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UNCW Card Guide

The UNCW Card is the official credit card for official university business purchases of travel, goods, supplies, services, and business entertainment. The UNCW Card should be used for all university business related expenses.

PROGRAM OVERVIEW

The UNCW Card Program does not change "what" you can buy under state and federal guidelines; it offers another means to process a purchase.

Purchases of goods that are under State Contract or an established UNCW contract are to be purchased in accordance with the respective contract and payment may be made by UNCW Card.

Purchases of goods, services, and travel related expenses must be for official business purposes and in accordance with all published guidelines for appropriate use of the UNCW Card.

Schedule of Events

  • If delegate is reconciling transactions, all receipts are due to the delegate by the 15th of the month.
  • All transactions are required to be reconciled by the 22nd of the month.
  • Expense reports should reflect approximately 22 transactions.
  • If transactions do not exceed 22, only 1 expense report should be submitted.
  • If transactions exceed 22 per month, multiple reports are permitted.

UNCW Card Resources

  • UNCW Card Application
  • UNCW Card Maintenance Form
  • UNCW Card Missing Receipt Affidavit 
  • UNCW Card Reinstatement Form

These forms can be found on the UNCW Card Program Teams Team under the "files" tab or by request to uncwcard@uncw.edu.

Immediate UNCW Card revocation

  • Demonstration by Cardholder they do not have the capacity to follow the rules or be a responsible Cardholder
  • Split Transactions to circumvent the single transaction limit or prepared food rules
  • Inappropriate/unauthorized purchase
  • Failure to comply with State Contract (without acceptable explanation)
  • Intentional personal use

If a personal purchase is made on the purchasing PCard, a theft of state property has occurred.  The UNCW Card is revoked.  Division head and University Police notified, and appropriate disciplinary action will be taken.   Cardholder is not eligible for future UNCW Card use.

 

For a complete list of card compliance requirements please refer to the UNCW Card Guide which can be found on the UNCW Card Program Teams Team under the "files" tab or by request to uncwcard@uncw.edu. 
UNCW Card Support

24-Hour Support: Including lost card or declined transaction, 888-449-2273.

Suspected Fraud: Immediately report the issue, first to BoA by calling 866-500-8262, and then by email UNCWCard@uncw.edu with the details of the transaction. Include in the subject line “Suspected Fraud”.

Disputed Charges: Call 888-449-2273 to notify BoA, then in Works flag the transaction as “Disputed”. Email UNCWCard@uncw.edu with transaction details

General Questions and Support: Email UNCWCard@uncw.edu or call Kimberly Heath, Purchasing Services, on Teams. OR by UNCW Card TEAM chat.