OCC (On-Campus Cards)

In conjunction with your Wells Fargo or US Bank purchasing card, the institution also assigns you an OCC number for on-campus transactions. By using this number, USU does not have to pay credit card bank fees for processing internal transactions. OCCs are housed and processed through the Blackboard Transact System.

USU has outlined some business procedures for cardholders when making on-campus purchases

  • At the time of purchase, cardholders will be required to provide a photo ID to verify the identity of the person using the P-card.
  • At the time of purchase, delegated P-card users will be required to provide a photo ID to verify the identity of the person using the P-card, and a phone number.
  • Please verify that your OCC number, correct last name of cardholder and correct amount for charge is printed on your receipt.
  • Turn your OCC receipt into your p-card manager for reconciling transactions.
  • Keep OCC number secure as you do your 16-digit credit card number.
  • All meals and entertainment expenses purchased with OCC still require a Meals and Entertainment Form
  • Reconciliation, documentation and approvals of expenditures are outlined in the Purchasing Card Online Training
  • All monthly OCC Reports are emailed out to the p-card managers preferred email in Banner.

These procedures are designed to protect your account from fraudulent charges and to prevent errors. For more information see the Purchasing-Card Procedures

Procedures for Processing OCC transactions

    1. Customer must present a P-Card with OCC number attached at time of purchase*.
    2. Accept card from customer and proceed with .
    3. After receipt is printed, compare OCC number on receipt to number on p-card.
    4. Have customer sign receipt and ask for identification.
    5. Write the name of the customer on the merchant receipt
    6. If the customer is not the actual card holder then
      • Record telephone number and department of customer on merchant receipt
    7. If an order is made over the phone then
      • Verify correct entry of OCC after printing receipt
      • Write the name of the customer on the merchant receipt
      • Record telephone number and department on merchant receipt
    8. If customer does not have their p-card at time of purchase, a manager must approve payment and follow steps 4, 5, and 6. (Note: The merchant will be at risk but the customer service may outweigh the risk.)
    9. For services and payment conducted in writing, please process payments in a timely manner.

*OCC numbers are distributed through Purchasing. If a card is presented without an OCC number the card holder will be asked to contact Purchasing.

Guidelines

  • Make sure cashiers are accurately comparing the name on the card against the name on the receipt to verify correct account was charged.
  • Our Logan Campus Store has all cardholders sign and write phone numbers on all transaction receipts.
  • For phone orders and delivery items, please ask to see the card upon delivery to verify the correct OCC account was charged; gather their signature at that time. That will also provide a connection to give the customer a copy of their receipt.
  • A business unit CAN NOT store OCC information and process as needed. Each time a transaction occurs, the card must be present or a verbal phone/email communication must occur before the transaction transpires. This is very important as we consider delegates and their permission to charge against other cardholder accounts.
  • Please confirm your OCC transactions posted against your revenue account in a timely manner.
  • Make sure you give customer a copy of their receipt for reconciling purposes.

Often Asked Questions

  • Missing an OCC Recipt? Email the Date, Amount, OCC #, and your information to idphoto@usu.edu to request a copy of your receipt.
  • Missing a monthly OCC statement for reconciling? Email the date range for the report, OCC #, and your information to idphoto@usu.edu to request a copy of the statement.
  • Need to reassign who your p-card manager is? Contact (435) 797-1037, in Purchasing and request the change.
  • Not receiving your OCC statement in your inbox? You only receive statements for the months when an on-campus statement occurs. If you had transactions and did not get a statement, please check your junk mail. If it is there, please list our email sender as a trusted source on your email preferences. If you still did not receive a statement, please send a request in for a missing monthly statement.
  • Questioning an OCC transcation posted against your Banner Account? Email the Date, Amount, OCC #, and your information to idphoto@usu.edu to file a dispute.
  • Missing daily OCC report? Email the date range for the report, Profit Center name, and your information to idphoto@usu.edu to request a report to be regenerated.
  • Cardholder disputes transactions? Disputes and refunds for mischarges must be handled in a timely manner.