Department Cards

Use the department card


1. Make sure you contact the vendor directly to ask for a tax exemption. Each card has a tax-exempt card with it. (Not every state allows for WI tax exemption). 2. Collect an itemized receipt. 3. Scan physical receipts and send ALL receipts (digital and scanned) in a REPLY ALL email to the approval email you received from the cardholder. Respond promptly to Mason or the cardholder following up with any questions about your purchase. 4. Return the card and your envelope of physical receipts to the lockbox in the Hoofer Lounge.




Check out a department card


1. Submit a request through the Department Card Checkout Request form. Note that each individual use of the card (every swipe, every chip read, every order placed) needs a corresponding pre-approval. Exceptions include travel related purchases and pre-approvals that include more than one vendor. 2. Cardholders will approve or deny requests. An email is automatically sent to the requester once this step is completed. This is the email that all receipts must be sent back to. 3. Card pick-up will be coordinated between you and the cardholder.




Get trained and authorized to use a department card


Any hoofer leader is able to get trained and authorized to use a department card if they have purchasing needs. Leaders should begin by filling out a leader onboarding form to get access to Hoofer Leader 101 on Canvas. Review the Financial Training module and follow up with Outdoor UW staff with questions. See Mason or your advisor to sign the Department Card Authorization form, and turn the form in to Mason.




Find Hoofer Chart of Accounts (Club Numbers and Account Numbers)


The Hoofer chart of accounts (club numbers and account numbers) can be found here.





Dept Card Training - ONLINE (1)
Dept Card Training - ONLINE (1)

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Dept Card Training - ONLINE
Dept Card Training - ONLINE

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Dept Card Training - ONLINE (5)
Dept Card Training - ONLINE (5)

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Dept Card Training - ONLINE (1)
Dept Card Training - ONLINE (1)

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