About the One Card
The One Card simplifies the procurement and disbursement process by facilitating point-of-demand procurement. Procurement authority is delegated to the ordering department enabling the authorized cardholder to place an order directly with the supplier. The One Card program provides enhanced control for all transactions by producing immediate decisions on specific authorization criteria.
When a purchase authorization is requested by the vendor, the credit card system validates the transaction against pre-set limits established by the University. All transactions are approved or declined (instantaneously) based on the following procurement credit card authorization criteria:
- Single purchase limit not to exceed $1,000
- Spending limit per month
The authorization process occurs through an electronic system that supports the One Card processing services under the University's agreement with JP Morgan Chase Bank.
The University's purchasing procedures are still in effect.
Benefits to the Cardholder
- Goods and services can be more quickly and easily obtained.
- Work related to the purchase of and payment for goods and services is significantly reduced.
- More efficient use of time will enable employees to focus on the value-added aspects of their jobs.
Benefits to the University
- Reduces the number of requisitions, purchase orders, invoices and checks.
- Enables Purchasing and Accounts Payable to focus on higher yield value-added activities.
The One Card can also be used for travel purposes. Travel policies are still in place. The One Card can be used for airlines, auto rentals, hotels, meal/restaurants and any other travel related purchases. A completed/signed travel expense report needs to be uploaded into ONE of the travel transactions within Smartdata. (DO NOT upload the expense report into each transaction.)
To apply for a One Card you must print out an application, complete it and have the required signatures. Then, the form should be forwarded to the Program Administrator for processing.
You will be required to attend an informational session with the Program Administrator before you are handed the card. The session usually takes about 15 minutes.
To print out a tax exemption certificate for one of the states that the University has established exemption, just click on the state below and print it out.
Note: Our Connecticut, Florida and Massachusetts tax exemptions are for purchases of tangible property only not lodging
Q: Who is our card vendor?
A: JP Morgan Chase (Customer Service 1-800-316-6056)
Q: How are FOAPs assigned to my purchases?
A: You supply your default FOAP within your application.
Q: Will I see a record of my purchases?
A: Transactions can be viewed at any time on-line at smartdata.jpmorgan.com, typically within 24 hours after charge. Each cardholder will have their own user ID assigned to them. You will also receive a monthly statement listing all purchases from JP Morgan Chase. You are responsible for maintaining receipts and other documentation for reconciling your statement.
Q: Are my records reviewed?
A: Yes, after you reconcile the monthly transactions on-line with your statement your manager must approve the charges electronically. The Program Administrator also reviews statements and receipts.
Q: Will the One Card have any impact on my personal credit reference?
A: No. The One Card is a corporate liability card, not a personal liability card.
Q: What do I do if I need to charge a transaction to another Department's budget?
A: You will need to contact the budget supervisor to request approval. Upload the budget supervisor's email with your receipt. The Program Administrator will then change the accounting detail.
Q: Can other individuals use my credit card?
A: Yes, but we must have the appropriate paperwork on file and they must have had Procurement Training.
Q: Under what circumstances might my credit card be declined?
A: Your card will be declined if you attempt to use the card for a blocked merchant category, if your card is compromised, incorrect expiration date or any of the following limits have been reached:
- Monthly limit – the dollar amount a cardholder is allowed to spend per month
- Single transaction limit – the dollar amount allowed per transaction
Q: What do I do if my Card is declined at a point-of-sale and I know I have not reached my limit?
A: Try the transaction a second time. If declined again, call JP Morgan Chase or the Program Administrator. They can detail the reason of the decline. Also, if applicable, JP Morgan Chase can have the transaction manually authorized.
Q: Can my limits be increased for travel?
A: Yes, you need to contact the Program Administrator prior or during trip and provide a copy of your travel authorization.
Q: What if I'm traveling and didn't have my limits increased?
A: You can call the Program Administrator to increase the limit. If you are at check-out, you will need to call JP Morgan Chase.
Q: What if my card is lost or stolen?
A: You are responsible for the security of your card and all transactions. If your card is lost or stolen contact JP Morgan Chase immediately at 1-800-316-6056 to block usage of the card. A report will be filed and a replacement card issued.
Q: What if I don’t recognize a charge listed on my statement?
A: If you're using your credit card as a department card, verify with other individuals. If you think a charge has been made in error, contact the merchant where the transaction was made. If you can’t resolve the item in question with the vendor, contact JP Morgan Chase via the on-line disputing process or Customer Service ( 1-800-316-6056) to place the item in dispute or mark it as a fraudulent charge.