OneCard Program

This new One-Card Program has taken the strengths and capabilities of the current campus P-card and added exciting new capabilities to create a single-card solution, one that is more efficient and effective than the old multi-card alternatives. Like the old P-card, the new One-Card remains highly customizable to accommodate the needs of the cardholder and their department. However, the default settings for the new One-Card provide the same opportunities found within other campus card programs thus eliminating the need for an employee to carry more than one piece of plastic. Travel arrangements, fuel purchases, conference registrations, lower-dollar equipment purchases, and a whole plethora of other goods (not found on the Marketplace) can now be purchased using a single card. Please contact Business Services on any questions for the exciting new opportunity.

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Guidelines

Who can participate in the program?

Only permanent employees are eligible for a OneCard. Exceptions may be granted for departmental needs when adequate compensation controls have been established.

Mandatory Training

All participants of the OneCard program must complete the mandatory online training and pass with a score of 100%. The online training is available on the University Canvas system and participants must self-enroll. Upon a passing score of 100%, you will have access to complete and route the Esign form “Western Procurement Card Application”.

Customer Service

The OneCard program is serviced through Western Card Services at 360.650.3561. They can assist cardholders with general OneCard account questions.

Brenda Ancheta, Card Administrator
Business Services, MS 1420
360.650.3561


OneCard Control Limits

  • OneCard transaction limits are set at the University standards of:
    • $3,000 per single transaction
    • $10,000 per total monthly spend

OneCard control limits can be customized per individual cardholder and department needs, and is valid for three years.

  • Permanent increases:
    • Submit an email requesting the dollar amount increase and justifying the need to the Card Administrator
    • Must be approved by the Budget Authority
  • Temporary increases:
    • Submit an email requesting the temporary dollar amount increase and justifying the need to the Card Administrator
    • Merchant name, if applicable
    • Product description, if applicable

 

Financial Responsibility

The OneCard is a University-liability VISA credit card issued by JPMorgan Chase. The University is responsible for payment of all OneCard transactions.

The only personal information made available to the bank is the Cardholder’s birth date to comply with the Office of Foreign Assets Control (OFAC) and Patriot Act, Section 326, relative to verification of identification of anyone seeking to open a bank or credit card account.

Card Activation

The cardholder must call the number on the newly issued OneCard (located on the sticker) to activate. The last 4-digits of your phone number is the identification code when calling customer service. Upon receipt of the OneCard, the Cardholder should sign the back of the card and keep it a secure place.

Lost & Stolen Cards

To report a lost or stolen OneCard, notify the Card Administrator and PaymentNet Customer Service immediately at 800.270.7760. Upon receipt of your telephone call, the bank will verify one pending transaction, immediately suspend, and issue a new OneCard with a new account number. The bank sends the new card to Business Services and they forward it to the Cardholder. Delivery will take up to 5-7 days; however, overnight shipping is available for an additional fee.

Fraudulent Charges

The Cardholder should report fraudulent charges to the Card Administrator and the bank Fraud Department immediately at 866.300.4911. Upon receipt of your telephone call, the bank will verify one pending transactions, immediately suspend your OneCard, and issue a new card with a new account number. The bank sends the new card to Business Services and they forward it to the Cardholder. Delivery will take up to 5-7 days; however, overnight shipping is available for an additional fee.

Card Provider

JPMorganChase – Available 24/7, Customer Service 800.270.7760. PaymentNet is a web-based software system provided by JP Morgan providing reconciliation and reporting capabilities for OneCard accounts.

Card Termination

If a Cardholder terminates employment with the University, the department is responsible for returning the OneCard to Business Services/Card Services. If a Cardholder transfers to a new department, it is the Cardholder’s responsibility to notify the Card Administrator and surrender their card to their Approver. The OneCard is non-transferable and must be terminated.

Credits and Returns

Cardholders cannot receive a refund by cash or check for returned merchandise purchase on the OneCard. Credits and refunds to the Cardholder must be applied in the same manner as the original purchase.

Disputing a Transaction

For unrecognizable transactions or purchases that are incorrect, review the receipts and see if you can match the transaction by dollar amount – some vendors process credit card transactions through a parent company. If you cannot match the transaction, contact the vendor to resolve the dispute. If an agreement cannot be reached with the vendor, you should complete the dispute process in PaymentNet.

The OneCard Roles and Responsibilities:

Cardholder” receives a VISA University-liability card and is responsible for reviewing and reconciling the card activity online.

Responsibilities:

  • Ensure OneCard security and transactions made against the OneCard.
  • Make University related business purchases in compliance with all rules, regulations, policies, procedures, and guidelines that govern the University.
  • Obtain an original detailed receipt for each purchase, which includes the vendor’s name, date, dollar amount, and an itemized description of the purchase.
  • Ensure purchases comply with any funding restrictions applicable to the accounting FOAPAL, including restrictions outlined for grants and contracts funds.
  • Review/reconcile all transactions posted to the online payment system for accuracy.
  • Ensure credit transactions are applied to the OneCard used for the original purchase.
  • Follow-up with merchant to resolve any delivery problems, discrepancies and/or damaged goods.
  • Notify the Bank and Card Administrator immediately if the OneCard is lost, stolen, or compromised, to eliminate unit liability for any charges incurred as a result.
  • Surrender the OneCard to the Approver if requested.
  • Prepare for audit.

Reconciler” has access to the online system to perform Cardholder review and responsibility. The Reconciler cannot serve as Approvers for the same Cardholder.

Primary Approver” is responsible for the approval of the Cardholder’s online transactions. An Approver’s position must be equal to or higher than the Cardholder.

Responsibilities:

  • Review transactions for compliance to ensure it is for official University business and in compliance with University policies, procedures, and State laws.
  • Approve all transactions through the online system prior to the monthly download deadline.
  • May reconcile FOAPAL codes.

Second Approver” serve as backup to the Primary Approver with the same responsibilities. It is highly recommended to avoid unapproved transactions.

ONLINE SYSTEM - RECONCILIATION

Both Cardholders and Approvers must reconcile transactions posted to the Cardholder’s account in PaymentNet. It is highly recommended that the Approvers review and approve all transactions in PaymentNet prior to the monthly download. Approvers will have better visibility of expenditures if transactions are reviewed and approved weekly.

Purchases will appear on the Transaction Manage List as soon as they are posted. Cardholders may setup their PaymentNet profile to receive email notifications when transactions are posted and available for review.

Every transaction reviewed requires the Cardholder to:

  • Enter and verify budget code information.
  • Change E999 (Unreconciled P-Card Transaction) to the appropriate Account Code, these codes are unreconciled codes and must be changed.
  • Enter notes in the Transaction Notes field.
  • Check the Tax on Receipt box if tax is shown on the invoice.
  • Check the REVIEW and APPROVE boxes.
    NOTE: Reviewers must complete their review process for your Approver to approve your transaction.
  • Click on the SAVE button after you make your changes.

Any Account Codes left with E999 or an incorrect FOAPAL code downloaded to Banner that are determined inappropriate for a specific purchase, will require a Journal Voucher (JV) submission to correct.

Sales Tax

Western is not tax exempt. If sales tax is listed on the receipt, invoice, or packing slip as a separate item, check the ”Tax on Receipt” box in PaymentNet. This rule applies to both in state and out-of-state purchases. If tax has been charged and the box is NOT checked, tax will be charged again when the transaction is processed in Banner Finance. A rule of thumb is if you purchased the item from a Washington State business, you should check the “Tax on Receipt” box. Washington state businesses are responsible for collecting and remitting sales tax. Duplicate tax paid requires a Journal Voucher (JV) to correct.

PaymentNet Transaction Download to Banner

The download schedules coincides with the accounting closing date so transactions accurately post in the appropriate fiscal period. Transaction downloads to Banner occur weekly and monthly. On the third business day of the month, monthly downloads are performed.

  • Weekly downloads occurs every Tuesday and capture only “approved” transactions.
  • Monthly downloads capture all transactions from the previous month whether or not they have been reviewed and approved.

Goods and Services – Receipts & Records Retention

Cardholders are responsible for maintaining records and receipts of every transaction made with the OneCard. All receipts must be clear and legible. The receipts should be reconciled and compared to the online charges for accuracy. Any discrepancies should be PROMPTLY investigated. An Affidavit of Lost Receipt is required for any lost receipts.

It is the cardholder’s responsibility to ensure receipt of materials and services and to follow up with vendors to resolve any delivery problems, discrepancies, and/or damaged goods.

Records are retained for a period of 6 years.

TEM (TRAVEL & EXPENSE MANAGEMENT)

Prior to making any travel arrangements, an approved Travel Authorization must be on file. For instructions on processing a Travel Authorization, refer to the TEM website. Cardholders will contact the merchant directly to make travel arrangements.

Travel – Receipts & Records Retention

It is the Cardholders responsibility to maintain records and receipts for every transaction made with the OneCard. All receipts must be clear and legible. The receipts should be reconciled and compared to the online charges for accuracy. Any discrepancies should be PROMPTLY investigated. An Affidavit of Lost Receipt is required for any lost receipts.

All travel expenditures must be entered into the TEM system.

  • If travel expenses are reimbursable, Cardholder’s must scan and attach the receipts to the Travel Reimbursement in the TEM system.
  • If travel expenses are NOT reimbursable, Cardholders must scan and attach to the Travel Authorization in the TEM system.

Once the receipts are uploaded into TEM, it is recommended that hard copies of receipts be kept until reimbursement is complete. For more information on travel, visit the Travel Services website.
For travel and TEM System questions, contact Samantha Zimmerman at 360.650.3341.

Page Updated 03.31.2017