News & Events

UNCW Card Training for Existing Cardholders, Delegates & Approvers:

 

Attached is the training and card pick-up schedule for the UNCW Card. Individual training for existing cardholders and delegates will be available in both the Finance Training System and in Percipio. Please note there are different training options, but you are only required to take one. 

• UNCW Card Training for Existing Cardholders will be available in Percipio as PUR 220 starting June 19, 2025; it is a brief overview of the new card program highlighting compliance requirements.
• UNCW Card trainings in the Finance Training System cover both cardholder overview (PUR 220) and reconciliation processes in Emburse Chrome River. They are recommended for those who have little experience submitting Expense Reports in Emburse Chrome River. They are facilitated both in Teams and in-person, with in-person options providing access to the test system for practice.

 If you would like to schedule training for your department, please reach out to Steve Schwarz (schwarzs@uncw.edu).  

UNCW Card Training for New Cardholders, Delegates & Approvers: 

Training for new cardholders and approvers (PUR 222) is under development and slated to be ready the week of 7/7/2025. We will send out more information on that when it is available. 

UNCW Card Information for Summer travel: 

Important reminders for existing cardholders during the transition period:

• If you are already in travel status that continues through the fiscal year cutover, your card will remain active until you return from your trip.
• If your trip begins on or after 6/23/25 your card will remain active until you return from your trip. 
• If your travel start date is after 7/7/25, your current travel card will be inactivated. Please complete the UNCW Card Training (PUR 220) and pick up your new card prior to your trip. 

The travel office has a list of pre-approvals with travel dates during the transition period. If you are traveling during the transition period and want to ensure you are on the list or you're encountering an emergency travel situation, please reach out to travel@uncw.edu. 

Contact Information for UNCW Card: 

We are introducing a new Teams Site called the UNCW Card Program. Each cardholder and delegate who reconciles UNCW Card transactions will automatically be added as a member of the team by July 1.  UNCW Card expense report approvers may request access to the team at any time. From the UNCW Card Program team, you will have access to the latest release of the UNCW Card Guide and can us chat directly with UNCW Card administrators and others in the community with any questions. In the future, we will continue to post tips, mini training videos, links, and FAQs.  

If you have any questions about the UNCW Card, you can also email UNCWcard@uncw.edu and a member of the UNCW Card Admin Team will assist you 

 

Activity	Date	Time	Department/Division	Location	
Training - Condensed and Reconciler	Tuesday, June 17, 2025	TBD	All	Microsoft TEAMS	
Training - Current Cardholder - Condensed Version	Tuesday, June 17, 2025	As Needed	On-Line	Precipio	
Training - Condensed and Reconciler	Wednesday, June 18, 2025	1 pm - 2 pm	In - Person	McNeill Hall Room 1028	limited to 30 attendees in-person
Training - Condensed and Reconciler	Wednesday, June 18, 2025	10 am - 11 am	HRL	Seahawk Crossing Building 2 conference room	
Training - Condensed and Reconciler	Wednesday, June 18, 2025	2 pm - 3 pm	Advancement	Teaching Lab 1052	
Training - Condensed and Reconciler	Thursday, June 19, 2025	TBD	All	Microsoft TEAMS	
Training - Condensed and Reconciler	Friday, June 20, 2025	1 pm - 2 pm	Marine Quest	Admin Annex	
Training - Condensed and Reconciler	Friday, June 20, 2025	10 am - 11 am	In - Person	CG 1012	limited to 30 attendees in-person
UNCW Card Pick Up	Monday, June 23, 2025	9 am - 11 am	Cameron School of Business	CG 1001 Lobby	
UNCW Card Pick Up	Wednesday, June 25, 2025	9 am - 11 am	CHHS	VH 1526 B-Side Lobby	
UNCW Card Pick Up	Wednesday, June 25, 2025	1 pm - 3 pm	Student Affairs, Business Affairs	FSC Saffo Room 2009	
UNCW Card Pick Up	Thursday, June 26, 2025	1 pm - 3 pm	CMS	CMS - Fishbowl	
UNCW Card Pick Up	Friday, June 27, 2025	9 am - 11 am	Student Affairs, Business Affairs	FSC Saffo Room 2009	
Training - Condensed and Reconciler	Friday, June 27, 2025	10 am - 11 am	In - Person	CH 123	limited to 30 attendees in-person
UNCW Card Pick Up	Monday, June 30, 2025	1 pm - 3 pm	Watson School of Education	SY 102 Arium (Legacy Hall)	
UNCW Card Pick Up	Monday, June 30, 2025	9:30 am - 12 pm	Athletics	Almkuist Nixon SM 101	
UNCW Card Pick Up	Tuesday, July 1, 2025	1 pm - 3 pm	Cameron School of Business	CH 105 Lobby	
UNCW Card Pick Up	Tuesday, July 1, 2025	9 am - 11 am	Watson School of Education	SY 102 Arium (Legacy Hall)	
UNCW Card Pick Up	Wednesday, July 2, 2025	9 am - 11 am	CHHS	MC Lobby	
UNCW Card Pick Up	Thursday, July 3, 2025	All Day	All	Purchasing Building	
UNCW Card Pick Up	Monday, July 7, 2025	9 am - 11 am	All	FSC Saffo Room 2009	
UNCW Card Pick Up	Tuesday, July 8, 2025		Cabinet	Alderman 215	
UNCW Card Pick Up	Tuesday, July 8, 2025	All Day	All	Purchasing Building	
UNCW Card Pick Up	Wednesday, July 9, 2025	1 pm - 3 pm	Student Affairs, Business Affairs	FSC Saffo Room 2009	
UNCW Card Pick Up	Thursday, July 10, 2025	All Day	All	Purchasing Building	
UNCW Card Pick Up	Friday, July 11, 2025	All Day	All	Purchasing Building	
UNCW Card Pick Up	Monday, July 14, 2025	All Day	All	Purchasing Building	
UNCW Card Pick Up	Tuesday, July 15, 2025	All Day	All	Purchasing Building	
UNCW Card Pick Up	Wednesday, July 16, 2025	All Day	All	Purchasing Building	
UNCW Card Pick Up	Thursday, July 17, 2025	All Day	All	Purchasing Building	

 

 

Posted (6/19/25)

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New UNCW Term Contract

Photography and Video Production Services - 72-QCWP25013
UNCW Purchasing Services has established a new term contract that covers the University's requirements for photography and videography.

Multiple vendors have been awarded two-year, mandatory contracts.

All the firms enabled vendors in uShop.

Step 1: Submit an OUR  Project Request Form (https://forms.clickup.com/1235016/f/15p28-15373/T0S65NTI55157ACJQ3) .

Step 2: If OUR determines a contractor will be needed to perform the services, log into uShop and search the supplier’s name. The provider’s email addresses are on the Summary tab of their profile.

Step 3: Email the supplier with your needs and schedule, and request a quote.

Step 4: Once the quote is obtained, enter the uShop requisition.  Include OUR’s pre-approval number in the Internal Notes. A PUR 1.40 forms is not needed and requisitions may be processed on the non-catalog item form, using the account code 926701.

Photography: Boot Scrap, LLC ; Madeline Gray ; Will Page Photography ; EW Photography, Inc. 

Video Production: Boot Scrap, LLC ; Springer Studios LLC ; Luma 3 Productions ; Will Page Photography, LLC

Out of town service needs (Charlotte, Raleigh, etc.) : Wonderworld Film Video, Inc.

 

Posted (06/18/25)

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UNCW Card Communication - June 2025

As we prepare for the launch of the new UNCW Card Program this summer, several enhancements are being introduced to improve efficiency, simplify processes, and reduce compliance risks. The goal of this initiative is to offer a more user-friendly card system that better supports business needs across campus.

Key Change: A Single Unified Card

The new UNCW Card combines both purchase and travel functions into one card. This means:

• No more choosing between different cards for different transactions.
• All cards will be issued with full capabilities, giving cardholders flexibility to make timely business purchases.

However, purchases must still follow university policy, be in line with relevant contracts, and fall within the department's approved use guidelines. Departments will continue to guide cardholders on allowable purchases under the UNCW Card Policy and Guidelines.

Training is Mandatory for All Cardholders, Delegates and Approvers

To ensure a smooth transition and protect cardholders from potential misuse, training on the new program is required prior to being issued a card:

• UNCSO is mandating that new cardholder training for the new card occur prior to cards being issued for use. This includes a new cardholder agreement being signed and on file.
• Condensed online training (PUR220) will begin in June for current cardholders, delegates and approvers.
• Training for new cardholders, delegates and approvers (PUR222) will begin later in July, 2025.

New Microsoft Teams Site for Support

We're also launching a UNCW Card Program TEAM in Microsoft Teams, which will include:

• All cardholders and delegates (approvers may request access).
• Training materials and guidance,
• Chat features to share information and ask questions in real time.

This platform will be a valuable tool to help users stay up to date and collaborate across campus as the program evolves.

Important Dates to Remember

• June 23: The new card distribution begins. Cardholders and delegates must complete training to receive the new card.
• June 27: Your current Travel Card and/or PCard will be deactivated.
• July 1: The new UNCW Card must be used for all purchases and travel.

Additional Considerations

• Recurring charges currently tied to your existing PCard must be updated to the new
  UNCW Card before deactivation.
• To avoid transaction issues, it is recommended that no charges be made the last week of June using the old cards.
• If you are traveling during the transition period and cannot pick up your card, please notify the Travel Team. In the meantime, your delegate should complete training so the card can be issued upon your return.

We appreciate your cooperation and commitment to this important program update. These enhancements are designed to support better business practices, provide more clarity and consistency, and strengthen financial compliance at UNCW.

 

Posted (06/6/2025)

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Updates to the PUR 1.40 Form “Application for Certification as Independent Contractor”

 

Improvements have been made to the PUR1.40 Form and the updated version, dated 03/20/2025, is now posted on Purchasing’s “Forms” webpage.

You do not need to have current vendors “recertify” because the form has been updated. As their old forms expire, remember to send the new version for the future engagements.

 

If you have saved the form to your computer or have it linked or incorporated into documents, please make sure you are using the updated form.

 

Posted (04/28/2025)

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As UNCW transitions to the new UNCW Card this summer, current Travel Card holders will continue to use their existing cards until they return to campus following their summer travel. At that time, they would turn in their older p/t-card, and follow procedures to receive and begin using their new UNCW Card.

 

Posted (3/26/2025)

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Coming Soon – Summer 2025

The UNCW Card will be the new University Credit Card for Purchasing and Travel. Yes, a single card will take the place of the PCard and Travel Card. There will be three cardholder profiles to choose from, 1) Travel Only, 2) Purchasing Only, or 3) Combination of both Travel and Purchasing functions.

With the merging of the two card programs into a single program, there will be a blackout period May 1 – June 30 that cards related to the existing PCard and Travel Card programs will no longer be issued.  However, current card holders may continue to make purchases through June 30^th using their PCard and Travel Cards.

Note: FY25 funding will be used for card holder transactions reconciled and approved through the year end cutoff date of Friday, June 13^th. FY26 funding will be used for card holder transactions reconciled and approved after this date.

For future purchases on the UNCW Card, where the cardholder previously reconciled transactions in WORKS, with the new UNCW Card, reconciliations will take place in Emburse Enterprise (Chrome River).

There will be a new training program that all cardholders, department delegates, and approvers/supervisors will have to take prior to the cardholder receiving the new UNCW Card. This new training will be available in person and online, and you will also have access to the new UNCW Card Guidebook.

We are projecting early July for the rollout of the new UNCW Card, a single card that based on your selected profile, may provide all you need for business travel and business purchases in place of the former two card system.

Stay tuned, more information to come…

 

Posted (3/10/2025)

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IMPORTANT UPDATES TO THE UNCW Procurement Cards (Purchasing and Travel)

 In November 2024, the UNC System Office adopted new purchasing card regulations (1300.7.2 [R]). The changes impact both the Purchasing Card, “P-Card”, and Travel Card, “ T-Card”, programs. There are several significant changes that require action from all current cardholders.

• Each cardholder (P-Card and T-Card) must review and sign an updated UNCW Cardholder Agreement by close of business on Tuesday, January 28, 2025.
  • Save the completed form with your last name and first initial at the end of the file name (i.e. UNCW Cardholder Agreement-IannucciH)
  • Email completed P-Card forms to pcard@uncw.edu and completed T-Card forms to travelcard@uncw.edu
  • If you are a dual P-Card and T-Card cardholder, complete one cardholder agreement form listing the last 4 digits of both cards on the form (i.e. P:1234/T:5678) and email to both pcard@uncw.edu and travelcard@uncw.edu.
• For the P-Card, each cardholder and WORKS approver must take the Percipio P-Card Refresher Training (PUR209) no later than Monday, March 31, 2025 and repeat the training at least every other year thereafter.
• For the T-Card,  each cardholder and Chrome River delegate must take the Percipio T-Card training (ACT204) no later than Monday, March 31, 2025 and repeat the training at least every other year thereafter.

 By the week of January 13^th, the Finance Team will introduce the program and policy updates to Business Officers and program participants by email with links to the form, both sets of training, and any additional information.

 

 Posted: (1/9/25)

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