One Card Procedures

Eligible full-time UT San Antonio employees apply for a One Card by completing the One Card Application and Agreement and routing it to their supervisor via DocuSign for approval. To learn how to use DocuSign, visit the University Technology Solutions website.

Once the supervisor approves and signs the application, it is routed to the department manager to update as follows:

• Enter the proposed single transaction limit and credit limit (see Limits)
• Enter the default cost center that will pay for all authorized card charges
• Sign the application as department manager for the default cost center certification

Note: Vice presidents, vice provosts and deans who are department managers may delegate approval authority for One Card applications by sending a signed delegation of signature authority to the associate vice president for Financial Affairs and deputy chief financial officer. The department manager must route the completed and signed form to the Credit Card Administration office.

The Credit Card Administration office reviews the application:

• If the application is approved, the Credit Card Administration office orders the card from the card provider and notifies the applicant, the supervisor and the department manager
• If corrections are needed, the Credit Card Administration office will return the application to the department manager for resubmission

The card provider will send the One Card to the applicant’s UT San Antonio campus address, as provided in the One Card Application and Agreement.

The applicant acknowledges receipt of the card, establishes a PIN and registers the card account using the provider’s online card management system. Please refer to the Register Your One Card Online Account job aid on the Credit Card Administration Training page for instructions. For further questions, email Credit Card Administration.

Before making online purchases, cardholders must ensure that supplier/vendor websites are encrypted, secure and do not store credit card numbers. Only Concur, the approved travel and car rental agencies and UT San Antonio Amazon Business Prime have been approved to store credit card numbers. Any other exceptions will require approval from the assistant vice president of Supply Chain, director of Purchasing, director of Disbursements and Travel Services (DTS) and credit card program manager.

Terms and conditions on vendor websites: Please be aware that clickwrap agreements pose several risks to UT San Antonio. Cardholders must review and understand the Clickwrap Agreements financial guideline and may only use clickwrap agreements as allowed by that guideline.

If an item is available on Rowdy Exchange, we encourage cardholders to order it through Rowdy Exchange and not using the One Card. UT San Antonio encourages use of Historically Underutilized Businesses (HUB), which are also listed on Rowdy Exchange. Cardholders can contact their department’s designated procurement specialist for assistance.

Cardholders have access to the UT San Antonio Amazon Business Prime account as an alternate purchasing platform (i.e., if the item is not available on Rowdy Exchange). For more information, see the One Card Reconciliation and Payment Processing course.

Cardholders must:

• Review the One Card purchase limitations (in the One Card Program financial guideline) and restrictions (see the Restrictions section) to verify that the item falls within the single transaction and credit limits, including any shipping and handling charges, and that neither the business nor the commodity/item is restricted
• Complete the vendor’s requirements for tax exemption prior to placing an order, which may include a Texas Sales and Use Tax Exemption Certificate. UT San Antonio is exempt from Texas sales tax.
• Have all items delivered to a UT San Antonio address, not the employee’s home address

Restricted Businesses

Do not use One Cards with the following businesses, unless otherwise specified:

• Attorneys
• Banks/ATMs
• Bars/lounges/pubs
• Caterers*
• Consultants
• Electronics stores (only allowed for items $499.99 or less)
• Entertainment providers
• Grocery stores*
• Liquor/package stores
• Pharmacies
• Restaurants*
• Wholesale clubs*

*Only allowable with special event privileges.

Restricted Commodities

Do not use One Cards for the following items, unless otherwise specified:

• Alcoholic beverages*
• Ammunition
• Cash advances
• Cellular phones, service and accessories
• Charitable contributions/donations
• Controlled property ($500 or more, including shipping)
  • Sound systems/audio equipment
  • Cameras (portable)/video recorders
  • Desktop computers/laptops
  • Data projectors
  • Drones
  • TVs/camcorders
  • Smartphones, tablets other handheld devices
• Controlled property (at any cost)
  • Artwork
  • Firearms and weapons of any kind
• Electronics (only allowed for items $499.99 or less) with the exception of multi-functional devices, which are disallowed on the One Card regardless of value. See Purchases with Specific Requirements.
• Equipment trade-in purchases
• Employee awards, gifts and prizes**
• Gift cards (including prepaid and declining balance cards)
• Hospitality/entertainment expenses* per the Business Entertainment and Hospitality Expenditures financial guideline
• Leases
• Mobile hotspots for any Wi-Fi enabled device
• Per diem meals
• Personal items
• Purchases that require a contract or include an auto-renew feature
• Purchases with Specific Requirements that need a purchase requisition, for example:
  • Amount Only items
  • Animals
  • Biologics
  • Controlled substances
  • Cylinder gases
  • Equipment leases
  • Equipment shipped to a non-UT San Antonio location
  • Hazardous chemicals (must be approved by Laboratory Safety)
  • Lasers
  • Multi-functional devices
  • Professional services
  • Radioactive materials
  • Temporary staffing or search firm services
  • Vehicles
• Social, charitable, entertainment and recreational memberships or dues, including all chambers of commerce. See the Memberships Paid by University Funds financial guideline for details
• Table sponsorships
• Travel services that require a contract

*Only allowable with special event privileges.
** Only allowable with special event privileges, if de minimis and in accordance with the Employee Awards, Gifts and Prizes guidelines.

Exceptions to Restrictions

UT San Antonio may authorize certain exceptions to meet specific business requirements. Exceptions may require a Card Maintenance Request (CMR) form prior to approval.

If your department has authorized travel entitlements on your One Card, you can use your card to reserve and pay for airfare and car rentals. You must also:

• Purchase airfares through the approved travel and car rental agencies. State regulations require use of the One Card for airfare purchases regardless of funding source.
• Reserve and pay for car rentals through the approved car rental agencies via the online reservation system or Concur. Include the Car Rental Contract Agreement Number in reservations to ensure the UT San Antonio/UT System-wide car rental prices are received. Please contact Disbursement and Travel Services (DTS) to obtain these codes.
• Provide a completed Motor Vehicle Rental Exemption Certificate to car rental agencies.
• Provide a completed Texas Hotel Occupancy Tax Exemption Certificate to hotels.

To request special event privileges:

• For a new One Card, the department manager must complete the Special Event Privileges section of the One Card Application and Agreement.
• To add or remove special event privileges for existing One Cards, complete a CMR form. See the Card Changes drop-down for more information.
• If the business entertainment or hospitality expenses will be funded by a cost center other than an Official Occasions cost center, then also complete the Addendum for Special Events and combine it with one of the forms above.

We strongly recommend that the applicant take BEHR training prior to applying for special event privileges.

Only expenses authorized in the Business Entertainment and Hospitality Expenditures financial guideline are allowed. Departments/cardholders must also adhere to the requirements of that guideline, including submitting an approved BEHR form.

Logging in to the card provider’s online card management system allows you as the cardholder to review transaction history and download credit card statements. For more instructions, see the Register Your One Card Online Account job aid on the Credit Card Administration Training page.

You can call the card provider’s customer service center for account inquiries (use the contact numbers provided on the card and provide the last four digits of your employee ID).

POCs can call the card provider (but not access the online card management system) to access account information, request copies of statements and place charge disputes. POC access is limited to UT San Antonio employees only.

To add, change or delete a POC, email Credit Card Administration.

Program administrator (read-only) access allows department and college offices to log in to the card provider’s online management system to view the following for all One Cards issued within their division/college:

• Spending by cardholder
• Available credit, current balance, previous balance and current amount due
• Disputed transactions
• Transaction authorizations and declines
• Daily, cycle and monthly number of transactions

Program administrators cannot call the card provider to obtain cardholder transaction information.

The following individuals may authorize program administrator access for up to three delegates, using the Program Administrator form:

• President, vice provosts and vice presidents (for their executive area)
• Deans, associate/assistant deans and associate/assistant vice presidents (for their college/administrative area)

Cardholders/departments must retain the following documentation:

• Itemized receipts or other supporting documentation for all charges. Receipts/documentation must also meet the requirements of the Travel Reimbursement and Business Entertainment and Hospitality Expenditures financial guidelines, and any other applicable rule, regulation, policy or guideline
• Approved BEHR if applicable. See the Business Entertainment and Hospitality Expenditures financial guideline for more information
• Office of Research Integrity and Infrastructure (ORI) approval email (international vendors only)
• Vendor hold check documentation if the transaction is $500 or more. Save a screenshot of the vendor hold check result as a PDF
• Disputed/fraudulent transaction documentation, if applicable (if the charges will not be paid)
• Exempt agreements
• Travel authorizations
• Card statements

Follow these steps to review and pay for One Card transactions:

1. Cardholders obtain monthly credit card statements from the card provider’s online card management system.
2. Cardholders and department managers must review the statement to ensure:
   1. All transactions were made by the cardholder and authorized, and amounts are correct. See the Declined, Disputed and Fraudulent Transactions section for information on unauthorized or incorrect transactions.
   2. All transactions are for UT San Antonio business purposes and comply with policies and guidelines
3. Each month, the cardholder or other authorized employee will process a non-PO (non-purchase order) payment voucher for the current cycle. For more information, see the One Card Reconciliation and Payment Processing course.
4. Departments upload and attach the credit card statement, corresponding receipts and other supporting documentation to the voucher (see the Documentation for One Card Transactions drop-down). If travel is involved, departments will reference on the voucher the approved Travel Authorization number. If the statement contains charges for travel expenses other than airfare, receipts for those expenses should also be attached to the voucher. For more information about airfare and other travel receipt requirements, see the Travel Reimbursement financial guideline.
5. Departments submit the voucher (with attached documentation) via PeopleSoft workflow for approval.
6. The designated approver in PeopleSoft reviews the voucher, ensures transactions are appropriate and that all supporting documentation is attached, then approves the voucher on or before the 20th of each month.
7. DTS will charge the default cost center if documentation is incomplete or missing or if the approved monthly payment voucher is not submitted by the deadline (i.e., past due account). The department will need to request a correction from Accounting Services and provide relevant supporting documentation. See the Non-Compliance and Consequences section for more information.

Note: Receipts submitted for One Card payments do not need to be resubmitted when the traveler/department finalizes the Expense Report in PeopleSoft. Travelers/departments should reference the voucher number and last four digits of the One Card number on the Expense Report. A Travel Reimbursement/Settlement (TRS) form may be required. See the Travel Reimbursement financial guideline for more information.

If your card statement shows a credit balance and you do not intend to incur any expenditures in the next 60 days, you or your department may email Credit Card Administration to request a refund of the credit balance.

The email must include the following information:

• Cardholder name
• Last six digits of the card number
• Amount and date of credit
• Statement that the cardholder is not incurring any expenditures in the next 60 days and requests a refund of the credit balance

Use the Card Maintenance Request Form (CMR) to request the following changes to an existing One Card:

• Single transaction and credit limits
• Default cost center
• Name change
• Addition/removal of entitlements (travel, purchase, special events)
• Card cancellation due to employee transfer or lack of need (cancellation is required upon employment separation)
• Card replacement due to lost/stolen/damaged card or fraudulent activity
• Temporary status change
• Addition/removal of international access
• Merchant category code/vendor addition and deletion

Card changes require department manager approval (vice presidents, vice provosts and deans may delegate this approval authority by sending a signed delegation of signature authority to the associate vice president for Financial Affairs and deputy chief financial officer). The cardholder and department manager must complete and sign the CMR form, then submit it to the Credit Card Administration office via DocuSign. When the requested revisions are made, the office will contact the requestor.

Cardholders/departments must also physically destroy cancelled One Cards.

Declined Transaction

The cardholder should log in to the card provider’s online card management system to view the transaction details. Refer to the Register Your One Card Online Account job aid on the Credit Card Administration Training page.

Disputed Transaction

Cardholders must initiate a transaction dispute with the card provider (and the vendor if applicable) as soon as possible (and before the monthly payment due date) if any of the following occur:

• Unauthorized transactions
• Billing errors, such as duplicate charges, incorrect pricing, non-receipt of goods or services, payments not credited for returned goods
• Inadequate quality of goods or services

Complete the following steps to dispute a transaction:

1. Contact the card provider upon receipt of the credit card statement (use the contact details provided on the card or log in to the online card management system)
2. Notify the vendor and complete the Vendor Dispute form in accordance with the Texas Prompt Payment Law financial guideline
3. Retain a copy of the dispute confirmation email from the card provider. Attach the email and the other supporting documentation to the payment voucher (see the One Card payments drop-down).

If the dispute is resolved, the cardholder must verify that the correction has been completed when the next statement arrives. Charges for Texas sales tax cannot be disputed with the card provider.

Suspected Fraudulent Activity

• The cardholder must contact the card provider (use the contact details provided on the card) to report the suspect transaction(s). The cardholder completes, electronically certifies and submits the Declaration of Unauthorized Use form provided by the card provider. The cardholder must retain a copy of this form with the other One Card supporting documentation.
• The cardholder must report suspected fraudulent/inappropriate/questionable use of the One Card to the Credit Card Administration office, attaching the card provider’s email confirmation that the unauthorized charges are being investigated.

The cardholder must immediately report lost or stolen cards by contacting the card provider using the contact details provided on the card. Notify the department manager and the Credit Card Administration office immediately, or at the start of the next business day if the loss/theft is discovered or occurs outside normal business hours.

To obtain a replacement card, the cardholder completes and submits a CMR form via DocuSign to the Credit Card Administration office (see the Card Changes section for details). The card provider then completes the card replacement and sends the card to the Credit Card Administration office.

Cardholders need to activate and register the replacement card, review any charges that are posted and report any unauthorized/fraudulent activity. If a missing card is later found or otherwise recovered, the cardholder or department must physically destroy the card.

The cardholder's department is responsible for establishing and documenting an appropriate departmental One Card control environment, including approvals, adjustments, record keeping, reporting, reconciliation, segregation of One Card duties and supervision.

Cardholders are required by the state to complete One Card training, including the One Card Reconciliation and Payment Processing course. One Card credit limits are activated only after cardholders confirm training completion with the Credit Card Administration office. Cardholders are required to complete refresher training on a two-year cycle.

Cardholders, department managers and other employees involved in using or reconciling One Cards are responsible for staying informed of policies, procedures, guidelines, rules and other requirements related to One Cards, including changes to the One Card program.

Level One

The first instance of an issue, such as, but not limited to:

• Past-due account
• Missing itemized receipt
• Vendor hold not checked
• Missing ORI approval for foreign vendors
• Texas sales tax, hotel occupancy or motor vehicle rental tax charged

Consequence: Written non-compliance notification to the cardholder, cardholder’s immediate supervisor and department manager.

Level Two

Two Level One occurrences within a two-year period, or the first instance of an issue, such as, but not limited to:

• Unsecured card
• Allowing card use by someone other than the cardholder
• Using the card for a restricted business or commodity
• A self-reported personal/unauthorized transaction
• Using the card to pay a past-due invoice
• Missing approvals (for example, BEHR, travel authorization, exempt agreements)
• Failure to report missing, lost or stolen card
• Non-compliance with other UT San Antonio policies or procedures

Consequence: Mandatory training related to non-compliance occurrence(s). Written non-compliance notification to the respective dean, assistant/associate vice president or vice provost and the assistant vice president for Supply Chain.

Level Three

Two Level Two occurrences within a two-year period, or three Level One occurrences within a two-year period, or the first instance of an issue such as, but not limited to:

• Circumvention of transaction limit
• An unreported personal/unauthorized transaction

Consequence: Suspension of the card for 90 days, mandatory comprehensive training and written non-compliance notification from the assistant vice president for Supply Chain to the respective vice president or vice provost, copying the deputy chief financial officer.

Level Four

Includes, but is not limited to:

• Four Level One occurrences within a two-year period
• Three Level Two occurrences within a two-year period
• Two Level Three occurrences within a two-year period
• Past-due account after card has been suspended and reinstated

Consequence: Card cancellation and letter from the assistant vice president for Supply Chain to the respective vice president or vice provost, copying the deputy chief financial officer.

Level Five

One Card-related fraud. This is defined as intentional misrepresentation or deception related to the use of the One Card and/or the reporting of One Card transactions.

Suspected fraud will be reported to UT San Antonio and other authorities, as applicable, and investigated as appropriate. Consequences for fraud will vary depending on the outcome of the investigation and the nature of the offense and may result in disciplinary measures up to and including termination of employment and criminal prosecution.

The above is not an exhaustive list of non-compliance issues and consequences.