UNC PCard Policies and Procedures
- Set up or Reset your PCard PIN
To set up or to reset the PIN associated with your PCard, call the Wells Fargo Business Purchasing Service Center. If calling from the United States or Canada, dial 800-932-0036. You will reach an automated system. When prompted by the automated system, select option 2, then select option 1, and then select option 2. If calling from outside the United States or Canada, dial the international dialing code followed by 612-332-2224.
You will need your 16-digit card number and the last 4 digits of your Bear Number. When asked for the last 4 digits of your "unique ID," enter the last 4 digits of your Bear!
- Lost or Stolen Cards
You are responsible for the security of your PCard and any purchases made on your PCard account. If you think you lost your PCard, or that your PCard has been stolen, please call Wells Fargo Bank Customer Service immediately at 800-932-0036 to report the loss/theft. It is important to report your PCard lost/stolen promptly to avoid liability for fraudulent transactions. Once a PCard is reported lost or stolen, a new PCard will be issued to replace the lost or compromised card.
- Disputed Charges
PCard charges can be disputed online with Wells Fargo Bank for reasons that include issues with delivery, quality, service, duplicate charges, or incorrect pricing. However, if you see one or more charges on your PCard that you know you did not authorize, your PCard may have been compromised. If this is the case, then please refer to the section Lost or Stolen Cards.
Before disputing an erroneous PCard charge with Wells Fargo, you must contact the merchant who processed the charge to see if they can correct the issue for you. When you contact the merchant about a disputed charge, please keep a record of your communication with the merchant; this may include emails, texts, and/or a record of phone calls that includes the name of the person with whom you spoke, the date you contacted the merchant, and the merchant's response.
If the merchant is unable to provide a satisfactory resolution around the disputed charge, then you can proceed with disputing the charge online in the Wells Fargo system.
- Credit Limit Facts
Your credit limit was established by your department or college. If you need to have your credit limit adjusted, please contact your director, chair, or Dean's Office to discuss your needs. Your director, chair or Dean's Office can contact the PCard manager and request any changes to your credit limit that they deem necessary.
- Card Declined by Merchant
If your PCard is declined for an approved, business-related purchase, please contact one of the following people:
- Morgan Gray (970) 351-1836
- Jill Zamarripa (970) 351-2287
- Erin Haida (970) 351-2472
- John Chaplain (970) 351-2040
- Inappropriate, Disallowed or Non-approved PCard Use
The University will seek reimbursement from cardholders who authorize inappropriate, disallowed or non-approved PCard transactions. In certain instances, the cardholder may be subject to additional action, including immediate termination of employment.
- Sales Tax Exemption
The University is exempt from paying Colorado state sales tax; it is the cardholder's responsibility to inform merchants that purchases are exempt from Colorado state sales tax. The tax exempt number is printed on the front of each PCard and a tax exempt certificate is also available should this document be requested by a merchant.
- Required Documentation for PCard Transactions
An itemized receipt is required for each transaction on your PCard. An itemized receipt contains the following information:
- Date of transaction
- Merchant Name
- Description of purchase
- Amount of purchase
In addition, some purchases require additional backup documentation. Catering purchases require a Catering and Alcohol Approval Form to be completed in OnBase prior to the purchase(s). Items purchased for use as gifts or awards require a Cash/Non-Cash Award Form to be completed prior to the purchase. Gift card purchases require a waiver from the Controller prior to purchase.
It is highly recommended that cardholders image their receipts and other backup and retain a copy for their own records. It is also helpful to maintain a log of PCard transactions.
- Cardholder Responsibilities
The cardholder is responsible for the following:
- Reviewing PCard transactions online on a monthly basis;
- Identifying and documenting all transactions on their PCard statements by supplying receipts and any required forms and approval emails for purchases. You will be required to reimburse the University with personal funds for any activity that is not appropriately documented as a University-related business expense;
- Ensuring that Colorado state sales tax is not charged when making purchases;
- Providing itemized receipts for all PCard transactions at the end of each billing cycle;
- Completing and submitting any additional backup documentation for purchases that require an Official Function Form, a Cash/Non Cash Award form, a purchase waiver, or purchase approval letters and emails; and
- Turning in your signed and dated PCard statement with receipts and other backup at the end of each billing cycle to the individual who reallocates expenses on your PCard.
- Card Reallocator Responsibilities
Individuals who reallocate/reconcile PCard statements are responsible for the following:
- Reallocate all PCard transactions to the appropriate and accurate account string for their assigned cardholders prior to the PCard reallocation deadline each month; and
- Enter clear and concise descriptions of business purchases for each cardholder transaction.
- Fund Approver Responsibilities
Fund Approvers are responsible for:
- Reviewing all PCard transactions that are being charged to your account string;
- Identifying non-approved or disallowed PCard transactions being charged to your account string;
- Signing and dating PCard statements to certify that you are approving the PCard transactions that are being charged to your account string; and
- Initiating appropriate action, or contacting the PCard manager to initiate appropriate action, for any PCard transactions that should not or cannot be approved.
Appropriate action is determined by the severity of the infraction. Possible action for non-approved or disallowed PCard transactions can include:
- Having the cardholder reimburse the University for the transaction;
- Suspending the PCard for an appropriate period of time;
- Deactivating the card account permanently; and/or
- Terminating cardholder's employment.
- About the Card
The University of Northern Colorado has a contract with Wells Fargo Bank to provide chip-enabled VISA credit cards, also referred to as PCards, to use as a payment method when making approved university-related business purchases. The VISA PCards used by the University require a PIN be established in order to use the card.
An important fact to remember is that any purchase for the University that exceeds $9,999 requires a purchase order prior to making the purchase.
A PCard can be configured to serve as a purchasing card, a travel card, or a combination purchasing/travel card. How each card is configured is determined by the cardholder's department or college. The UNC PCard is a corporate liability credit card, not a personal liability credit card, so your personal credit history is not accessed, considered, or impacted by having a UNC PCard.
The card can be used for in-store purchases as well as phone, email or online purchases. Each card is tailored to the cardholder's purchasing needs to help reduce card declines, and to minimize the potential for fraud if a card is lost or stolen.
UNC pays a combined PCard credit card bill each month; billing statements are not sent to individual cardholders.PCards cannot be used to make personal purchases. Cardholders are asked to treat their PCard with the same sense of responsibility and security that they would use for their personal credit cards. Violations of policy and procedure can result in card suspension, card cancellation, or in some cases, termination of employment.
- How To Get a PCard
Work with your department, school, college or program to complete a Cardholder Application.
After your department, school, college or program approves your PCard application and submits it to the PCard manager, you will be contacted via email to arrange a cardholder training session.
- Helpful Links
- Definitions
Card Reallocator: The person or persons responsible for entering the appropriate account string for each transaction for one or more cardholders.
Fund Approver: The person or persons that have authority to approve an expenditure of UNC funds from a specified account string.
Reallocation: The process of assigning an appropriate and accurate account string to each PCard transaction.
