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05.160 UNCW Card Program

The UNCW Card Program allows for the easy, rapid purchase of goods, materials, supplies and travel services both online and in-store up to $5,000 per single transaction by university employees. Liability rests with the University and not the Cardholder, subject to proper use. This policy is intended to give reasonable assurance, in a cost-effective manner, that card transactions will be appropriate and show sufficient documentation.

Authority:

 Vice Chancellor for Business Affairs

History

Updated June 28, 2025 and Replaces 05.190 UNCW Travel Card Program; Updated January 15, 2025; Links updated July, 2024; Updated March 31, 2020; Updated January 2017; Updated October 1, 2008 supersedes former Administration Policy No. PUR2.00, “Purchasing Card Program”; Updated January 1, 2008; Updated July 1, 2006; Effective May 1, 2001

Source of Authority:

Office of State Purchasing; UNC Policy 1300.7.2[R]; NCGS § 143-49; North Carolina Administrative Code Section 01 NCAC 05B .1523; the statewide contract established and maintained by the Division of Purchase and Contract (946A), Office of State Budget and Management

Related Links:

Responsible Office:

 UNCW Purchasing Services and Controller’s Office

Policy Details:

  1. Purpose

    The UNCW Card Program allows for the easy, rapid purchase of goods, materials, supplies and travel services both online and in-store up to $5,000 per single transaction by university employees. Liability rests with the University and not the Cardholder, subject to proper use. This policy is intended to give reasonable assurance, in a cost-effective manner, that card transactions will be appropriate and show sufficient documentation.

    By virtue of N.C.G.S. §143-49, the North Carolina Secretary of Administration has the power and authority to establish and maintain a procurement card program for use by State agencies, community colleges, and nonexempted constituent institutions of The University of North Carolina. Pursuant to Section 01 NCAC 05B .1523 of the North Carolina Administrative Code, procurement cards are utilized for official use only and shall be used in accordance with applicable state law and with the statewide contract established and maintained by the Division of Purchase and Contract (946A).

    The University has elected to utilize the UNCW Card in accordance with the law. While the UNCW Card presents an inherent enterprise risk, UNCW Cards used optimally, with proper compliance management, provide a ready-made and convenient tool for the professionals serving the business needs of the University.

    This policy is designed to protect both UNCW Card users and the University. It is expected that all UNCW Cardholders and UNCW Card program administrators, officers, and staff will uphold this policy and applicable state law to the highest degree. This policy aligns with the UNC System Office Regulation 1300.7.2[R] and is designed to uphold compliance with applicable state laws and regulations.

  2. Policy

    The provision of UNCW Cards places significant trust in university employees to utilize University resources solely in the best interests of the University. Thus, all purchases on a UNCW Card shall be strictly for official University business. As such, it is expected that University employees authorized to use a UNCW Card will do so in compliance with this policy and applicable state law. Use of the UNCW Card must follow applicable State Contracts and any contracts that UNCW may have established. When the goods are not available under a State or UNCW contract, the Cardholder must use best-value procurement methods to complete the acquisition process. In addition, the use of the UNCW Card for business travel must follow existing Office of State Budget Management (OSBM) travel policies and UNCW travel guidelines. Intentional use of the UNCW Card for personal purposes is strictly prohibited.

    Misuse of a UNCW Card, including but not limited to violation of this policy or applicable state law, or failure to adhere to the terms and conditions of the cardholder agreement as defined below, will result in revocation of the UNCW Card, potential disciplinary action up to termination, and possible filing of criminal charges. In addition, as a condition of use for the UNCW Card, an employee who is issued a UNCW Card agrees that the University may direct repayment or withhold from the employee’s paycheck an amount equal to any unauthorized UNCW Card charges made by the employee.

    UNCW Card Infractions or Violations will be reported to the cardholder’s approving authority (Supervisor/Director/Department Chair/Department Administrator), as well as the Vice Chancellor for Business Affairs, Dean of the respective school or college if applicable, Associate Vice Chancellor for Finance, Chief Procurement Officer, and Internal Audit.

    Loss of UNCW Card privileges shall not provide the Cardholder authorization to use personal credit cards for university business purchases and seek non-travel reimbursement.

  3. Procedures

    1. Authorizing a UNCW Card.

      1. Eligible Cardholders. A UNCW Card may be issued to an eligible University employee in any University department or unit upon approval of an approving authority (Supervisor/Director/Department Chair/Department Administrator), and the UNCW Card Administrator. UNCW Cards shall only be issued to a permanent employee who purchases goods or services and/or travel for business on behalf of the University on a recurring basis, or whose pre-approval travel cost is $10,000 or greater. An exception to these requirements may be granted by the Chief Procurement Officer or his or her designee for special circumstances. Such exceptions must be documented in writing.

      2. All UNCW Cards shall show the University name, cardholder, the state seal or University logo, sales tax exemption number and indicate they are for official use only.

      3. UNCW Card Application, Training, and Agreement. All UNCW Card applicants must complete a UNCW Card application, the UNCW Card usage training session, and a UNCW Cardholder agreement, outlining the terms and conditions of UNCW Card authorization and usage, (“Agreement”) prior to issuance and usage of a UNCW Card.

    2. Appropriate use of the UNCW Card.

      1. Use of UNCW Card is restricted to the authorized UNCW Cardholder. Delegation of UNCW Card use is not allowed. An exception to this requirement may be granted by the Chief Procurement Officer or his or her designee for special circumstances such as delegation of a card for use by a travel agency. Such exceptions must be documented in writing.

      2. UNCW Card use is to enable departments to expedite applicable transactions quickly and efficiently by minimizing paperwork and processing time, acquiring appropriate goods and services in a timelier manner, and decreasing departmental difficulty with vendors. In addition, the card is designed to remove the financial liability for individuals when traveling for university business.

      3. UNCW employees are strongly encouraged to apply for and use a UNCW Card when traveling for university business.

      4. For business travel, use of a UNCW Card is required for all trips with travel pre-approvals of $10,000 or more.

  4. Personnel

    The Chancellor is responsible for ensuring the university has adequate personnel to administer and monitor the UNCW Card program. Rebates to the University from the UNCW Card activity shall be prioritized to support these staffing costs.

    1. UNCW Card Program Administrator. The Vice Chancellor for Business Affairs or his or her designee shall designate a UNCW Card Program Administrator for the University (“Administrator”). The Administrator is responsible for implementing the UNCW Card program, the requirements of this policy, and the requirements in each UNCW Cardholder Agreement.

      1. Responsibilities. The UNCW Card Program Administrator shall, at a minimum,

        1. Receive and review UNCW Cardholder applications.

        2. Review exceptions for disposition by the Chief Procurement Officer or his or her designee.

          1. Cardholder eligibility exception

          2. Delegation of card exception

          3. Transaction limit exception

        3. Ensure transaction limit and merchant category code controls are activated.

        4. Review payments of monthly UNCW Card bills.

        5. Enforce UNCW Cardholder terms and conditions.

        6. Ensure UNCW Cards are deactivated for UNCW Cardholders who no longer meet the requirements of this policy, their cardholder Agreement, or applicable state law.

      2. Transaction Limits. The Administrator, in consultation with the Vice Chancellor for Business Affairs or, if so designated by the Vice Chancellor for Business Affairs, the institution’s Chief Procurement Officer, shall establish transaction limits for UNCW Cards in accordance with applicable law.

        Transaction limits for each UNCW Card shall not exceed $5,000 per transaction and $25,000 per month unless an exception is approved, in writing, by the Chief Procurement Officer or his or her designee. The Chief Procurement Officer will obtain approval from the Department of Administration, Division of Purchase and Contract.

    2. Reconciliation Staff. The Vice Chancellor for Business Affairs or his or her designee shall ensure the University has Reconciliation Staff to create, review, reconcile, and approve all UNCW Card expenditures within thirty days of either (1) transaction date or (2) the conclusion of applicable travel.

      1. Responsibilities. The Cardholder shall, at a minimum,

        1. Be responsible for the eligibility of all UNCW Card transactions per UNCW Card policy and UNCW Card Guidelines.

        2. Complete a timely expense report to reconcile the transaction or assign an Emburse Enterprise Delegate to reconcile the transaction.

        3. If using an Emburse Enterprise Delegate, review and approve all expense reports submitted on cardholder’s behalf.

        4. Immediately pursue discrepancies.

        5. Ensure UNCW Card policy and UNCW Card Guideline compliance.

        6. Select appropriate fund and account codes for the transaction.

        7. Upload receipt or other required documentation in support of the transaction as indicated.

        8. Provide a descriptive business purpose of the transaction.

      2. Responsibilities. The Emburse Enterprise Delegate shall, at a minimum,

        1. Be responsible for completing a timely expense report to reconcile all cardholders’ transactions

        2. Immediately pursue discrepancies.

        3. Ensure UNCW Card policy and UNCW Card Guideline compliance.

        4. Select appropriate fund and account codes for the transactions.

        5. Upload receipt and other documentation in support of the transaction as indicated.

        6. Provide a descriptive business purpose of the transaction.

      3. Responsibilities. The Emburse Enterprise Expense Report Approvers shall, at a minimum,

        1. Be responsible for timely approving expense reports for all cardholders’ transactions for which they are a fund approver.

        2. Ensure UNCW Card policy and UNCW Card Guideline compliance.

        3. Review of appropriate fund and account codes for the transaction.

        4. Review receipt and other documentation in support of the transaction.

        5. Review the business purpose of the transaction.

      4. Responsibilities. The UNCW Card Program Reconciliation Staff shall, at a minimum,

        1. Be responsible for ensuring they have received supporting documentation for each purchase as required.

        2. Ensure each purchase has been made pursuant to state policy and state law, UNCW Card Policy, UNCW Purchasing Policy, UNCW Travel Policy, OSBM Travel Policies, and UNCW Card Guidelines.

        3. Ensure discrepancies are pursued immediately.

        Discrepancies may include but are not limited to failure to receive the goods or services purchased, fraud or misuse, altered charges, duplicate charges, and incorrect amounts.

    3. UNCW Card Program System. The University shall adminster a card program system. The reconciliation of cardholder transactions to an Expense Report in the Travel and Expense Module in the Emburse Enterprise system is required and essential for the success of the program.

    4. Delegations. The University shall document in writing any Chief Procurement Officer, or his or her designee, delegations of authority as allowed in this policy. Any such delegations shall be included in the Audit report pursuant to Section VI of this policy.

    5. Personnel training. At a minimum, UNCW Card Program Personnel, including the Administrator and Reconciliation Staff, shall complete UNCW Card training every other year. Further training or certifications may be considered based on university needs.

      Cardholders and Emburse Enterprise Delegates shall complete UNCW Card training prior to a card being applied for and issued to the individual. Each Cardholder and Delegate shall complete refresher training every other year to maintain active card status.

      Emburse Enterprise Expense Report Approvers shall complete initial UNCW Card training and refresher UNCW Card training every other year.

  5. UNCW Guidelines

    This policy outlines the overall UNCW Card responsibilities as prescribed by the UNC System Regulation 1300.7.2[R]. Additional UNCW guidelines are either included below or within separate UNCW procurement and travel guidance.

    Cardholders should timely reconcile charges in the Travel and Expense Module in the Emburse Enterprise system within the statement period and upload receipts where indicated, and any applicable documentation required per the UNCW Card guidelines. Failure to submit transactions timely will result in a compliance violation.

  6. Audit Oversight

    The University Chief Audit Officer shall evaluate compliance with this policy, the UNC System Office Regulation 1300.7.2[R], and state law as it relates to the use of UNCW Cards. The Chief Audit Officer, or his or her designee, shall report the findings of their UNCW Card program compliance to the university’s Board of Trustees’ Audit, Risk and Compliance Committee on at least an annual basis. Inclusive of this review and report, the Chief Audit Officer, along with the Chief Procurement Officer or his or her designee, shall review the list of their institution’s active UNCW Cardholders at least once a year.

    Additionally, the UNCW Card program can be subject to review by the Department of Administration, Division of Purchase and Contract.

  7. Certification

    The Chancellor, Vice Chancellor for Business Affairs, and Chief Procurement Officer shall certify their University compliance with the UNC System Office Regulation 1300.7.2[R] by January 31, 2025, and again on or before January 31 annually thereafter. The UNC System Office President may, from time to time, in his or her discretion, impose further requirements on the institution’s UNCW Card program, particularly when an institution fails to uphold the standards outlined within the regulations.

  8. Relation to State Laws

    This policy as adopted by the Vice Chancellor for Business Affairs supplements, and does not supplant or modify those statutory enactments, regulations, and policies which may govern the activities of public officials.

  9. North Carolina Sales Tax

    Cardholders shall make every effort to ensure the North Carolina Sales Tax is not applied to the purchase. Cardholders should use established vendors that have accepted the sales tax exemption form and remove sales tax from the purchase transaction. Cardholders shall have access to the UNCW Sale Tax Exemption Certificate to present to vendors/merchants for removal of North Carolina Sales Tax.

    The exemption of North Carolina Sales Tax is only applicable to official UNCW business by use of the UNCW Card, UNCW Purchase Order, or UNCW Check or official payment. It is unlawful for individuals to claim North Carolina Sales Tax exemption when using a personal credit card, or personal means of payment.

  10. Policy Updates

    At a minimum, UNCW Card policy shall be reviewed annually by the Vice Chancellor for Business Affairs, Associate Vice Chancellor for Finance, and Chief Procurement Officer, making revisions as needed. This policy will be updated to reflect changes in state laws or UNC System Office regulations, and OSBM Travel Policies to ensure continued compliance.