One Card Credit Card

Although centrally billed, cardholders are responsible for:

• Ensuring compliance with procurement and travel policies

• Uploading itemized receipts and documentation into Workday

• Reallocating transactions to the appropriate spend categories

• New Cardholders: Undergo a 3-month probationary review by the Program Administrator and their supervisor.

• Departing Employees: Final card transactions are reviewed before the employee’s last day, and the account is closed.

Every transaction must be supported by valid documentation, including:

• Itemized receipts or invoices

• Order forms or confirmations

• Packing slips

• Missing Receipt Form (only if no other documentation is available)

Documentation must include:

• Cardholder and vendor names

• Purchase date

• Description and cost of items

• Shipping charges and total amount

Additional documentation may include:

• Reason for unusual purchases

• Official Function Form (for food/beverage)

• HSR email (for tech purchases)

Western is exempt from Colorado state and local taxes. Cardholders should:

• Remind merchants of the tax-exempt status (number is on the front of the card)

• Provide the exemption certificate if needed

• Request refunds for incorrect taxes charged

• Complete a Violation Warning Form if a refund cannot be issued

Note: Purchases outside of Colorado may not be tax exempt.

Merchants may charge:

• Surcharges: Up to 2% for card processing—must be disclosed and itemized.

• Convenience Fees: For alternative payment methods (e.g., phone, internet)—must be flat, disclosed, and only apply to non-face-to-face transactions.

If a charge is declined, contact U.S. Bank at 1-800-344-5696. Common issues include:

• PIN errors (reset on Access Online)

• Purchase over card limit (contact Program Administrator)

• Incorrect billing address (use 1 Western Way, Gunnison, CO 81231)

• Merchant Category Code (MCC) restrictions

Do not use the One Card for:

• Flowers or gifts without prior approval

• Computers, software, or IT equipment (unless pre-approved)

• Services requiring insurance or contracts

• Staff snacks or breakroom supplies

• Alcohol or entertainment venues

• Personal purchases (must be immediately reported and reimbursed)

• Cash transactions (e.g., refunds as cash instead of card credit)

• Split purchases (to bypass the $10,000 transaction limit)

• Lack of documentation

• Sharing your card or number

• Gifts over $50 or any gift cards (requires gift reporting form)

• Repeat tax errors

• Failure to reallocate transactions on time

Violations may result in:

• Written warnings

• Card suspension or termination

• Disciplinary action or criminal investigation

Serious violations like personal use, missing documentation, or cash transactions will be treated as fiscal misconduct and reported accordingly.

Immediately report to U.S. Bank at 1-800-344-5696 and notify the Program Administrator. A replacement card will be shipped to the Program Administrator within 2–3 days. Expedited delivery elsewhere must be arranged by the Program Administrator and may be limited to business hours.