Student Union

DEPARTMENTAL DINING CARD

The Arizona Student Unions are offering all University departments the Student Union Dining Card—a departmental charge card that allows departments to charge dining transactions directly to their appropriate Department Billing Account with Object Code 5170 (Business Meeting Expense). Departments have found the convenience of the card invaluable as they host campus guests, job candidates, and business meetings. The Student Union Dining Card is accepted at all campus food service locations and is issued at no cost to your department. The card can also be customized with the name of the authorized individual and department to whom the card is issued. Application forms are available here or can be emailed to your department by calling our business office at 621-1417. Physical applications can be filled out and turned into the Meal Plan office.

CARD APPLICATION

Fill out the form and email to su-mealplan@email.arizona.edu

TERMS & CONDITIONS ▼

Student Unions Dining Card Terms and Conditions:
A Dining Card Application must be submitted to the Meal Plan Office (MPO) for each card being requested. Cards may be requested for use by a single individual or for use by a group of users within the department. A one-time set up fee of $5.00 will be charged for each card requested.

The Dining Card application establishes the eligible user/s for the card (Cardholder/s), provides the department’s UAccess Financials account number, defines the card purchase limit, and identifies the department liaison who will serve as the Fund Accountant for the card. If requesting a Dining Card for use by the department as a whole, an individual must also be identified to be the administrator of the card (Administrator). The Fund Accountant and Administrator may be the same person but may not be listed as an eligible user for the card.

Submission of the Dining Card Application indicates acceptance of the Terms and Conditions of the Student Unions Dining Card Program.

An Expense Report Slip will be provided to the Cardholder by the cashier and should be filled out completely at the time of purchase. The “Restaurant” and “MPO” copies must be returned to the cashier. The “Customer” copy of the Expense Report should be retained with the receipt and either returned along with the card to the Administrator or held until the end of the period to be reconciled by the Fund Accountant. Individual Departments are responsible for handling and archiving documentation including receipts, expense records and usage logs that might be needed for audit purposes. Dining Cards are intended for departmental business use only and may not be used for personal profit.

Dining Cards should remain safeguarded, and the Cardholder/Administrator must know where the physical card is at all times. The physical Department Card should be located in a secure location within the departmental business office. MPO strongly recommends maintaining a usage log recording signin/sign-out of Department Cards to track the card’s location.

The requesting department is responsible for all charges made on Dining Cards assigned to them unless the department reports that a card is lost or stolen, or that an eligible user is no longer authorized to charge the department account. Any charges made after MPO has been notified of either scenario mentioned will not be the responsibility of the department.

The department will be billed for charges made in the previous calendar month during the month end closing. MPO will provide a Transaction Detail report to the department for each card within 5 business days of the calendar month end.

Dining Card agreements must be updated annually to ensure that all Cardholders, Eligible Users, Administrators and Fund Accountants are current and correct.