New Bank Card Process

  • Step
    1

    Employee completes the Bank Card training with a score of 85% or higher

  • Step
    2

    UPST sends employee Bank Card application form and cardholder agreement 

  • Step
    3

    Employee completes and submits all documents, and employee supervisor grants approval 

  • Step
    4

    Bank Card team receives the physical card from US bank in 5-7 days

  • Step
    5

    Bank Card team mails the card to the employee

The UMass Bank Card is a Visa credit card issued by US Bank. This is a 'one card' program that offers UMass and the cardholders flexibility to use a single card for both travel-related and supplies-related UMass expenses only. The Bank Card is a procurement tool that offers an alternative to UMass purchasing/payment processes for instances where the supplier does not accept a Purchase Order (PO), emergency purchases, and/or UMass-related travel expenses (based on your applicable department approval).

Purchases must be made in line with the UMass Board Of Trustees (BOT) Business and Travel Expense Policy and Standards (2021), CEO Business Expense Policy (2019), and Bank Card Use Standard (2024).

You are encouraged to review both documents before making any purchases. Note that the UMass BOT Business Expense Policy should be complemented by your campus-specific business expense policy that is maintained by each campus Controller. Your department may require approval by the Fund Administrator for all purchases or purchases over a predetermined threshold.

Applying for a UMass Bank Card

To apply for a UMass Bank Card, you must complete the UMass Bank Card training. Upon successfully completing the training with a passing grade of 85% or higher, you will receive the application and instructions within 2 business days from the Bank Card team.

UMass Bank Card Training Link for all campuses except UMass Chan (Amherst, Boston, Lowell, Dartmouth, and the President's Office):

UMass Bank Card Training Link for UMass Chan only:

Allocating Bank Card Transactions

All Bank Card transactions should be allocated in an expense report within 30 days of the transaction date. 
If transactions are not allocated within a 30-day window, the cardholder will receive the following reminders: 

  • 35 days – warning email
  • 60 days – warning email (includes manager/supervisor)
  • 75 days – warning email (includes manager/supervisor)
  • 90 days – Bank Card is suspended and limit is reduced to $1.00 until the cardholder becomes fully compliant 

Login to Concur to complete your allocations in an expense report.

If your card has been suspended, email upst@umassp.edu once all charges have been allocated for your card to be reactivated.

Guidelines & Forms

  • The University BuyWays system is the first source for purchasing goods and services. All campus users can use this link to login. 
  • Tax-exempt status: the University of Massachusetts is classified as an exempt purchaser under the doctrine of intergovernmental tax immunity and is therefore exempt from sales taxes for all tangible property or services. The Federal Tax ID Number (TIN) for UMass is 04-3167352.
  • Purchase exceptions or items over the approved limit on the card account: use the applicable Bank Card Change Request form to request a limit change. This form should also be used to request any update to your Bank Card. Note that this form requires the manager's approval before it can be processed.
  • Reimbursement error: If you make a purchase via Bank Card and are subsequently reimbursed in error, you must return the reimbursement to the University within 30 days of discovering the error.

Job Aids & Resources

Upload a Bank Card Statement and Receipts to BuyWays

Demonstrates the process of uploading Bank Card statements and receipts into BuyWays

Reallocating Funds for a Single Transaction

Describes the procedure for approving and reallocating Bank Card transactions to the appropriate Account code and/or chartfield string (funding)

Request a Change to a Bank Card

Provides example of Bank Card change request form and describes form approval process

Job Aid/FormPurpose
How to View Card Limit Demonstrates how to check your Bank Card spending limit 
Bank Card Change Request (Restricted/Grant Funded)DocuSign form used to request a change on a Bank Card that is restricted/grant funded.
Bank Card Change Request (Unrestricted/Non-Grant Funded)DocuSign form used to request a change on a Bank Card that is unrestricted/non-grant funded.
Missing Receipt FormDocuSign form to be used and uploaded with your bank card statement if you are missing a receipt.
Upload a Bank Card Statement and Receipts to BuyWays - VIDEOVisual walkthrough of how to upload Bank Card statements and receipts
Upload a Bank Card Statement to BuyWays - INTERACTIVE TRAININGInteractive walkthrough of how to upload Bank Card statements and receipts 
Reallocating Funds for a Single Transaction - VIDEOVisual walkthrough of the procedure for approving and reallocating Bank Card transactions to the appropriate Account code and/or chartfield string (funding)
Reallocating Funds for a Split TransactionDescribes the procedure for approving and reallocating Bank Card transactions to the appropriate Account codes and/or chartfield strings (funding) for a split distribution transaction
Reallocating Funds for a Split Transaction - VIDEOVisual walkthrough of the procedure for approving and reallocating Bank Card transactions to the appropriate Account codes and/or chartfield strings (funding) for a split distribution transaction
Finding Previous Bank Card StatementsGuide for how to locate previous Bank Card statements in BuyWays 
Declining Balance Bank Card - Accessing Card InformationDescribes the procedure that should be followed to review a Declining Card’s account Information
Forwarding a Bank Card Application to Different ApproverOutlines how to forward a bank card application approval from a cardholder's supervisor/manager to the appropriate budget authority.