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Steps to Order One Card
• Applicant will request a One Card through the MAPS Service Request Portal.
• Applicant's Direct Supervisor will be asked to provide approval during the application process.
• Once the card has been ordered, the applicant will receive an invitation to participate in the One Card Training.
• After completing and passing all of the One Card Training, the Cardholder will receive notification when the card is available for pickup. Cards are picked up at the MAPS Office, located in room 224 of Guggenheim Hall.
Activating One Card
• Call the phone number on the face of the card: 800-344-5696
• Enter in card number
• Enter in the billing zip code: 80401
• When asked for Social Security Number – enter the last four digits of the CWID (Campus Wide ID) o NOTE: The bank does not have the Cardholder’s Social Security Number on file. Any time the Bank asks for the last 4 digits of the Social Security number, use the last 4-digits of the CWID
• Enter in Mines phone number (if no assigned extension, use 303-273-3000) •
Choose a 4 digit PIN
Questions to Ask Before Using One Card
Ask the following questions before selecting the merchant:
• Does the merchant accept a credit card?
• Does Colorado School of Mines or the State have an established vendor for use in procuring the needed goods or services? Visit the Business Operations website to view standing agreements.
• If there is not an established price agreement, does the vendor offer a discount to the Mines or to higher education facilities?
• Will the vendor honor the Mines’ Tax-Exempt status?
Placing an Order
A purchase or an order can be completed in person, by phone, fax, mail or online. If purchasing online, make sure it is a secure website or place the order by phone.
When placing an order, make sure:
• The purchase is tax exempt if purchasing from a vendor in the State of Colorado.
• The merchant gives any applicable discounts.
• Itemized documentation showing description and cost of each item is requested.
Note: Cardholder must give correct billing address for the transaction to be authorized. The billing address can be found on the email received when the card is ready for pickup and on the Cardholder’s monthly statement.
Documenting Transactions
• Keep all receipts and documentation.
• Source documents must include the following information:
- Vendor identification (merchant name)
- Date of purchase
- Description and quantity of each item purchased
- Cost per item
- Total cost of order
- Cardholder name and/or last 4 digits of card number
- Explanation of purchase (if it is an unusual purchase for the specific department)
• Attach other applicable required documentation for a transaction, such as an Official Function Authorization
A combination of documents is allowed in order to complete the requirements of valid source documents. Examples of source documents may include any of the following or combination of the following:
• A receipt and credit card transaction slip from the merchant
• A packing slip showing total cost of order and/or item cost
• Order forms for dues, subscriptions, registrations or similar items
• Vendor invoice
• An email confirmation from the merchant
Missing Receipt
If a receipt is missing for any reason, first contact the vendor to see if they will provide a duplicate receipt. If unable to obtain a duplicate receipt, provide a written explanation and description of the purchase.
Reporting Transactions
Colorado School of Mines uses Chrome River to report financial information for each One Card transaction. It is the Cardholder’s responsibility to create Chrome River Expense Reports with appropriate documentation and allocations for all transactions that have posted to Chrome River during the calendar month, by the 15th of the following month.