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Frequently Asked Questions

How do I request a university credit card?

My credit card is expiring. When will my new one arrive?

My credit card was lost or stolen. What should I do?

How long will it take to receive my replacement credit card?

How do I request a temporary limit increase to my credit card?

How do I request a permanent increase to my credit card?

I've changed my name with Human Resources. How do I get a credit card with my new name on it?

May another employee use my credit card while I'm out on leave?

May I continue to use my current credit card after changing departments?

What should I do with my credit card upon leaving the University?

May I purchase gift cards as gifts with University credit cards?

What documentation do I need for a PayPal purchase?

Is a receipt faxed from the supplier acceptable?

Do I need to save my receipts?

What do I do if I have missing receipts?

How do I substantiate?

How do I electronically organize my receipts?

How do I download Adobe Acrobat XI Pro?

How do I approve substantiations?

When and where are the training sessions on all of the credit card procedures?

Credit Card FAQ

How do I request a university credit card?

Click here for instructions on how to request a credit card.

My credit card is expiring. When will my new one arrive?

Credit cards normally arrive in the middle of the month in which they expire.

My credit card was lost or stolen. What should I do?

  1. Call US Bank's customer service number to report the loss.
    • If you are within the United States, the number is (800) 344-5696.
    • If you are traveling internationally, call collect (701) 461-2010.
  2. Contact a Credit Card Analyst at extension x7534 or x4744 immediately to block further use of the card.

How long will it take to receive my replacement credit card?

Cardholders will receive a replacement credit card from US Bank within five business days.

How do I request a temporary limit increase to my credit card?

A temporary limit increase must be requested in writing by email. The email should include the following:

  • Why the increase is being requested
  • What should be increased (monthly or single transaction limit, or both)
  • What your current limits are and the dollar amount of the requested increase
  • Who the merchant is
  • The date range of the increase

Temporary increases are required to have the approvals of the cardholder's supervisor, Major Area Budget Manager and the University Controller.

How do I request a permanent increase to my credit card?

A completed and fully approved University Credit Card Application is required. The box marked "Update" should be selected and a reason for the permanent monthly or single transaction limit increase given. The increase must be in line with the available credit limits template.

I've changed my name with Human Resources. How do I get a credit card with my new name on it?

Contact a Credit Card Analyst at extension x7534 or x4744. The analyst will order you a new credit card. It should arrive within five business days.

May another employee use my credit card while I'm out on leave?

No. An employee may charge purchases only to a credit card bearing his or her name.

May I continue to use my current credit card after changing departments?

No. An updated Credit Card Application is required before the card can be used.

What should I do with my credit card upon leaving the University?

Call a Credit Card Analyst at extension x7534 or x4744 to cancel the card. Then shred the card.

May I purchase gift cards as gifts with University credit cards?

Yes. Cardholders must document the full names of the recipients, their campus-wide IDs (Social Security Numbers of Non-employees), and the amounts of the cards, regardless of the dollar value. This information must be reported on the substantiation.

Note: All gift cards are considered taxable income to University employees, regardless of dollar amount. Employees will see a pay code on their next paycheck labeled "gift card" including the value of the gift card in their gross income.

What documentation do I need for a PayPal purchase?

An itemized invoice from the supplier is required for substantiation.

Is a receipt faxed from the supplier acceptable?

Yes.

Do I need to save my receipts?

Once your substantiation report, including all receipts, has been fully approved by accounts payable, you may discard your receipts.

What do I do if I have missing receipts?

If you have any missing receipts, substantiate in the Credit Card Substantiation module as normal. Be sure to add a note in the "What" field stating: "(Note: missing receipt)." Replace the location of where the original receipt would have been organized in the receipt file with a word document listing the items purchased on the original receipt.

  • Under $25 – no VP signature required
  • Over $25 – once you have followed the missing receipt protocol, the substantiation will be submitted to your supervisor, who will then pass it on to Finance. Once Finance receives it, they will then forward it on to the VP for the required signature.

How do I substantiate?

To learn the substantiation process, you can either click here to watch the video or click here for the step-by-step tutorial.

How do I electronically organize my receipts?

To learn the receipt organization process, you can either click here to watch the video or click here for the step-by-step tutorial.

How do I approve substantiations?

To learn the substantiation approval process, you can either click here to watch the video or click here for the step-by-step tutorial.

When and where are the training sessions on all of the credit card procedures?

Click here to view the Information Technology Training Calendar which lists the time and location for all training sessions.

 

                                                                                                                                                 Last Updated: 10/12/2017