How To Request A Card
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.
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:
- Go to: https://access.usbank.com and click “Register Online”.
- When asked to enter the organization short name, please use UOFCA.
- Type the 16-digit account number in the “Account Number” field, without spaces or dashes.
- Enter the card expiration date from the drop-down list.
- Type the account’s billing address ZIP/postal code (95064) in the “Account ZIP/Postal Code” field.
- Click “Register This Account” if there is only one account to register.
- If you have more than one account to register, click “Additional Account”.
- The Licensing Agreement page displays for review. If you agree, click “I Accept “ to continue.
- Complete the contact information fields. Fields with a red asterisk are required.
- 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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How To Use Your OneCard
- Establish a UC business travel or entertainment 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 for the trip or event 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.
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:
- Non-inventorial equipment or supplies valued 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.
Purchase goods and save all receipts. Keep in mind that your billing address is not the same as your shipping address, and incorrect billing addresses will lead to declines.
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.
- Refer to the table of Restricted OneCard Purchases.
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 $4,999 transaction (before tax/shipping) limit should be requested on a CruzBuy purchase order. Never split a purchase to bypass the low value threshold. This $4,999 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”
Card 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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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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