Because One Cards are used to spend University funds, cards are only issued to approved individuals with spending limits set based on job responsibilities. Similarly, cardholders must complete required training to ensure they understand allowable purchases, documentation requirements and security measures for card and account details. These steps help support responsible use of funds while giving employee and student cardholders the tools they need to do their work.

Apply for a Card

To request a One Card, the potential cardholder or a department designee should submit the One Card application in PeopleSoft myForms. After approval by the appropriate departmental fiscal contact, Shared Services will begin to process the application and establish the account. See the quick reference guide for step-by-step instructions. 

Departments requesting a One Card for student use must include a brief explanation of the business case and intended use for the card. Student One Cards are issued to a card custodian rather than to individual students. 

Complete Required Training

After applying, you will receive an email from Shared Services with instructions for completing required training. You must complete training before your card can be issued to you and review training each year while your account is active. 

The required training is called (login required) and includes three components: 

  1. Review the interactive presentation. 
  2. Read and acknowledge the Cardholder Agreement 
  3. Pass the quiz (score of at least 80%) 

The quiz may be retaken as needed. Once you have completed all three components, no further action is needed (successful completions report to Shared Services automatically overnight).

Activate Your New Card

If your application is approved, your card will be mailed and arrive via USPS. If you don鈥檛 receive it within 10-14 business days, reach out to Shared Services for assistance. Here are some tips to keep in mind:

  • Spending limits: Cards come with pre-set limits assigned by Finance based on your expected use. Lower limits may be assigned if expected purchases are smaller, but often the limits are:
    • Standard One Card: $5,000 per transaction, $15,000 per month
    • Student One Card: $1,000 per transaction, $5,000 per month
  • Changing spending limits: You can request limit changes if needed. See the Account Changes & Card Management page for more information.
  • Establish a PIN: Some merchants will require you sign a receipt or enter a four-digit PIN. Set up your PIN during activation to avoid declined transactions. 
  • Maintain a card log (Student One Card only): Student card custodians are responsible for maintaining a separate card log for each card they manage to track:
    • Checkouts and returns
    • Transaction usage
    • Submitted receipts and required documentation

Close up of one hand holding a suit jacket open while the other slides a leather cardholder near the interior pocket; two bank cards stored in the slots.

Next Steps

Now that your One Card is active, you鈥檙e ready to learn how to make purchases, document expenses and keep transaction records up to date. Learn more about making purchases, reconciling transactions, managing your account and taking advantage of training so you can use the card confidently, stay compliant with University policies and streamline your department鈥檚 purchasing processes.

Purchasing With One Card
Transactions & Reconciliation
Training & Resources