HOW TO REQUEST AN EXCEPTION 8.22.23.docx
DOCX document 27 KB Posted
- Contract number
- 505ENT-M21-PURCHASCARD-01
- Issued by
- Wisconsin
About this file
This document is a procedural guidance memo from Wisconsin's State pCard Program Administrator outlining the exception request process for agency purchasing card administrators. The document involves Wisconsin state agencies and their cardholders, with oversight from the Wisconsin Legislative Audit Bureau (which established these processes in 2009) and US Bank as the card provider. The State pCard Program Administrator, Penny Lawler, serves as the central approval authority for all exception requests.
The document covers two primary types of exceptions: MMC Authorization requests to enable access to blocked merchant commodity codes, and Limit Increases to raise single transaction limits above standard thresholds. For limit increases, agencies must provide procurement authority documentation (contracts, waivers, or piggyback agreements) and supervisor approval, with no Department of Administration approval required for increases at or below $5,000. The process requires specific cardholder information including name, last four card digits, agency affiliation, requested amounts, and justification for the exception. MCC authorizations typically expire after 10 days, though permanent exceptions may be requested, and cardholders requiring transaction limit increases above $5,000 must receive appropriate procurement training. All requests are processed through Access Online with the administrator making limit increase updates and the program administrator handling MCC authorizations directly.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| 2 Participating Addendum - State of Wisconsin U.S. Bank.pdf | ||
| FY25 Wisconsin State PCard Reconciliation Calendar.xlsx | XLSX spreadsheet | |
| PURCHASING CARD MANUAL 2024 Rev.1.docx | DOCX document | |
| 7 NASPO Political Subdivision PCard Addendum-1.doc | DOC document | |
| 3 Master Agreement - NASPO Commercial Cards Contract 00719.pdf | ||
| DOA-3584PurchasingCardApplicationandUseAgreement.docx | DOCX document | |
| FY26 PCard Calendar.xlsx | XLSX spreadsheet |
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Text version
HOW TO REQUEST AN EXCEPTION – AGENCY PCARD ADMINISTRATOR
Ask the cardholder to fill out either the MMC Authorization Form (to enable access to a blocked commodity code) or the Limit Increases Form (to increase single transaction limit).
For the Limit Increases, you must additionally have approval (via email or other attachment) from the cardholders’ supervisor. Please additionally provide the procurement authority for the purchase (contract, waiver, piggyback, etc.). If an increase to the transaction limit is for more than 1 transaction (including permanent) please confirm that the cardholder has received appropriate training on procurement processes and thresholds over $5,000. It is not necessary to request DOA approval for any changes to single transaction limits at or below $5,000.
For MCC Authorization, you may need to assist them in identifying the code in question. If they have already received a decline, you can view their decline history in Access Online to see the MCC code that triggered it.
Email the request form to me at Penny.lawler@wisconsin.gov. I will document your request, ask any necessary follow-up questions, and then approve.
For Limit Increases, I will send the approval to you. You will log into Access Online and make the update. Instruction for how to make the update can be provided to you upon request.
For MCC Authorization, I will log into Access Online and make the update, and then send you the approval and notification that the request is active. You will notify the cardholder that they have 10 days to make the exception transaction before the change expires. You may request a long term or permanent exception, but for some MCC codes, US Bank will only allow 10 days, and you will be notified if that is the case.
These are the processes established by WI Legislative Audit Bureau in 2009.
Please contact me if you have any questions.
Penny Lawler, State pCard Program Administrator Penny.Lawler@wisconsin.gov
REQUIRED ACCOUNT INFORMATION NEEDED FOR LIMIT INCREASES
CARDHOLDER’S NAME AS ON THE CARD
LAST FOUR DIGITS OF CARDHOLDER’S CREDIT CARD NUMBER
CARDHOLDER’S AGENCY OR CAMPUS
SINGLE LIMIT INCREASE REQUEST AMOUNT
WHAT IS THE PROCUREMENT AUTHORITY FOR THE PURCHASE (CONTRACT ID, WAIVER, NUMBER, ETC.)
FOR TEMPORARY REQUESTS, INCLUDE EXPIRATION DATE. FOR PERMANENT, INCLUDE REASON
WHAT ARE THE COMMODITIES OR SERVICES TO BE PURCHASED?
SUPERVISOR APPROVAL(MAY BE ATTACHED AS EMAIL)
REQUIRED ACCOUNT INFORMATION NEEDED FOR MCC AUTHORIZATION
CARDHOLDER’S NAME AS ON THE CARD
LAST FOUR DIGITS OF CARDHOLDER’S CREDIT CARD NUMBER
CARDHOLDER’S AGENCY OR CAMPUS
MERCHANT COMMODITY CODE NUMBER FOR AUTHORIZATION
WHAT ARE THE COMMODITIES OR SERVICES TO BE PURCHASED?
Exception Request Process Revision date 12/6/2023.
File details come from the government source that posted it. Updated .