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OneCard to Replace the Travel Card & P-Card

June 9, 2023 - 12:00am

In December 2022, the former institutional purchasing credit cards, the University Travel Card and P-card, were replaced by a singular payment method: OneCard. The launch of OneCard is a solution intended to streamline and simplify making University purchases using a credit card. 

OneCard is the new institutional purchasing Visa credit card, administered through the University’s banking partner, JP Morgan Chase. OneCard is the preferred payment method for all purchases using the former University Travel Cards and P-cards.

While we work through the policy development process to update University policy accordingly, adherence with the current Travel Card and P-card policies, FN20 and FN26 (respectively) will govern the OneCard. Review the Payment Methods Comparison chart which outlines purchases that can be made using OneCard.

Benefits of OneCard

In addition to streamlining purchasing to one singular credit card, the OneCard provides many benefits related to University purchases and booking University travel, including the following:

  • Minimizes up-front expenses for faculty, researchers and staff while awaiting reimbursement since the OneCard is University paid (regardless of funding source). This is especially beneficial to those just starting their careers. 
  • Does not impact the cardholder’s personal credit report .
  • Works in conjunction with Concur and Anthony Travel to provide cardholders with convenient hassle-free travel and expense management. 
  • Reduces the University's liability by providing travel accident, baggage delay, and car rental insurance. Review full details about insurance included with the OneCard.
  • Provides enhanced fraud protection for the University. 
  • Improves internal controls and regulatory compliance via improved data quality (auditability) and automated receipt management.  
  • Provides improved spend data quality and enhances the University's ability to negotiate further savings with hotels and travel service providers. 
  • Retains the cardholder’s ability to earn points through airline and hotel reward programs.  
  • Reduces the cardholder’s time to reconcile expenses and submit expense reports by automating receipt management through integration with the Concur expense system.  
  • Eliminates foreign transaction fees.

Reconciling Expenses and Policy Governance

  • The current procedure for reconciling P-card transactions in Oracle will be eliminated with the new OneCard and those non-travel expenses will be reconciled through the Concur system. All outstanding P-card transactions will need to be reconciled through the Oracle process.
  • The OneCard expenses (both travel and non-travel) will be reconciled in the Concur system on an expense report. 
  • The new OneCard policy is in development with the Office of Policy Development and Management. Until that policy is finalized, the current P-card and Travel Card policies are still in effect and are to be followed for all OneCard purchases of travel and non-travel expenses.

Next Steps

All University faculty & staff are eligible to apply for the OneCard. Review the following next steps depending on whether you are an existing or new cardholder.

Current University Travel Card cardholders and P-card cardholders
  • If you have not received your OneCard (which was mailed before the winter recess to the cardholder’s home address on file with the Office of Human Resources), submit an online inquiry to Purchase, Pay & Travel Customer Service. Please note that to ensure the fastest response time, you should submit an online inquiry. Our team is working through these inquiries as quickly as possible, but duplicate inquiries or emails may delay our response time.
  • OneCard Agreements were sent out via DocuSign on November 9, 2022. Please be sure to read and sign it. If the OneCard agreement was not signed by December 26, 2022, the spending limit on your new OneCard has been reduced to $1 until it is signed.
  • When you receive your OneCard:
    • ​Follow the instructions to activate your card. You will be prompted to set your own pin #, whether you activate your card online or over the phone.
    • Your OneCard will automatically be added to your profile in Concur. 
    • You need to set your OneCard as the default credit card in your Concur profile before you book any new travel through Concur. To set the OneCard as the default payment method, follow these steps. 
  • The spending limit on Travel Cards and P-Cards were reduced to $1 starting on January 16, 2023 as they were being phased out, and the University completed the transition to the new OneCard. 
  • As of June 30, 2023, the banking programs with PNC for P-Cards and Citizens Bank for Travel Cards will be closed as we have now fully transitioned into the use of the OneCard with our banking partner, JP Morgan.
    • If you have not already done so, please destroy your old P-Card and/or Travel Card to help reduce any fraudulent attempts on the cards.
    • If you happen to receive another P-Card from PNC and/or Travel Card from Citizens Bank before 6/30/23, please do not activate these cards and simply destroy them for the same reason described above.
  • Software purchasing - if you have had software purchasing open on your P-Card previously, it will automatically be open when you receive your OneCard. Those who did not previously have this access with their P-Card will need to complete OneCard Software training, which is expected to be available soon. Visit this page for instruction on how to complete the required training.
Faculty & Staff that do not currently have a University Travel Card or P-card, but wish to obtain a OneCard
  • Visit this page and follow the detailed steps for how to obtain a OneCard. You will be required to complete the applicable training, an application, and the OneCard agreement.

Resources

Events & Recorded Sessions
  • Zoom session held on 11/3/22 - targeted to current P-card cardholders and anyone not familiar with reconciling expenses using Concur:
  • Zoom recording of the Travel & Expense Management Lunch & Learn session held on 10/18/22, which included the topic of OneCard. Visit this page for more information about the Travel & Expense Management Lunch & Learn series.
Other Resources

Frequently Asked Questions

When will the new cards arrive for current P-card and Travel Card Cardholders?

OneCards will be sent to the cardholder's home address by December 19th, 2022.

Submit an online inquiry to Purchase, Pay & Travel Customer Service if you have not received your card by December 19, 2022. You can continue using your existing P-card or Travel Card until your new OneCard arrives.

As a reminder, OneCard will replace all current University Travel and P-Cards. The spending limit on Travel Cards and P-cards will be reduced to $1 starting January 16, 2023. as they are phased out, and the University completes the transition to the new OneCard. If you have not yet received your OneCard and you need to use your Travel Card or P-card after January 16, 2023, let Purchase, Pay & Travel Customer Service know so that we can increase your card limit until your OneCard arrives.

Will there be a new OneCard policy?

Yes, but while we work through the policy development process to update University policy accordingly, adherence with the current Travel Card and P-card policies, FN20 and FN26 (respectively) will govern the OneCard.  

If I need to call J.P. Morgan, what security information will they ask from me?
You will need to provide two pieces of information when you call J.P. Morgan to discuss your card. You’ll be asked for your birthday (MM-DD) and your birth year (YYYY).  
How will we get our monthly statements? Mailed or electronically? 
When you receive your new card, you will also be sent (via email) a username and temporary password to J.P. Morgan’s PaymentNet. This is their online tool to log into pull your statement each month. Months with no spend activity will not produce a statement.
What if I’m traveling when the new cards are supposed to arrive? 

Have both your OneCard and Travel Card with you if traveling after your new card arrives. The spending limit on Travel Cards and P-cards will be reduced to $1 starting January 16, 2023 to ensure plenty of time to receive your new OneCard. Please contact Purchase, Pay & Travel Customer Service if you have additional questions related to using your OneCard or Travel Card while traveling during the transition to OneCard.

What zip code should I use to verify a purchase when prompted?

When asked to verify zip code for purchases on the OneCard, the cardholder should use the the address to which their OneCard was mailed. In most cases this would be your home address, though there are some exceptions. 

What do I do with my old PCard or Travel Card? 
Once you have received your new OneCard, please destroy your P-card and/or Travel Card.
What do I do with my charges from the P-Card or Travel Card? 
It is imperative that you reconcile your P-Card and Travel Card charges by December 31, 2022. 
What do I do about charges that are recurring on my P-Card or Travel Card, such as a subscription? 
As soon as you get your new OneCard, you should reach out to your merchant to apply your new OneCard information to your account. 
What if I have outstanding disputes/fraudulent charges on my P-Card or Travel Card that I’m working with the bank to resolve when the cards are closed? 
The cards won’t be closed for a few months. They will be taken to a $1 limit to allow for disputes to be resolved. Once it’s resolved, you’ll see a credit in your Concur queue in the amount of the dispute. Please reconcile that amount on an expense report. 
What are the benefits of this new OneCard and the travel system? 
In addition to streamlining purchasing to one singular credit card, the OneCard provides many benefits related to University purchases and booking University travel. Review the "Benefits" section above for a full listing of benefits.
If I don’t have a Travel Card or P-Card now? When will I be able to get a OneCard? 
Visit this page and follow the detailed steps for how to obtain a OneCard. You will be required to complete the applicable training, an application, and the OneCard agreement.
How do I prevent my card from being suspended due to J.P. Morgan believing the charges to be fraudulent? (This can happen especially when traveling abroad)
Contact J.P. Morgan by phone: 800-316-6056 to advise them that you will be traveling out of the country and provide them with information about the dates during which and country destination(s) where you will be traveling. 

For additional questions, please contact Purchase, Pay & Travel Customer Service.