PROCUREMENT SERVICES
About
Hofstra University’s One Card Program (“One Card” or “Program”) provides authorized employees with a single, University-issued credit card for official business expenses, consolidating the functions of both a traditional purchasing card and a travel card. Personal purchases are not permitted under any circumstances.
The One Card Program policy and the One Card Program – Chrome River Process Guide are available on the Procurement Services website under the Policies tab.
Each card is valid for a period of three years from date of issuance but will be revoked if employment is terminated or the card is not used properly. Renewed cards are mailed directly to Procurement Services and will be distributed to the card holder.
Standard Credit Limit is $3000/Transaction; $5000/Monthly – Nonstandard limits may be requested, but require a detailed rationale, which must be provided by the respective VP or Dean and are subject to Financial Affairs approval.
No, the One Card is a university paid credit card strictly for use and benefit of the University. The application process and the activity do not affect the cardholder’s personal credit.
The One Card is currently a Visa card issued by J.P. Morgan.
The phone number for J.P. Morgan is 1-800-316-6056 and this number can be found on the back of each University One Card.
The University’s Sales Tax-Exempt Number is 111888. The number is indicated on the front of each University One Card.
Contact procurement@hofstra.edu or Alanne Gerlack 516-463-6611
Obtaining
You must complete a One Card Application form, which must be approved by your respective VP and forwarded to Procurement Services.
Please see the Procurement Services website under the Forms tab.
Upon submission of the completed form to procurement services procurement@hofstra.edu, the cardholder will receive instructions via email to complete required information on the J.P. Morgan processing site. Procurement Services will notify you when your card is ready for in-person pick up. Each cardholder is required to participate in a One Card training session at time of card pickup.
You may pick up your card from Procurement Services located in Room 200 Phillips Hall.
Use of University One Card
No, under no circumstances should the card be used for personal purchases. All One Card transactions must be for eligible and allowable University business purchases.
Yes, the One Card is a single, University-issued credit card for official business expenses, consolidating the functions of both a traditional purchasing card and a travel card.
Please see the University’s One Card Program Policy for authorized uses and prohibited uses of the One Card.
No, the card must never be given or loaned to other individuals under any circumstances. All One Card transactions must only be made by the individual whose name appears on the card. It is essential that the card be in the name of the individual actually using the card.
- Cardholders have exceeded monthly limit.
- The transaction exceeds your assigned single transaction limit, if applicable.
- The merchant entered the incorrect card number or expiration date.
- The merchant category code (MCC) is registered as a restricted category under the University’s program.
- J.P. Morgan may have noticed suspicious or fraudulent activity on your card.
Please contact J.P. Morgan by calling the number on the back of the card to determine why the card was declined. When contacting J.P. Morgan, be prepared to provide the information associated with your One Card.
If additional assistance is required, please contact procurement@hofstra.edu or Alanne Gerlack, Procurement Specialist, at 516-463-6611.
If a One Card is lost, stolen, or compromised, the cardholders must immediately notify:
- J.P. Morgan at 1-800-316-6056
- Procurement Services procurement@hofstra.edu or 516-463-6611.
All Amazon purchases must be made through the University’s centralized Amazon Business account to ensure tax-exempt treatment. Please email Procurement Services at procurement@hofstra.edu for access. Prime memberships or personal Amazon accounts may not be used for university purchases.
No. All goods must be picked up at the vendor’s location or shipped to a valid University address. Shipping to personal addresses is prohibited.
Cardholder Responsibilities
Your card should be treated with the same security as your personal credit card. Please keep it with you at all times.
All transaction activity is automatically loaded into Chrome River. All transactions must be reconciled in Chrome River and all itemized receipts and supporting documents must be uploaded to Chrome River and submitted 10 days after the end of the billing cycle regardless of the day of the week. No reminder notification is sent, so it is the cardholder’s responsibility to meet the deadline.
For your convenience, each charge is available for online review/approval in Chrome River within 48 hours. If you anticipate being out of the office, you should review/approve your transactions as they occur.
Upon completing submission, Chrome River will automatically route the expense report to the cardholder supervisor for approval and the respective budget manager for approval.
Yes, the One Card Program – Chrome River Process Guide is available on the Procurement Services website under the Policies tab.
No, J.P. Morgan will not mail paper statements. Instead, all transactions for the monthly cycle will automatically be uploaded into Chrome River. You can view all transactions for that statement period in your Chrome River eWallet under Statements.
The cardholder is responsible for maintaining adequate documentation for all transactions. This includes itemized receipts, other supporting documents and statements of business purpose. You are required to upload your monthly receipts into Chrome River as part of your reconciliation.
Once this information is uploaded properly and processed in Chrome River, a separate record is not necessary. All documents are retained in Chrome River.
Single transactions and monthly credit limits are assigned based on department needs. Requests to modify limits must be approved by the cardholder’s supervisor and submitted to Procurement Services for review and approval found under the Forms tab.
Please email Procurement Services at procurement@hofstra.edu to request cancellation of your card.
Supervisor Responsibilities
Yes, they must ensure that all employee cardholders are in compliance with the University’s One Card Program Policy. Supervisors are also responsible for:
- Verifying accuracy of cardholder submissions
- Ensuring sufficient budget availability.
- Confirming business purpose and appropriateness.
- Promptly approving or rejecting expense reports in Chrome River.
- Ensuring compliance with One Card submission deadlines.
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