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OneCard Guide

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  • How To Request A OneCard

    The OneCard is a VISA credit card issued to authorized UCSC employees by U.S. Bank for the purpose of purchasing low-value, unrestricted goods, and travel and entertainment expenses for University business-related use.

    Generally, the supervisor asks an employee to accept the responsibility of a OneCard holder. All UCSC OneCard holders must have an FIS/Banner ID. If you have ever received a reimbursement or a non-payroll payment from UCSC, you have a Banner VENDOR ID. If you cannot find your Vendor ID, please send an email to onecard@ucsc.edu and you must include in the subject field: Vendor ID Request-OneCard.

    Note: Each OneCard is issued in the name of the authorized employee; however, the University pays expenses incurred on the OneCard on the employee’s behalf.

    Another data point you will need for the OneCard agreement is your UCPath Employee ID. Please obtain this number from the UCPath portal. If you are not an employee or for some reason do not have a UCPath Employee ID, you are not eligible for a OneCard. However, you may be eligible for an Instant Card if you have a UCSC email address and are a UCSC affiliate. For more information, access the Instant Card link here: Instant Card Info.

    Fill out the OneCard User Agreement Form, route it through DocuSign for the appropriate signatures. Processing new OneCard requests typically take 2-3 weeks before they arrive, which then will be delivered to the address provided on the OneCard User Agreement Form.


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  • What To Do When Your OneCard Arrives

    Once you receive your OneCard, it must be activated before it may be used. Activate your card by calling 1-800-344-5696 (24 hours/7 days per week). Enter your account number and the last 4 digits of your UCPath employee identification number (do not use your Social Security Number).

    Self-registration allows the cardholder to see helpful information about their account like credit card limit and recent transactions. You will create your own User ID and Password.

    Steps to get started:

    1. Go to: https://access.usbank.com and click “Register Online”.
    2. When asked to enter the organization short name, please use UOFCA.
    3. Type the 16-digit account number in the “Account Number” field, without spaces or dashes.
    4. Enter the card expiration date from the drop-down list.
    5. Type the account’s billing address ZIP/postal code (95064) in the “Account ZIP/Postal Code” field.
    6. Click “Register This Account” if there is only one account to register.
    7. If you have more than one account to register, click “Additional Account”.
    8. The Licensing Agreement page displays for review. If you agree, click “I Accept ” to continue.
    9. Complete the contact information fields. Fields with a red asterisk are required.
    10. When finished entering all cards to register, click “Continue”.

    Note: If any of the entered information is not valid, the system will return an error message. Three attempts to correct the information are allowed. After three failed attempts, the account with incorrect information will be locked out of self-registration. The cardholder will need to contact Customer Service at 1-877-887-9260 to unlock their account.


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  • Access Online Instructions
    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:
    1. Go to: U.S. Bank Access Online
    2. Click on the "Register Online" link
    3. Enter "uofca" for the company short name
    4. Enter the first five digits of the zip or postal code that appears on your OneCard Agreement.
    5. Enter your telephone and fax number (e.g. 8311234567). Do not use dashes, hyphens, parenthesis or spaces.
    6. Enter a User ID. A user ID is 7 to 12 characters long, alpha and/or numeric.
    7. 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.

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  • Cardholder Responsibilities

    Cardholders are responsible for ensuring proper use of the card in accordance with the following requirements:

    • Purchase items for UCSC business use only.
    • Orders must be shipped to campus. Tell the supplier to address the package to your name and the campus address where you typically receive mail.
    • Never lend or share your OneCard.
    • Purchase only allowable goods and services. Do NOT purchase items in the Restricted OneCard Purchases listing.
    • Ensure purchases do not exceed any of your assigned transaction limits (per transaction, day, or month) (splitting purchases into multiple transactions to avoid a transaction limit is never allowed).
    • Before any OneCard purchase involving information technology complete the required vendor risk assessment before charging it to your OneCard. Purchases that skip this review are considered a policy violation, even if otherwise within your card limits. For more information review the Information technology Purchase Standards.
    • Provide reconciled monthly statements, with attached sales receipts, packing slips, and other similar documentation, to your departmental Supervisor/Reviewer. Respond to e-mail notifications from the OneCard Administration.
    • Return your OneCard when reassigned, terminated, or upon department request.
    • Know and understand responsible buying practices, including Purchasing Policies and Guidelines.
    • Understand the funding source for your card's account:
      • Use your OneCard for purchases that match the card's specific FOAPAL (fund-org-account-activity code) or
      • Conduct a transfer of expenditure (TOE) for any purchase that does not match your card's FOAPAL.
      • Contact your Supervisor whenever you need to make changes to your account. Your Supervisor must initiate and approve any changes. Submit the OneCard Modify Close Account form.
      • Each OneCard may only have one assigned FOAPAL. If you need to make OneCard purchases under multiple FOAPALs, you must acquire a OneCard for each FOAPAL and use the appropriate card for each purchase.
      • Entertainment expenses may only be purchased on a OneCard for authorized Colleges and Student Affairs units. The Entertainment Reporting Addendum form must be submitted with the monthly statement when making these purchases.

    Note: Do not use your OneCard to purchase goods or services that are not allowable under the terms of state or federal funds. If you are uncertain about your fund source restrictions, contact your OneCard Authorizer (PCA).


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  • How To Use Your OneCard

    Establish a UC business need and research related expenses to ensure they are compliant with UC policies.

    Submit supporting documentation to Tier 2 for policy and budgetary pre-approval, in accordance with your own department’s requirements. The OneCard team does not require submitting formal pre-approvals.

    Upon approval, make the appropriate purchases with the OneCard. Be sure to stay within the predesignated policy and budget.

    Compile all required documentation (receipts, invoices, bank statements, guest lists, supporting documentation, etc.) electronically in your CruzFly receipt gallery. Please see the CruzFly User Manual for detailed instructions.

    All OneCard activity will appear in your CruzFly eWallet as credit card items within 2-4 days of the transaction's posting date. All credit card items can be reconciled within CruzFly as soon as they appear in your CruzFly eWallet. We encourage you to reconcile as often as possible.


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  • 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.

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  • Allowable OneCard Purchases

    In addition to travel and entertainment expenses, the OneCard may be used to purchase most routine goods and basic services that are needed by your unit/department such as office/computer/safety and lab supplies.

    Allowable purchases include:

    • Low value business related goods/services are items (not including travel) less than the $10,000 threshold and under your OneCard limit
    • Ongoing monthly charges for supplies, services or utilities (e.g. bottled water or cell phone monthly service)
    • Monthly cell phone service fees may be paid with a OneCard only after the initial contract has been generated using a purchase order. Initial cell phone contracts must be generated in the University's name
    • International purchases that do not need to be cleared by US Customs (e.g., software programs downloaded electronically or publications and reprints)
    • Web-based services such as web-hosting, software downloads, online recruitment ads, online surveys, and webinars (online conferencing)
    • Subscriptions for professional use such as a newspaper or magazine subscription
    • Professional publications
    • Advertisements
    • Software licenses
    • Shipping costs such as postage for University related mailing

    Before any OneCard purchase involving information technology complete the required vendor risk assessment before charging it to your OneCard. Purchases that skip this review are considered a policy violation, even if otherwise within your card limits. For more information review the Information technology Purchase Standards.


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  • Restricted OneCard Purchases

    Some types of purchases are restricted and are not allowed with the OneCard:

    • Some items are unallowable or restricted regardless of cost.
    • Check with your department to see if more restrictive OneCard policies exist.

    Before any OneCard purchase involving information technology complete the required vendor risk assessment before charging it to your OneCard. Purchases that skip this review are considered a policy violation, even if otherwise within your card limits. For more information review the Information technology Purchase Standards.

    To purchase allowable restricted items or make purchases outside of your OneCard's purchasing parameters, you must submit a CruzBuy Purchase Order.

    Goods that exceed the $10,000 transaction (before tax/shipping) limit should be requested on a CruzBuy purchase order. Never split a purchase to bypass the low value threshold. This $10,000 threshold applies to low value goods but not travel expenses which can at times exceed this threshold.

    Note: Cardholder can request that their Cardholder Supervisor email onecard@ucsc.edu to request limit increases in urgent situations. In your email, for the subject field, enter: “ONECARD LIMIT INCREASE/DECREASE REQUEST”


    Table of Restricted OneCard Purchases

    Table of Restricted OneCard Purchases
     

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  • OneCard Misuse

    Card misuse ranges from a single minor infraction (accidental personal charge) of policy to intentional abuse or fraud. The Supervisor/Reviewer, Budget Manager, FAR/Cruzfly may detect OneCard misuse and abuse. It is the responsibility of each to monitor for misuse and abuse and to take action accordingly. The Supervisor/Reviewer is specifically responsible for detecting any misuse and abuse that comes to light during the CruzFly reconciliation process and receipt review. If misuse is detected, take immediate action appropriate to the type and level of misuse. Because consequences are progressive, it is important that each occurrence of misuse is documented.


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  • General Standards

    The UCSC Procurement card (OneCard) may be used to purchase certain goods and services when the use of other procurement mechanisms, such as CruzBuy, can be demonstrated to be unfeasible or impractical given the circumstances. Using a OneCard to obtain a good or service is appropriate when all of the following conditions can be met:

    • Unrestricted Goods and Services: The good or service is not explicitly prohibited by regulation, contractual requirement, or UC or UCSC policy from being procured using a OneCard.
    • Purchase Protection: The risk of the supplier of the good or service not being subject to the standard UCSC purchase order (CruzBuy) terms and conditions is insignificant.
        The procuring department or unit must therefore be willing to accept the risk and bear the costs of remedying any problems resulting from not having the ability to impose the University's standard terms and conditions on the supplier.
      • The safeguard provided by the standard UC terms and conditions apply to all CruzBuy purchase orders, but not to OneCard purchases.
    • Adequate Controls and Accountability: The procuring department or unit is willing to accept a higher risk of errors going undetected.
      • The financial controls associated with the OneCard procurement process are designed for low-dollar value, low-risk transactions.
      • The procuring department or unit must be willing to bear the costs of remedying any problems resulting from accepting the less stringent level of controls associated with using the OneCard.
    • Favorable Cost-Benefit to the Campus: The procuring department or unit must be willing to accept the higher departmental administrative cost associated with using the OneCard procurement and payment process
    • No Conflict of Interest: Neither a good nor service may be procured from any officer or employee of the University, or from a near-relative of any officer or employee

    Before any OneCard purchase involving information technology complete the required vendor risk assessment before charging it to your OneCard. Purchases that skip this review are considered a policy violation, even if otherwise within your card limits. For more information review the Information technology Purchase Standards.


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  • Specific Standards

    Procuring Goods: A OneCard may be used to procure low-risk, low dollar-value goods.

    Before any OneCard purchase involving information technology complete the required vendor risk assessment before charging it to your OneCard. Purchases that skip this review are considered a policy violation, even if otherwise within your card limits. For more information review the Information technology Purchase Standards.

    Low-Risk: Procuring the good must not require the issuance of a UCSC purchase order in order to comply with an applicable legal statute, UC or UCSC policy.

    High-risk: Goods for which a OneCard may not be used are found in the Restricted Purchases section.

    Low dollar-value: The maximum amount that a OneCard holder may spend on an individual or aggregate purchase in a given time period, is subject to the three purchase limit parameters that were listed on the cardholder's application:

    • Per day
    • Per single purchase (maximum $2,500)
    • Per month

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  • Information Technology Purchase Standards

    Before any OneCard purchase involving information technology complete the required vendor risk assessment before charging it to your OneCard. Purchases that skip this review are considered a policy violation, even if otherwise within your card limits.

    • What is information technology? Any technology used to acquire, create, display, process, and share information, encompassing internet-based tools (websites, email, social media), software applications, learning management systems, broadcasting technologies, mobile apps, and electronic documents in various digital formats.
    • Information technology that will use P3 or P4 level data must be purchased with CruzBuy, and cannot be purchased with a OneCard.
    • See the How to Buy Guide for more detail on purchasing information technology.

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  • How To Reconcile Your OneCard

    All expenses must be reconciled in CruzFly. An expense report is required for every set of expenses and must be submitted to the Initial Approver for review and approval. Detailed guidance is available in the About CruzFly Approvals section of the CruzFly User Manual. For technical assistance, please contact the CruzFly Team at cruzfly-help@ucsc.edu.

    Note: Per UCSC’s Timely Submission Policy, Outstanding CruzFly reconciliations 60 days past due will result in suspension of the cardholder’s account.​ CruzFly reconciliations older than 90 days will be reported as taxable income and applicable taxes will be withheld on the employee’s paycheck and the card may be permanently revoked.


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  • Receipt and Documentation Requirements

    Each cardholder must retain receipts or supporting documentation as required by University policy. Under G-28, itemized receipts are required for travel meal expenses of $75 or more. Receipts for travel meals under $75 are not required unless the campus unit or funding source imposes a stricter requirement. Campus units may require receipts for all travel meals, and we recommend retaining all receipts as a best practice to prevent required receipts from being inadvertently discarded. If receipts are retained, 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.


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