APPLICATION FOR CAMPUS SERVICES DEPARTMENT CHARGE

APPLICATION FOR CAMPUS SERVICES DEPARTMENT CHARGE
*** FAX or MAIL signed Application to : Nikki Sanders ML:0009 or Fax: 556-2572 ***

New Account Change of Account Information **

Department Name:

Business Administrator Name:

Phone: ML:

E-mail address:

Account number to which charges are to be applied

GL FUND COST CENTER FUNCTION

GRANT WBS ORDER

Card verifier: (Required if you plan to allocate charges)

E-mail Alias (6+2):

Authorized Department Approval Signature: __________________________________
(Signature Required)
** Change of Account Information

TYPE OF REQUEST: (Please Check)

	A. Email Address Change
	B. Dept/Div Change (Hierarchy Change)
	C. Account Closure
	D. Name Change
	H. Other (please explain)

Comments:

RECOMMENDED USES FOR THE CAMPUS SERVICES CARD:

Cardholders are authorized to use the Campus Services Card to purchase any merchandise or services required as a function of their duties at the University of Cincinnati except as noted below in the unauthorized card use section.

PERSONAL PURCHASES MAY NOT BE MADE WITH THE CARD, EVEN IF YOUR INTENT IS TO REIMBURSE THE UNIVERSITY. PERSONAL PURCHASES MADE WITH THE CARD SUBJECT YOU TO DISCIPLINARY ACTION UP TO INCLUDING POSSIBLE CARD CANCELLATION, TERMINATION OF EMPLOYMENT AT THE UNIVERISTY OF CINCINNATI AND CRIMINAL PROSECUTION.

DOCUMENTATION OF TRANSFERS

The point of sale terminal is equipped to provide a receipt, the person making the purchase will receive a receipt at the time of the purchase. The account holder will also receive a monthly account statement detailing the Campus Services Charge Card activity for the preceding month.

RECORD RETENTION:

1. Cardholder Responsibility: The Cardholder is responsible for obtaining purchase documentation from the merchant (sales receipt, packing slip, etc.) to support all purchases made with the Campus Services Card and verifying that the documentation complies with the requirements for supporting documentation.

2. Card Verifier Responsibility: It is the Card Verifier's responsibility to assure that all supporting documentation and the corresponding Cardholder Statement of Account are retained within the department per the University of Cincinnati retention schedule.

CHARGE ALLOCATION TO NON-DEFAULT ACCOUNTS:

1. For any given charge, the Card Verifier has the option to perform an on-line allocation from the default account. In order to allocate charges, you must have access to the Campus Services web interface. You will be assigned a login and password based on this application. If the allocation option is not exercised by the end of the 2nd business day of the month, following the end of the billing cycle; (billing cycles run from the 1^st day of the month through the last day of the calendar month) the total amount of the charge will be posted into the default account.

Note: Reallocation to Revenue or Salary accounts is not permitted.

CAMPUS SERVICES CARD SECURITY:

1. It is the Cardholder's responsibility to safeguard the Campus Service Charge Card and account number at all times.

2. Cardholders must keep their Campus Services Charge Card in a secure location at all times.

3. Cardholders may allow others in their department to use their Campus Services Charge Card.

LOST, STOLEN OR DAMAGED CAMPUS SERVICES CHARGE CARD:

1.If a Campus Services Charge Card is lost or stolen, the Cardholder must suspend the card by going to www.uc.edu/bearcatcard. The suspension is immediate.

2. Cardholders must notify the Program Administrator if their cards are lost, stolen or damaged within 24 business hours after suspending the card through the web.

3.After the above notification procedures have been completed, a new Campus Services Charge Card will be issued to the Cardholder by the Program Administrator.

4.A Campus Services Charge Card that is found after it has been reported lost or stolen must be destroyed by cutting it in half. The same procedure applies if a card is damaged. Both card halves must be forwarded to the Program Administrator.

CARDHOLDER ACCOUNT MAINTENANCE:

Whenever any of the information contained on a Cardholder's Application Form changes, a revised copy of the Cardholders Application form must be completed. The completed Cardholder Application Form is then to be forwarded to the Program Administrator.

Note: If the default account is changed via the Cardholder Account Maintenance Form, the administrator for the new account must indicate their approval by signing the form.

CARDHOLDER TRANSFER WITHIN THE SAME DEPARTMENT:

Cardholders, who transfer to a new position within the same department and require the use of a Campus Services Charge Card as part of their new duties, may continue to use the same card if the default account remains the same. Cardholders, who will no longer require a Campus Services Charge Card in their new position, must surrender their Card(s) and corresponding supporting documentation to their immediate supervisor.

CARDHOLDER TRANSFER WITHIN THE UNIVERSITY:

Cardholders, who transfer within the University to another department, must surrender their Campus Services Charge Card and all supporting documentation to their immediate supervisor prior to leaving the current department.

CARDHOLDER SEPARATION FROM THE UNIVERSITY:

Prior to separation from the University, Cardholders must surrender their Campus Services Charge Cards and corresponding support documentation to their immediate supervisor. It is the department's responsibility to assure the return of the Card during the exit interview process and to notify the Program Administrator to immediately cancel the card.

CAMPUS SERVICE CHARGE CARD CANCELLATION:

The Program Administrator must be notified immediately when a Campus Services Charge Card is to be canceled. The card must be destroyed by cutting it in half. Both card halves must be forwarded immediately to the Program Administrator along with a completed revised Cardholder Application Form.

*** FAX or MAIL signed Application to : Nikki Sanders ML:0009 or Fax: 556-2572 ***