been blocked or if the transaction limit on the card has been exceeded. The program has been set up to block certain vendors that are not associated with University-related expenses.
Just because the card is accepted and the charge goes through, it does not make it an authorized purchase. Your transactions will be charged to the “default” program in Workday tied to the account in case you do not allocate your transactions.
Find your current Credit Card charge transactions in Workday.
Reconcile a Credit Card Statement
It is the cardholder’s responsibility to verify the correctness of the billing by performing the following allocation by the due date posted on the transaction:
- Verify the transaction amount is correct
- Describe the item(s) and business purpose of the purchase
- Choose a category for the purchase
- Upload/Attach at least one itemized receipt showing item(s) were paid by credit card, with a matching dollar amount
- Enter the Workday program that the expense should be charged to
When you submit the form, it will electronically route to the responsible person on the cost center for approval.
After program approval, the form will route to the Business Office for final auditing and the transaction will be charged to the program.
All credit card transactions must be reconciled within 60 days. Vacation, holidays or extended leave conflicts are your responsibility to resolve. Violation of this deadline will result in deactivation of your card.
Purchases made during the last calendar days of the fiscal year will be charged to the fiscal year according to the Year-End Purchasing Deadlines.
Authorized Card Use
Merchandise
In accordance with MinnState System Procedure 7.3.3 Purchasing Cards, cardholders are authorized to use the University Credit Card to purchase merchandise required as a function of their duties at WSU including:
- supply items
- memberships
- subscriptions
Discuss your needs with the Business Office if you want to buy something outside of these categories before making the purchase.
The current per transaction limit is $5,000. Making multiple smaller purchases to stay under your purchasing limit is not allowed. If you need to make a larger purchase, ask the vendor if they will accept a purchase order or consult with the Business Office.
WSU holds a MN Sales Tax exemption certificate (PDF) which you can present to vendors. The tax exemption number is 1746999.
Al orders must ship to an official Winona State campus address.
- Winona campus shipping address: 175 W. Mark St., Winona MN 55987
- Rochester-RCTC campus shipping address: Rochester Center Room 1, 859 30th Ave SE, Rochester MN 55904
- Rochester-Broadway location shipping address: Riverside 3rd floor, 400 South Broadway, Rochester MN 55904
- Mailing address: PO Box 5838, Winona MN 55987
Make sure the vendor puts your full name and department on their shipping label. This will help Facilities to deliver the package directly to you.
Insist that the vendor enclose a packing slip/invoice with each shipment. This will help Facilities to deliver the package directly to you if the box isn’t properly labeled.
If the vendor cannot enclose an invoice with the shipment, insist they email one immediately to your attention. (You will need one as backup documentation to attach to your allocation.)
Inform vendor that all information regarding your purchases must be sent to your attention. They are not to send copies of invoices or statements to the Business Office.
When the merchandise is delivered verify that the invoice matches what was shipped.
Returns are handled just like any credit card purchase. The vendor should issue credit for any item that has been discussed and agreed to for return.
Ship the item back to the vendor or if bought locally, take it back along with the purchase receipt.
You should request that a credit be applied back to your Credit Card. A cash refund or store credit is not acceptable.
If the item was shipped, keep a copy of the shipping form and or packing slip in case further follow-up is required.
Travel
Cardholders (with a fully approved Spend Authorization in Workday) are authorized to use their University credit card to purchase travel as required as a function of their duties at WSU in accordance with MinnState System Procedure 5.19.3 Travel Management.
This program is intended for the purchase of travel expenses for yourself only. In some situations, it is okay to purchase for other staff and faculty. Expenses may also be charged if you are leading a student group during travel.
Any exceptions should be discussed with the Business Office before making the purchase.
All transactions:
- Must have an approved Spend Authorization in Workday before any purchase can be made
- Must have order information that includes your official Winona State campus email address (no personal emails)
- The Winona campus bill to address 175 W Mark St., Winona MN 55987
- You must obtain an itemized paid receipt at the time of purchase. (You will need one to attach to your allocation.)
Travel expenses are not exempt from MN State Sales tax.
Individual Travel
You can make a variety of purchases for your travel with a university credit card. If you’re not sure if a purchase is allowed, reach out to travel@winona.edu for clarification.
Only a standard room at licensed lodging (room, tax and required resort fees) is allowed. No additional fees, amenities, or services are allowed.
Special rates exclusive to Inter Faculty Organization (IFO) Professional Development Fund (PDF) have been established for lodging expense when traveling on professional study and travel (19B) funds.
Supplemental funds (27D), if available, may be used if the amount exceeds the maximums allowed.
See U.S. General Services Administration (GSA) for continental U.S. travel and U.S Department of Defense (DoD) for travel outside of the continental U.S, including Alaska and Hawaii, for rates applicable to your trip.
Only tickets for departures from La Crosse, WI; Rochester, MN; and Minneapolis/St Paul, MN are allowed.
Always seek the lowest fare possible.
You can purchase checked bags.
You cannot charge:
- airline upgrades
- additional fees for choosing a preassigned seat
- airline club admission fees
- optional travel/baggage insurance
- additional fees, amenities or services are allowed
There is no reimbursement for airline tickets.
You can charge taxi and shuttle services. Be sure to get a business card from taxis when possible. It will contain information that may not be on your receipt.
You can purchase a rental car—Enterprise is the State contracted vendor— and rental car gas.
Parking charges are allowed.
In addition, you can pay for memberships and conference fees with a university credit card.
Meal expenses cannot be charged on your credit card. You should seek reimbursement for your actual costs not to exceed the allowable limits per your bargaining unit.
Student Group Travel
As a leader for a student group, you can make the following travel purchases with a university credit card:
- Meals: Approved organized group meals, including employees, can be charged. You must identify on the receipt what individual meals represent each employee or staff present.
- Lodging: Approved licensed lodging expense for students for the room and tax amount plus any required resort fees.
- Conference Fees: Approved registration
- Parking: The cost for approved vehicle parking
The employee ticket should be purchased with the group.
Unauthorized Card Use
Credit cards are the property of Winona State University and are not to be used for personal transactions under any circumstances, regardless of reimbursement to the University.
If you aren’t sure whether you can use a university credit card, contact the Business Office before making the purchase.
A cardholder who makes an unauthorized Credit Card purchase, uses the Credit Card in an inappropriate manner or for personal use, may be subject to disciplinary action. This may include:
- revocation of the Credit Card
- criminal prosecution
- restitution of the unauthorized use
- termination of employment
If inappropriate use is suspected, the next steps may include but are not limited to:
- asking cardholder about the business purpose of their purchase
- temporary revocation of the Credit Card
- review with supervisor or manager
- review with vendor
- consulting with Human Resources
All charges that are not authorized and approved by the University will be the responsibility of the employee to whom the card is issued.
The employee will reimburse WSU for all incurred charges and any fees related to the collection of those charges.
If any item purchased with a Credit Card is deemed not acceptable, the cardholder must arrange to return for a credit or exchange. If not, reimbursement to the University using personal funds is expected.
A cash refund or check from the vendor is prohibited unless the vendor insists that a refund must be paid by cash or check. These funds must be deposited at the Cashier’s Office immediately to the cost center that was charged.
Inappropriate Purchases
The following purchases and behaviors are considered inappropriate use. This list is not exhaustive.
- Computer hardware, printers, software, electronic devices, web page services and domains— contact Tech Support about technology resources for employees
- Using the card for any personal charges
- Office items that are for personal use (including greeting cards, party supplies, pictures, decorations, flowers, gifts)
- Alcoholic beverages, drugs, or pharmaceutical products, tobacco, weapons or explosives
- Payments for services to a business, individuals, employees, or students for any reason (including consulting services, honorarium payments, contributions of any kind and student aid payments)
- Buying club memberships (Sam’s Club, Costco) are not allowed. Amazon Prime is allowed if you can document that there is a savings that outweighs the cost each year. You must have a dedicated account for business purposes only and no personal purchases can be made using the Amazon Prime benefits.
- Appliances (microwaves, refrigerators, Keurigs, coffee pots, etc.)
- Water coolers or delivery services
- Drones
- Cash advances
- Pyramiding (making multiple small purchases to accomplish a purchase over your current limit)
- Mailing services (UPS, FED EX, PAC-N-MAIL)—contact WSU Facilities for more information on making a shipment out from campus.
- Airline upgrades, preassigned seats, or airline club admission fees
- Optional travel/baggage insurance
- Expenses of traveling companions or any purchases made for other individuals
- Expenses related to vacation or personal days away
- “No-Show” charges (fail to cancel guaranteed room reservations)
- Room upgrades or amenities
- GPS or other add on devices issued with the use of a rental vehicle
- Vehicle rental insurance for Enterprise/National—this service is included in the State contract
- Traffic or parking violation tickets
- Personal car gas
- State motor pool gas
- Relocation expense
- Gifts or donations
- Tuition payments for academic courses not covered under a tuition waver—you should seek reimbursement using the Employer Expense Report
- Licenses and certifications
- Exceeding budget limits
- Loss of receipts and allocating transactions after the due date