Policies and Procedures
Card Issuance Policy
Effective Date: May 1990
Last Modified: September 2015
Entitlement to the UNC One Card is determined at the chancellor and Board of Trustees level for all classifications of people at the university. Authorization on a day to day basis is made at the Registrars Office and Office of Human Resources. The One Card office is charged with responsibility of ensuring that only those eligible receive cards.
All patrons applying for a UNC One Card must provide our office with an official type of photo ID such as a license, State ID, military ID, or a passport.
There are several systems which provide authorization to receive a One Card. Students gain eligibility by being enrolled and listed in Connect Carolina. We receive daily feeds from Connect Carolina into the One Card system with current student information. A student must be enrolled in order to receive a One Card. A person who is auditing a class is not entitled to a One Card.
Permanent faculty and staff may show authorization through our HRIS system which the Card Office can view on demand. If an employee does not appear in this system, he or she may not receive a One Card.
UNC Affiliates not on payroll may only provide authorization through the Affiliate Management System. The professor, researcher, etc., must have his or her department’s HR Facilitator enter them into the Affiliate Management System, which will send information into the One Card System. Without this authorization, he or she may not receive a One Card.
Temporary employees may receive a UNC One Card only if the department requires them to use the campus libraries for research purposes or they need it to gain access to the building that they work in. They are not eligible for any other campus services unless a special privilege has been provided by the department.
Cardholder Agreement Policy
Effective Date: May 1990
Last Modified: July 2008
The UNC One Card is the official identification card for students, faculty, and staff of the University of North Carolina at Chapel Hill. It also allows access to certain facilities and serves as the employee’s library card. The UNC One Card also acts as a stored-value card and allows the cardholder to initiate financial transactions at an increasing number of campus locations, including: Carolina Dining Services, UNC Student Stores, snack units, photocopy machines, and laser printers in the UNC Libraries, certain residence hall Laundromats and certain food/beverage vending machines. Additional information concerning UNC One Card financial plans can be found in the brochure “How to Use Your UNC One Card” which is available at the UNC One Card Office.
When a student or employee acquires a UNC One Card, he or she agrees to the terms and conditions found in PART ONE of this agreement. In addition to the terms and conditions found in PART ONE, a student or employee who elects to use the UNC One Card for financial transactions also agrees to the terms and conditions found in PART TWO of this agreement.
Terms and Conditions for Identification Card Purposes
The UNC One Card identifies the cardholder as a student, employee, or Affiliate of the University, and upon receiving the card the student, employee, or Affiliate agrees to the following terms and conditions:
Authorization for Personal Use Only: Penalties for Unauthorized Use
The UNC One Card will not be loaned or otherwise transferred to another person if doing so results in a violation of University policies. Any attempt to obtain or use, or to assist in obtaining or using, a UNC One Card for fraudulent identification is an honor code violation and may be subject to disciplinary action.
Property of The University of North Carolina at Chapel Hill
The UNC One Card is the property of The University of North Carolina at Chapel Hill (UNC-CH). Upon a request from any UNC-CH official or security personnel, the cardholder will provide his or her UNC One Card if required to do so. Improper or fraudulent use constitutes a violation of state law. Upon termination of employment, the cardholder agrees to return his or her UNC One Card to the UNC One Card Office or to the UNC-CH Office of Human Resources.
Obligation to Report Lost or Stolen Card
The cardholder is obligated to report a lost or stolen UNC One Card as soon as possible. This report will be made to either the UNC One Card Office or to the Office of Public Safety at the following locations:
UNC One Card Office
Department of Public Safety
285 Manning Dr.
The cardholder may also put their card on hold through our website at http://onecard.unc.edu/ using an Onyen and password.
If the cardholder has Wells Fargo Banking linked to their UNC One Card, they must also report the lost or stolen card to Wells Fargo at 800-Wells Fargo (800-869-3557).The student or employee is responsible for paying any applicable replacement fee prior to or concurrent with the reissuance of his or her UNC One Card. The current replacement fee is posted at the UNC One Card Office.
Right to Alter Terms and Conditions
The University of North Carolina at Chapel Hill reserves the right to alter any term or condition contained herein. A current version of this agreement is available upon request from the UNC One Card Office.
Terms and Conditions for Stored-Value Card Use
The UNC One Card may, at the cardholder’s option, be used to pay for various goods and services on campus via the UNC CONVENIENCE ACCOUNT. The following terms and conditions will not apply until the cardholder first uses his or her card for a financial transaction. LOADING VALUE TO YOUR UNC ONE CARD FOR FUTURE USE CONSTITUTES A FINANCIAL TRANSACTION.
Liability for All Financial Transactions, Including Unauthorized Transactions
The cardholder is responsible for all financial activity generated by the use of his or her card, and agrees to pay for that activity. If the UNC One Card is lost or stolen: a. the cardholder may be responsible for up to $50 of unauthorized purchases if he or she reports the loss to the UNC One Card Office within two (2) business days: b. the cardholder may be responsible of up to $500 if he or she reports the loss to the UNC One Card Office within sixty (60) days; and c. the cardholder may have unlimited responsibility for unauthorized purchases if he or she does not report the loss to the UNC One Card Office within sixty (60) business days.
Availability of Periodic Transaction Reports
The UNC One Card Office administers all accounts. Information about the cardholder’s account balance or transaction record is available at that office, upon the request of the cardholder and with presentation of proper identification or through our website at http://www.onecard.unc.edu/ using an Onyen and password. The UNC One Card Office reserves the right to limit a transaction record to the three-month period immediately preceding the request.
Account Balances and Receipts
The cardholder’s account balance will display on cash registers and most other machines accepting the UNC One Card for financial transactions. The cardholder’s account balance will also appear on any receipt that may be generated at a point-of-sale register. The cardholder will also be able to check balances online or through our website at www.onecard.unc.edu using an Onyen and password.
Carry-Forward Balance, Inactive Account Charges, and No Interest Earned on Account
The UNC One Card Convenience Account carries forward on a monthly basis. There is a $0.25 service fee for each full calendar month in which there is no activity on an account, as long as the account balance is greater than zero. If the balance is less than $0.25, but greater than zero, the charge for that month will be the balance amount. This fee also applies to non-discounted flex plans that are not a part of the campus meal plan. Activity on an account is defined as any financial transaction using that account, including adding value to that account. The cardholder understands and agrees that no interest or other earnings will be paid to the cardholder or credited by The University of North Carolina at Chapel Hill to his or her UNC One Card Convenience account.
Refund of Account Balance
An employee may apply of a refund at any time during his or her employment, or up to thirty calendar days following termination of employment. A student cardholder may apply, in person or in writing, for a refund at the end of the academic year, at the end of the semester in which the student graduates, or at any other time during the semester if the student officially withdraws from enrollment at The University of North Carolina at Chapel Hill. If a student is making a request at any time other than the end of an academic year, he or she may be required to produce documentation of his or her graduation or official withdrawal. This request for a refund must be made at the UNC One Card Office during its regular business hours of Monday through Friday, 8 a.m. to 4:30 p.m. (excluding University Holidays). If the student or employee requests that a refund be mailed to him or her, the UNC One Card Office will issue a check made payable to the cardholder. For a request made in person, the UNC One Card Office reserves the right to refund the account balance either by check made payable to and mailed to the cardholder or by cash.
Accounts that are abandoned by patrons for any reason will be subject to the standard monthly $0.25 service fee (see Part Two, Item 4 above for fee policy) that is applied to accounts with no transaction activity during the prior calendar month. After two years of inactivity, the account will be subject to the Escheat and Unclaimed Property Law of North Carolina, General Statute 116B-53. The UNC One Card office will attempt to contact the patron at the last known address on file with the University. After that attempt, the remaining unclaimed balance, less a $25.00 administrative fee, will be sent to the North Carolina State Treasurer’s Office.
Building Access Cards for Short Time Contractors Doing After-Hour or Weekend Work
If a Department has a need for an access card for work by a contractor after hours or on weekends, the following policy is to be followed:
We will issue Building Access Cards to contractors for special projects by the authority and sponsorship of the Department where the work is being done. We will gather all required information from the contractor and enter that into our One Card Database for tracking purposes.
- When a department is in need of special work by a contractor during off hours and weekends, they may require the contractor to have a Building Access Card that can control the electronic access to the building that is controlled by the One Card Office rather than issue a key to that contractor.
- We will send a form to the department to fill in our needed criteria for the contractor.
- In addition to the form the department must contact the One Card Office via email (firstname.lastname@example.org) to authorize the contractor to have a card issued.
- Then they can send the contractor to the One Card Office to receive the access card.
- The One Card Office will gather the following information from the contractor (either in person from the contractor or by the form from the department) to be put into the One Card Database. Here is the information required to be put into One Card Database:
- First and Last Name
- Date of Birth
- Home Address
- Local Address will be the sponsoring department (include sponsors name if possible)
- Classification will be “Access Card”
- Expiration Date – no longer than 1 month
- A photo will be printed on the card
- We will charge $5 for the card so either the department can pay or the individual.
- We will provide the department with the ID number we issued to the contractor so they can then add the appropriate access group to the card.