The UD Credit Card program has been established for faculty, staff, and graduate students under contract, as a payment vehicle for business travel expenses and to purchase low dollar goods for bona fide business purposes.
UD Credit Cards and Declining Balance Cards may be issued to personnel as determined by the business office within the respective department, unit, or college. Undergraduate student workers are not eligible for the program.
Important Reminders for UD Cardholders
If you did not update the home address field in your Concur profile or make arrangements with the procurement team prior to March 31, 2024, your card will not be renewed in July 2024 and you'll need to request a new one. Your current card will be active until the expiration date.
As part of our ongoing efforts to ensure compliance with the University's cardholder policy, we wish to provide a gentle reminder and offer some recommendations to facilitate adherence.
In recent audit reviews, we have identified several instances of non-compliance with the University's cardholder policy. Specifically, we have observed transactions that could have been facilitated through UD Exchange (UDX), where our Procurement team has negotiated contracts with vendors, thereby securing favorable terms and discounts. We emphasize the importance of utilizing UDX as the primary avenue for procuring goods and services, reserving the use of the UD credit card for emergency or travel-related expenses only.
Furthermore, please observe the following guidelines:
- Limit card purchases for goods and services, excluding travel, to low-value departmental items, with UDX being the preferred sourcing platform.
- UDX offers streamlined and easy access to catalogs of contracted suppliers that minimizes touchpoints.
- Purchases that require advanced documentation such as insurance, service level agreements, and pricing quotes must be initiated via UDX.
- Ensure that service engagements related to IT (equipment, software, licenses, and subscriptions), capital equipment, independent contractors, entertainers, gasoline, and hazard-related purchases are not processed through the credit card but instead directed to the Procurement team.
- Strictly refrain from using the UD credit card for personal charges or initiating recurring charges.
Please be aware that failure to comply with the University’s card usage policy may result in revocation and possible disciplinary action, including termination of employment, and potentially legal consequences.
To mitigate the risk of inadvertent personal use of the card, we recommend the following practices:
- Avoid setting up recurring charges or subscription services using the UD credit card.
- Refrain from storing UD credit card details on personal accounts with online vendors, food delivery services, accommodation companies, or ride-sharing platforms.
- Create separate business accounts when using the UD credit card for online transactions, avoiding the use of personal accounts.
- If in doubt, reach out to the procurement department at procurement@udel.edu.
We appreciate your attention to these matters and your cooperation in upholding the University's policies. Should you have any questions or require further assistance, please feel free to reach out to us.
Report a Lost or Stolen Card: 1-866-500-8262
Concur is a travel and expense management software solution. All eligible UD employees should access Concur with their UD SSO credentials.
Employees can create a Credit Card Services Request in Concur to request a card.
The UD Credit Card is a traditional credit card with a monthly limit that refreshes each month.
- UD Credit Cards have a maximum monthly limit of $20k and a maximum single transaction limit of $5k.
The Declining Balance Card is loaded with a fixed dollar amount that the cardholder can spend down over a specific period of time (e. g. for the length of a grant period, the length of a conference, the duration of an academic or fiscal year, or even the expiration date of the card itself).
- The funds loaded to a DBC do not refresh automatically.
- If additional funds need to be added to the card because the original amount has been spent or the timeframe has expired, a UD Credit Card Services Request will need to be submitted in Concur to replenish the card.
- Declining Balance Cards have a funding maximum $20k and a maximum single transaction limit of $5k.
Both types of cards can be requested with varying limits within these maximums, but some colleges, departments, and units may have established more restrictive maximums.
Once your card has been ordered by Procurement Services, your request will be approved in Concur.
The card administrator will add a comment to the approved request. The comment will include the information you will need to activate your card and create your PIN when you receive it.
Concur is a travel and expense management software solution. All eligible UD employees should access Concur with their UD SSO credentials.
Concur is the system UD employees can use to:
- Request a UD Credit Card for business expenses
- Manage their UD Credit Card (adjust spending limits and funding)
- Reconcile their UD Credit Card transactions
The Resources & Help Guides page contains step-by-step Concur guides illustrating how to manage your card and transactions.
Supporting documentation must be attached to every expense $25 or greater in Concur.
The documentation must be a merchant produced, non-University document. It must record relevant details for each item purchased including:
- The merchant’s name and address
- Date
- A description of what was purchased
- Quantities and amounts for each
- The total charge amount
- Cash disbursement recipient(s) and amount(s)
Examples include itemized sales receipts, original invoices, and packing slips.
Concur will also require system users to enter a list of attendees for group meals.
Cardholders must attach their transactions to an expense report in Concur as soon as possible after the transactions become available (transactions will be loaded daily).
The expense report must be submitted for approval within 30 days of the transaction(s). If a transaction has not been submitted on an expense report within 30 days, a reminder will be sent to the Cardholder.
If a transaction has not been submitted within 45 days, a notification will be sent to the Cardholder's Direct Supervisor.
Expense report approvals must be completed within 60 days of the transaction date(s).
At 90 days after the transaction date(s), the UD Credit Card may be canceled if the transactions have not been attached to an expense report that has been submitted and received all required approvals.
Cardholders who receive authorization to withdraw cash with their card must return any remaining cash to UD within 60 days of the withdrawal or the Cardholder’s return to campus if traveling for UD business.
***The UD Credit Card is only to be used for Bona Fide Business Purposes and must NEVER be used to purchase items for personal use or for non-University purposes even if the Cardholder intends to reimburse the University.***
If a UD employee needs to return funds to UD because their card was used for personal expenses in error.
- If your UD Credit Card was accidentally used for personal expenses, the charges must be submitted on an expense report in Concur.
- Your selected Expense Type must be PERSONAL/NON-REIMBURSABLE
- Submit your expense report.
- IMPORTANT: Do not submit repayment to UD until the expense report has been fully approved (the report status must be "Sent for Payment").
- This is because the funds owed will automatically be deducted from any reimbursements or per diem owed to the employee.
Once you have confirmed that your expense report has been FULLY APPROVED, and you have determined that you still owe funds to UD, you can reimburse the University in one of three ways:
1. Repay UD with cash or check
- Submit the Cash Transmittal Webform
- The Speedtype must be L1NDTE
- The Approver must be Roeder, Kathy L
2. Repay with Payroll Deduction
- Complete the Payroll Deduction Authorization Form.
3. Repay with Direct Debit from bank account
- Complete the CashNet Form
If You Suspect Fraudulent Activity on Your Card:
Call Bank of America's dedicated fraud department at 1-866-500-8262
This phone number is staffed 24 hours/day, 7 days/week.
The bank representative will review recent activity and attempts on your card with you and will close your account and order a new card for you.
The new card will be sent to Procurement Services. You will be notified when it is ready for pick-up.
If You Need to Dispute a Transaction:
First, attempt to contact the merchant to resolve the issue.
When allowing the merchant to attempt to resolve the issue for you, keep in mind that you only have 60 days from the billing date to initiate a dispute with the bank.
If the merchant cannot or will not resolve the issue for you in a timely manner, please contact Bank of America at 1-888-449-2273 to file a dispute.
When you contact the bank to initiate the dispute, be sure to take note of:
- Your dispute case number
- Any additional information that the bank will be requesting from you and how they will contact you for the information
- The bank address or fax number to send information
- The timeframes that you will need to comply with during the dispute process