Financial Affairs

OneCard Guide

Card Account Management Tools

A OneCard cardholder can access the U.S. Bank Access Online system to better manage expenditures. Follow these steps to register to use Access Online:

Go to: U.S. Bank Access Online
Click on the "Register Online" link
Enter "uofca" for the company short name
Enter the first five digits of the zip or postal code that appears on your OneCard Agreement.
Enter your telephone and fax number (e.g. 8311234567). Do not use dashes, hyphens, parenthesis or spaces.
Enter a User ID. A user ID is 7 to 12 characters long, alpha and/or numeric.
Enter a Password. A password is 8 to 20 characters in length, with at least one alpha and one numeric character

Registration Lock Out: You will receive an error message if you enter invalid information. After three unsuccessful attempts, you will be locked out from self-registering. If this happens, contact U.S. Bank Customer Service at 1-877-887-9260 to get your account unlocked.

Forgot Your User ID or Password? Click on the “Forgot your Password?” link and enter the requested information on the form that will appear.

Making and Processing Purchases

When placing orders using your OneCard, note the following:

You may place orders over the phone or by Internet and at the store using your OneCard. Whenever possible, request an educational discount.
Purchases made over the Internet require a secure connection: be sure the website address begins with https anytime you are entering payment information.
A OneCard purchase may be declined for several reasons. To determine why a transaction was declined, contact U.S. Bank Customer Service 24 hours a day, 7 days a week, at 1-800-344-5696 for clarification. For more information see the guide step on Declines: Merchant Category Code (MCC) Explained.
Orders should usually be shipped to campus, but as long as your department approves, goods can be shipped elsewhere, e.g. fully remote workers. Tell the supplier to address the package to your name and the campus address where you typically receive mail.
If the supplier asks for your billing address, use the address as it appears on the insert that accompanied your credit card. This should include your department or campus mail stop address or your home address if that is what you filled out on your agreement. Locate your Mailstop Address.
For appropriate routine purchases, the vendor may keep a record of your OneCard billing information on file for ongoing billing charges.

Receipt and Documentation Requirements

Each cardholder must collect receipts or documentation for each purchase that he/she makes. It is recommended that all original receipts/documentation be kept in a separate file so that they are easy to find when it is time to reconcile your statement.

Acceptable documentation includes:

Itemized receipts
Itemized packing slips
Internet screen shots
Magazine subscription forms
Email acknowledgment of an Internet order

Documentation must contain itemized details including:

Supplier name
Item description
Item cost
Total transaction cost
Date of purchase
Shipping and handling costs (if applicable)
Tax

If the receipt is vague or difficult to interpret, the cardholder must hand write enough detail so that the OneCard Supervisor/Reviewer and AP staff will know exactly what was purchased.

If the description is not provided, write this information on the receipt.

If you lose a receipt, request a replacement receipt from the supplier.

Document all lost or missing receipts by submitting the OneCard Lost Missing Receipts affidavit.

Table of Restricted OneCard Purchases

Type of expense	For More Info Click Below	Direct Inquiries To
Academic Speakers: Contracted Fee	info	buy4me@ucsc.edu
Academic Speakers: Honorarium	info	aphelp@ucsc.edu
Alcohol, beverages	info	entertainmenthelp@ucsc.edu
Alcohol, ethyl	info	buy4me@ucsc.edu
Animals	info	buy4me@ucsc.edu
Architects & Engineers (contact Physical Planning & Construction)	info	ppc@ucsc.edu
Awards: Employees	info	buy4me@ucsc.edu
Awards: Non-employees and students	info	buy4me@ucsc.edu
Bio-Hazardous Agents	info	buy4me@ucsc.edu
Building Maintenance - Campus Buildings (contact Physical Plant)	info	wodesk@ucsc.edu
Building Maintenance - Leased Buildings (contact UCSC RES)	info	realestate@ucsc.edu
Bus Charters	info	buy4me@ucsc.edu
Business Cards (Contact Copy Center)	info	copy@ucsc.edu
Business Contracts	info	businesscontracts@ucsc.edu
Cash advance	info	aphelp@ucsc.edu
Caterers: Full-Service	info	buy4me@ucsc.edu
Caterers: General	info	buy4me@ucsc.edu
Cell phone: Contracts	info	buy4me@ucsc.edu
Cell Phones: Initial purchase	info	buy4me@ucsc.edu
Charters: boats, buses, planes, shuttles, vans, etc.	info	buy4me@ucsc.edu
Compressed gases	info	buy4me@ucsc.edu
Construction (on-site), eg: carpet, installations, window coverings, and remodeling (Contact Physical Plant and Construction)	info	ppc@ucsc.edu
Consultant or contractor services	info	buy4me@ucsc.edu
Controlled substances, narcotics, hazardous chemicals, and pesticides	info	buy4me@ucsc.edu
Copiers & Multi-functional Copiers (Contact UCSC Copier Program)	info	copierprogram@ucsc.edu
Copyrights/Royalties	info	aphelp@ucsc.edu
Damage Payment	info	payhelp@ucsc.edu
Donations	info	aphelp@ucsc.edu
Equipment maintenance & repair	info	buy4me@ucsc.edu
Equipment rentals	info	buy4me@ucsc.edu
Equipment, inventorial (value is over $5000)	info	buy4me@ucsc.edu
Fabrication - value less than $5000	info	buy4me@ucsc.edu
Fellowship/scholarship	info	aphelp@ucsc.edu
Fines, penalties	N/A	PURCHASE NOT ALLOWED
Fire Extinguisher services	info	buy4me@ucsc.edu
Firearms, explosives, ammunition	info	buy4me@ucsc.edu
Flowers: Employees	info	buy4me@ucsc.edu
Flowers: Non-employees and students	info	buy4me@ucsc.edu
Foreign purchases (with US Customs clearance needed)	info	buy4me@ucsc.edu
Freight	info	buy4me@ucsc.edu
Funded Activity	info	buy4me@ucsc.edu
Furniture: Over $5000	info	buy4me@ucsc.edu
Gasoline or diesel fuel unless for a UC business rental car (on travel status)	info	buy4me@ucsc.edu
Goods or services that would create a conflict of interest (from an employee or near-relative of an employee)	N/A	PURCHASE NOT ALLOWED
Hazardous Materials	info	buy4me@ucsc.edu
Honorarium	info	aphelp@ucsc.edu
Hotels: Conference Events or Group Reservations $5000 or more	info	buy4me@ucsc.edu
Hotels: Personal travel	info	travelhelp@ucsc.edu
Household Relocation	info	newhirerelocation@ucsc.edu
Human tissues and fluids	info	buy4me@ucsc.edu
Independent contractor or consultant services	info	buy4me@ucsc.edu
Insurance	info	buy4me@ucsc.edu
Inventorial equipment	info	buy4me@ucsc.edu
Janitorial services	info	buy4me@ucsc.edu
Lasers	info	buy4me@ucsc.edu
Leases: Equipment	info	buy4me@ucsc.edu
Leases: Facilities (Contact UCSC RECS)	info	realestate@ucsc.edu
Legal Services (Contact UCSC Campus Counsel)	info	campuscounsel@ucsc.edu
Mechanical repairs	info	buy4me@ucsc.edu
Mobile Food Vendor (Approved Food Trucks & Food Stands)	info	facility-use@ucsc.edu
Movers	info	buy4me@ucsc.edu
Participant Support	info	aphelp@ucsc.edu
Performers	info	buy4me@ucsc.edu
Personal purchases	N/A	PURCHASE NOT ALLOWED
Petty Cash Reimbursements	info	aphelp@ucsc.edu
Precious metals	info	buy4me@ucsc.edu
Pressure vessels	info	buy4me@ucsc.edu
Printing Services (Contact Copy Center)	info	copy@ucsc.edu
Prizes/awards: Employees	info	buy4me@ucsc.edu
Prizes/awards: Non-employees and students	info	buy4me@ucsc.edu
Professional and personal services	info	buy4me@ucsc.edu
Radioactive materials	info	buy4me@ucsc.edu
Real estate rentals or leases (Contact UCSC RECS)	info	realestate@ucsc.edu
Refund to research agency	info	kponeill@ucsc.edu
Relocations: household or office moves	info	buy4me@ucsc.edu
Rentals	info	buy4me@ucsc.edu
Respiratory Protection	info	buy4me@ucsc.edu
Scholarships	info	aphelp@ucsc.edu
SCUBA equipment	info	buy4me@ucsc.edu
Security Services (Contact UCSC Police)	info	smahoney@ucsc.edu
Security Systems (Contact UCSC Police)	info	jasmoore@ucsc.edu
Services	info	buy4me@ucsc.edu
Shipping Services: Standard (FedEx, UPS, USPS, Contact Mail Services)	info	campusmail@ucsc.edu
Speakers/workshop instructors	info	buy4me@ucsc.edu
Staff ID Cards	info	idcards@ucsc.edu
Stationery (Contact Copy Center)	info	copy@ucsc.edu
Storage Unit lease	info	buy4me@ucsc.edu
Subcontracts, sub-awards, or agreements involving sponsored projects	info	buy4me@ucsc.edu
Subject Payments	info	aphelp@ucsc.edu
Supply reimbursement	info	aphelp@ucsc.edu
Temporary staffing	info	buy4me@ucsc.edu
Training & Course Tuition	info	travelhelp@ucsc.edu
Uniform allowance	info	aphelp@ucsc.edu
Utilities	info	aphelp@ucsc.edu
Vehicle purchases	info	fleets@ucsc.edu

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Financial Affairs

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OneCard Guide