Prepaid Expense Cards for Students and Third-Parties

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The Prepaid Expense program allows departments to pre-pay for student travel meal allowances and other third-party (non-employee) prizes and awards using a prepaid Visa card.

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Program Descriptions

This program may be used for the below types of expenditures for students and other non-employees:

  • Travel Meal Allowances
  • Prizes
  • Awards

Other uses require pre-approval,  please reach out to Financial Management with any questions.

Details about Programs
 

Program 1: Reloadable Card

Anonymous:

Name not printed on card, but personal information is collected to register

Type of Card:

Physical, plastic card

Reloadable with Additional Funds:

Yes

Replaceable if Lost:

Yes

Technology Required to Activate:

Email address, access to the Internet, or phone

Information Required to Register:

First name, last name, physical mailing address (can be campus address)

SSN Required*:

No

Taxable Income Reporting Form Required*:
No

Release of Funds:

Instant

Cash Access:

Yes (ATM fees apply)

Where to Use:

ATM, anywhere Visa Credit or Debit cards are accepted (in-person and online)

Initial Cost per Card:

No cost

Cost of Replacement Card:

No cost

Inactivity Fee:
$2.00 per month after 365 days of no activity
Monthly Maintenace Fee:
Does not apply

*In general, the SSN isn’t required, however, if there are prize payments of $600 or more in a calendar year then the SSN will be required at that point via completion of the W-9 or W-8 tax form.

Who is Eligible

State and Research Funding (Sponsored (with approval) and Non-Sponsored) can be used for this program.

How to Apply to the Program

Have the Following Documents Ready When Applying
  1. Account Number to Charge
  2. US Bank Advance Request Form (if Sponsored Project is used)
  3. Details regarding expenses (i.e. Budget of expenses being loaded)

To apply for the program the following information must be provided through the application process:

  • Department Contact Information (Name, Email, Phone Number)
  • Type of expense needed (Student Meal Allowance, Recruitment, Prize)
  • Expenditure Details (Account number to charge, Itinerary )
  • Payment Information (Total dollar amount of request and number of cards)

Next Steps

After submitting the form, the information will be reviewed by Financial Management staff and the following steps will take place:

  1. Financial Management will work to process the funds transfer from your account to US Bank.
  2. Financial Management Staff will register and load the cards for you.
  3. Financial Management staff will contact you once your card is loaded to schedule a time to come and pick up cards (photo ID required).

Reconciliation Process

For sponsored awards: PIs are required to provide monthly reconciliation documents to the Sponsored Project Services (SPS) Award Analyst.

For non-sponsored awards: PIs are required to provide monthly reconciliation documents to the Non-Sponsored Group.

Any funds unspent can be returned to the account which funded the card upon request.

Contact an Expert

Valerie Dennis.

Valerie Dennis

Asset Management, Card Programs and eProcurement

Financial Management

Phone: 716-645-2604

Email: vlb5@buffalo.edu

Ragland, Kevin.

Kevin Ragland

Procurement Card Administration, Financial Management

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