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News & Events

Below you will find News & Events from Purchasing Services

 

UNCW Card Communication - June 2025

As we prepare for the launch of the new UNCW Card Program this summer, several enhancements are being introduced to improve efficiency, simplify processes, and reduce compliance risks. The goal of this initiative is to offer a more user-friendly card system that better supports business needs across campus.

Key Change: A Single Unified Card

The new UNCW Card combines both purchase and travel functions into one card. This means:

  • No more choosing between different cards for different transactions.
  • All cards will be issued with full capabilities, giving cardholders flexibility to make timely business purchases.

However, purchases must still follow university policy, be in line with relevant contracts, and fall within the department's approved use guidelines. Departments will continue to guide cardholders on allowable purchases under the UNCW Card Policy and Guidelines.

Training is Mandatory for All Cardholders, Delegates and Approvers

To ensure a smooth transition and protect cardholders from potential misuse, training on the new program is required prior to being issued a card:

  • UNCSO is mandating that new cardholder training for the new card occur prior to cards being issued for use. This includes a new cardholder agreement being signed and on file.
  • Condensed online training (PUR220) will begin in June for current cardholders, delegates and approvers.
  • Training for new cardholders, delegates and approvers (PUR222) will begin later in July, 2025.

New Microsoft Teams Site for Support

We're also launching a UNCW Card Program TEAM in Microsoft Teams, which will include:

  • All cardholders and delegates (approvers may request access).
  • Training materials and guidance,
  • Chat features to share information and ask questions in real time.

This platform will be a valuable tool to help users stay up to date and collaborate across campus as the program evolves.

Important Dates to Remember

  • June 23: The new card distribution begins. Cardholders and delegates must complete training to receive the new card.
  • June 27: Your current Travel Card and/or PCard will be deactivated.
  • July 1: The new UNCW Card must be used for all purchases and travel.

Additional Considerations

  • Recurring charges currently tied to your existing PCard must be updated to the new
    UNCW Card before deactivation.
  • To avoid transaction issues, it is recommended that no charges be made the last week of June using the old cards.
  • If you are traveling during the transition period and cannot pick up your card, please notify the Travel Team. In the meantime, your delegate should complete training so the card can be issued upon your return.

We appreciate your cooperation and commitment to this important program update. These enhancements are designed to support better business practices, provide more clarity and consistency, and strengthen financial compliance at UNCW.

 

Posted (06/6/2025)

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Updates to the PUR 1.40 Form “Application for Certification as Independent Contractor”

 

Improvements have been made to the PUR1.40 Form and the updated version, dated 03/20/2025, is now posted on Purchasing’s “Forms” webpage.

You do not need to have current vendors “recertify” because the form has been updated. As their old forms expire, remember to send the new version for the future engagements.

 

If you have saved the form to your computer or have it linked or incorporated into documents, please make sure you are using the updated form.

 

Posted (04/28/2025)

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As UNCW transitions to the new UNCW Card this summer, current Travel Card holders will continue to use their existing cards until they return to campus following their summer travel. At that time, they would turn in their older p/t-card, and follow procedures to receive and begin using their new UNCW Card.

 

Posted (3/26/2025)

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Coming Soon – Summer 2025

The UNCW Card will be the new University Credit Card for Purchasing and Travel. Yes, a single card will take the place of the PCard and Travel Card. There will be three cardholder profiles to choose from, 1) Travel Only, 2) Purchasing Only, or 3) Combination of both Travel and Purchasing functions.

With the merging of the two card programs into a single program, there will be a blackout period May 1 – June 30 that cards related to the existing PCard and Travel Card programs will no longer be issued.  However, current card holders may continue to make purchases through June 30th using their PCard and Travel Cards.

Note: FY25 funding will be used for card holder transactions reconciled and approved through the year end cutoff date of Friday, June 13th. FY26 funding will be used for card holder transactions reconciled and approved after this date.

For future purchases on the UNCW Card, where the cardholder previously reconciled transactions in WORKS, with the new UNCW Card, reconciliations will take place in Emburse Enterprise (Chrome River).

There will be a new training program that all cardholders, department delegates, and approvers/supervisors will have to take prior to the cardholder receiving the new UNCW Card. This new training will be available in person and online, and you will also have access to the new UNCW Card Guidebook.

We are projecting early July for the rollout of the new UNCW Card, a single card that based on your selected profile, may provide all you need for business travel and business purchases in place of the former two card system.

Stay tuned, more information to come…

 

Posted (3/10/2025)

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IMPORTANT UPDATES TO THE UNCW Procurement Cards (Purchasing and Travel)

  • Each cardholder (P-Card and T-Card) must review and sign an updated UNCW Cardholder Agreement by close of business on Tuesday, January 28, 2025.
    • Save the completed form with your last name and first initial at the end of the file name (i.e. UNCW Cardholder Agreement-IannucciH)
    • Email completed P-Card forms to pcard@uncw.edu and completed T-Card forms to travelcard@uncw.edu
    • If you are a dual P-Card and T-Card cardholder, complete one cardholder agreement form listing the last 4 digits of both cards on the form (i.e. P:1234/T:5678) and email to both pcard@uncw.edu and travelcard@uncw.edu.
  • For the P-Card, each cardholder and WORKS approver must take the Percipio P-Card Refresher Training (PUR209) no later than Monday, March 31, 2025 and repeat the training at least every other year thereafter.
  • For the T-Card,  each cardholder and Chrome River delegate must take the Percipio T-Card training (ACT204) no later than Monday, March 31, 2025 and repeat the training at least every other year thereafter.

 By the week of January 13th, the Finance Team will introduce the program and policy updates to Business Officers and program participants by email with links to the form, both sets of training, and any additional information.

 

 Posted: (1/9/25)

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