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Governing Policy
Questions?
Please use the contact section in the governing policy.
Purpose
This section provides instructions for requesting changes to a University corporate card. All communication should include the cardholder's name and employee ID.
The procedures below have two options for communicating with Purchasing Services.
- Email option: should be used for units that have not transitioned to working with FinOps
- Service request: should be used for units that have transitioned to working with FinOps
Lost or Stolen
- The cardholder contacts the issuing bank immediately.
- Available 24 hours a day at 1-800-344-5696 to cancel the card.
- Provide details on account information and the last authorized transaction to bank customer service.
- A new card will be sent to the billing address for the cardholder within seven to ten business days.
- Notify your Department Card Administrator and Purchasing Services via email at [email protected] or submit a service request about changes to the account.
- Receive replacement card.
Changes - Roles, Limits, Names, etc.
- The Department Card Administrator sends an email to Purchasing Services at [email protected] or submits a service request for the following change requests:
- Default ChartField string
- Department Address
- Cardholder Names
- Transaction limits (changing limits is restricted; not all requests will be approved)
Malfunctioning Card
- Contract Purchasing Services at [email protected] or submit a service request.
Cardholder transferring units
- Procurement Card
- The Department Card Administrator emails Purchasing Services at [email protected] or submits a service request.
- Existing cards will be canceled and destroyed.
- If the cardholder is required to have a card in their new position a new application is required.
- Travel & Expense Card
- Cardholders contact their Department Card Administrators for their current department and the new department to have the card transferred.
- The new department’s DCA provides the address and default chartstring by sending an email to Purchasing Services at [email protected] or submitting a service request.
- The Department Card Administrator emails Purchasing Services at [email protected] or submits a service request.
Suspension
- The Department Card Administrator sends an email to Purchasing Services at [email protected] or submits a service request and provides the date the suspension should start.
- To remove the suspension, the Department Card Administrator sends an email to Purchasing Services at [email protected] or submits a service request to request the removal.
Termination or Cancellation
- Cardholders verify all existing transactions have been processed and approved, then contact their Department Card Administrator and destroy the card.
- The Department Card Administrator sends an email to Purchasing Services at [email protected] or submits a service request and provides:
- Last day of employment
- Date the account should be closed