1. Stored Value Cards Presented by: Cindy Regner April 2019

2. Advantages of PNC Stored Value Cards
Anonymous or personalized plastic cards
Convenient for research subject payments, athlete per diems, student group expenses, or gifts and awards
No cost to department
Can be also used at any ATM (no fee at a PNC ATM)
Replaceable (if lost or stolen)
Support offices on both Evanston and Chicago campuses

3. Advantages of Hyperwallet Virtual Cards
Virtual card sent through - no postage expense
Ideal for online studies or remote participants
Cardholders can use for online shopping or transfer funds to their personal bank account
No need for department to pick up or secure plastic cards or funds

4. General Stored Value Card Information
Depository Services can only offer assistance to the department - not directly to cardholders (including by telephone or ) due to HIPAA regulations
PNC Cardholder Information:
Cardholders can use free of charge, to check card balance or review transaction history
Cardholders can call PNC at (866) to:
check card balance
report a card lost or stolen
Cardholders charged $2.50 per call if pressing ‘0’ to speak to an operator unless:
reporting a card lost or stolen
‘0’ pressed in error
Card PIN # is set using the account access code (last four digits of the card #). Once a PIN is set, neither PNC or Northwestern can obtain or reset
$3 fee per month is charged after 180 days of inactivity

5. General Stored Value Card Information
PNC Cardholder Information (continued):
Specific card usage questions
Use ‘Credit’ option for store purchases
When used at a sit-down restaurant, a 20% hold above the tab imposed to cover any potential gratuity. The hold is lifted once the charge clears
The card must physically be presented to a gas station attendant as it will be declined at the pump
Hyperwallet Virtual Cardholder Information:
Virtual cards can only be used for online purchases or transfer to bank account
$3 fee is charged if card not activated within 90 days
$3 fee per month is charged after 180 days of inactivity

6. Requesting Stored Value Cards
Instructions and forms (initial requests and reloads) available at the stored value card website: (northwestern.edu/controller/treasury- operations/depository-services/stored-value-visa-program.html)
PNC Requests: to
Hyperwallet Virtual Requests: to and
Requests received prior to 11 a.m. will be available the following day - no need to over order!
Grant chartstrings cannot be used for stored value card requests
Exception approval needed for >$100 on an individual card
Original request form and Wildcard are required to pick up PNC cards

7. Lost Cards or Fraudulent Charges
Treat Cards = Cash
Depository Services cannot replace card funds if already spent
Card lost or never received?
Cardholder should contact your department
Department contacts Depository Services, providing card ICN
Depository Services verifies card balance, cancels lost card and reissues replacement card
Fraudulent charges?
Cardholder should contact PNC to freeze card. PNC's Fraud Department creates a research case and investigates
Beginning May 1st 2019 card balances under $5.00 will not be transferred to a new card or defunded/credited back to chartstring

8. Returning Stored Value Cards
and provide your ICNs and a scan of the original card request form
Return physical cards to a Depository Services location
Depository Services will verify card balances, remove funds and credit back to the original chartstring
Beginning May 1st 2019, card balances less than $5.00 will not be defunded/credited back to the department chartstring
No need to over order cards - extra work for everyone. Cards ordered before the cutoff time are available next day
$1.50 will be charged to the department chartstring for refunded Virtual cards

9. storedvaluecard@northwestern.edu Questions? Contact: Cindy Regner

10. Petty Cash Processing

11. Opening a Petty Cash Account
Complete a Direct Payment Request (DPR)
Charge chartstring 110(fund)–10266(account)
Requires approval by the department head or business manager
Submit to ASRSP for approval if for a sponsored project
Approved by Accounting Services

12. Custodian Responsibilities
Fully responsible for safekeeping of funds and proper usage
Receipts and cash must equal fund total at all times
Cash may only be handed out in exchange for a receipt
Turn in receipts in a timely manner (monthly or sooner)
Receipts should not be older than 90 days. Approval required for receipts older than 90 days.
Custodian must complete and return Verification Letter as soon as received, and must communicate all account changes to Accounting Services.

13. Replenishing Petty Cash
Original Direct Payment Receipt (DPR)
Requires department approval (no electronic signatures accepted)
Requires ASRSP approval if replenishing from a grant account (scanned copy is accepted)
Requires original receipts (no copies)
No single receipt greater than $100
Tape small receipts to letter-sized (8.5 x 11) paper for scanning purposes
No reimbursement on tax for purchases (except restaurants)
Wildcard required for replenishment at Depository Services

14. Changes to Petty Cash
Change of Custodian: Department completes the Transfer of Petty Cash Fund Accountability form
Increase fund:
Complete Direct Payment Request (DPR) with increase amount
Approval by department, ASRSP (if sponsored), Accounting Services
Decrease fund:
Complete Cash Receipt Ticket (CRT) and deposit funds for decrease (chartstring )
Accounting Services that funds were decreased
Cannot transfer petty cash from one study/project to another. Petty cash account must be closed and a new account opened.

15. Closing a Petty Cash Account
Create a Direct Payment Request (DPR) to replenish all receipts to cash
Create a Cash Receipt Ticket (CRT) using chartstring
Indicate ‘Closing Petty Cash’
Include Custodian name
Bring deposit to Depository Services
copy of validated Cash Receipt Ticket (CRT) to Accounting Services

16. Questions? Contact: Ida Maher Zreiqat i-zreiqat@northwestern.edu

17. Q & A
Is there a fee to transfer funds from the Virtual card to the participant’s personal bank account?
There is a $1.50 fee that is deducted from the card for this service. This is the banking fee for the wire transfer from Hyperwallet to the personal account.