APPLICATION FOR CAMPUS SERVICES DEPARTMENT CHARGE
PRINT OUT and FAX or MAIL signed Application to:
Nikki Sanders-Southall ML:0009
Fax: 513-556-2572
New Account
Change of Account Information*
Department Name _____________________________________________________
Business Administrator Name ____________________________________________
Phone _________________ ML ________
E-mail address ________________________________________
Account number to which charges are to be applied:
GL
FUND
ORDER
COST CENTER
GRANT
FUNCTION
WBS
Card verifier: ____________________ (Required if you plan to allocate charges)
E-mail Alias (6+2) ______________________
Authorized Department Approval Signature _____________________________
(Signature required)
* Change of Account Information
TYPE OF REQUEST: (Please Check)
A. Address Change
C. Account Closure
B. Dept/Div Change (Hierarchy Change)
D. Name Change
H. Other (please explain)
__________________________________________________________________________________________________
Comments: ______________________________________________________________________________________________
________________________________________________________________________________________________________
FAX or MAIL signed Application to: Nikki Sanders-Southall ML:0009 / Fax: 513-556-2572
USE OF THE CAMPUS SERVICES DEPARTMENT CHARGE CARD
Cardholders are authorized to use the Campus Services Card to purchase any merchandise or services required as a
function of their duties at the University of Cincinnati except as noted below in the unauthorized card use section.
PERSONAL PURCHASES MAY NOT BE MADE WITH THE CARD, EVEN IF YOUR INTENT IS TO REIMBURSE THE
UNIVERSITY. PERSONAL PURCHASES MADE WITH THE CARD SUBJECT YOU TO DISCIPLINARY ACTION
UP TO AND INCLUDING POSSIBLE CARD CANCELLATION, TERMINATION OF EMPLOYMENT
AT THE UNIVERSITY OF CINCINNATI, AND CRIMINAL PROSECUTION.
DOCUMENTATION OF TRANSFERS:
The point of sale terminal is equipped to provide a receipt. The person making the purchase will receive a receipt at
the time of the purchase. The account holder will also receive a monthly account statement detailing the Campus
Services Charge Card activity for the preceding month.
RECORD RETENTION:
1. Cardholder Responsibility: The Cardholder is responsible for obtaining purchase documentation from the
merchant (sales receipt, packing slip, etc.) to support all purchases made with the Campus Services Card and
verifying that the documentation complies with the requirements for supporting documentation.
2. Card Verifier Responsibility: It is the Card Verifier's responsibility to assure that all supporting documentation
and the corresponding Cardholder Statement of Account are retained within the department per the University
of Cincinnati retention schedule.
CHARGE ALLOCATION TO NON-DEFAULT ACCOUNTS:
1. For any given charge, the Card Verifier has the option to perform an on-line allocation from the default account.
In order to allocate charges, you must have access to the Campus Services web interface. You will be assigned a
login and password based on this application. If the allocation option is not exercised by the end of the 2nd
business day of the month, following the end of the billing cycle; (billing cycles run from the 1st day of the
month through the last day of the calendar month) the total amount of the charge will be posted into the
default account.
Note: Reallocation to Revenue or Salary accounts is not permitted.
CAMPUS SERVICES CARD SECURITY:
1. It is the Cardholder's responsibility to safeguard the Campus Service Charge Card and account number at all
times.
2. Cardholders must keep their Campus Services Charge Card in a secure location at all times.
3. Cardholders may allow others in their department to use their Campus Services Charge Card.
LOST, STOLEN OR DAMAGED CAMPUS SERVICES CHARGE CARD:
1. If a Campus Services Charge Card is lost or stolen, the Cardholder must suspend the card by calling the Bearcat
Card Office at 513-556-2000 or Nikki Sanders-Southall at 513-556-5677. The suspension is immediate.
2. Cardholders must notify the Program Administrator if their cards are lost, stolen or damaged within 24 business
hours after suspending the card through the web.
3. After the above notification procedures have been completed, a new Campus Services Charge Card will be
issued to the Cardholder by the Program Administrator.
4. A Campus Services Charge Card that is found after it has been reported lost or stolen must be destroyed by
cutting it in half. The same procedure applies if a card is damaged. Both card halves must be forwarded to the
Program Administrator.
CARDHOLDER ACCOUNT MAINTENANCE:
Whenever any of the information contained on a Cardholder's Application Form changes, a revised copy of the
Cardholders Application form must be completed. The completed Cardholder Application Form is then to be
forwarded to the Program Administrator.
Note: If the default account is changed via the Cardholder Account Maintenance Form, the administrator for the
new account must indicate their approval by signing the form.
CARDHOLDER TRANSFER WITHIN THE SAME DEPARTMENT:
Cardholders, who transfer to a new position within the same department and require the use of a Campus Services
Charge Card as part of their new duties, may continue to use the same card if the default account remains the same.
Cardholders, who will no longer require a Campus Services Charge Card in their new position, must surrender their
Card(s) and corresponding supporting documentation to their immediate supervisor.
CARDHOLDER TRANSFER WITHIN THE UNIVERSITY:
Cardholders, who transfer within the University to another department, must surrender their Campus Services
Charge Card and all supporting documentation to their immediate supervisor prior to leaving the current
department.
CARDHOLDER SEPARATION FROM THE UNIVERSITY:
Prior to separation from the University, Cardholders must surrender their Campus Services Charge Cards and
corresponding support documentation to their immediate supervisor. It is the department's responsibility to assure
the return of the Card during the exit interview process and to notify the Program Administrator to immediately
cancel the card.
CAMPUS SERVICE CHARGE CARD CANCELLATION:
The Program Administrator must be notified immediately when a Campus Services Charge Card is to be canceled.
The card must be destroyed by cutting it in half. Both card halves must be forwarded immediately to the Program
Administrator along with a completed revised Cardholder Application Form.
FAX or MAIL signed Application to: Nikki Sanders-Southall ML:0009 / Fax: 513-556-2572