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KU Card Center - Disclosure Statement

Policy
Purpose: 

To specify KU Card Account Holders’ responsibilities and liabilities for unauthorized and/or erroneous transactions.

Applies to: 

Students, Faculty, Staff, and other members of the KU community on the Lawrence campus and its reporting units

Campus: 
Lawrence
Edwards
Parsons
Juniper Gardens
Yoder
Topeka
Policy Statement: 

Disclosure Statement: KU Card Account Holder’s Liability for Unauthorized Purchases

If a University ID card (KU Card) containing account information is lost or stolen, the KU Card account holder is responsible for no more than $50 in unauthorized Beak ‘Em Bucks card purchases, provided the card is reported as lost or stolen to the KU Card Center within two business days after learning of the loss or theft. Once the card is reported as lost or stolen, the Beak 'Em Bucks account will be inactivated.

If the KU Card account holder fails to notify the KU Card Center within two business days after learning of the loss or theft of the card, but does notify the KU Card Center within 60 days of when on-line access is available to information showing unauthorized card purchases, the KU Card account holder's liability for unauthorized purchases shall not exceed $500.

If the KU Card account holder fails to report an unauthorized card purchase within 60 days of having access to the transaction history, then the account holder's liability for unauthorized purchases may have no dollar limit.

Transaction history is available to the account holder 7 days/week, 24 hours/day via the myKU portal at www.my.ku.edu and webcardcenter.ku.edu.

Notification Procedure for Lost or Stolen Cards or Unauthorized Card Use

Notice of lost or stolen cards or of unauthorized card use should be reported immediately to the KU Card Center, 1301 Jayhawk Boulevard, Kansas Union, Level 4, Room 444, Lawrence, KS 66045, (785) 864-5845.

Notice may be given by phone, in person, or electronically via the Internet. The KU Card Center is open Monday through Friday, 8:00 a.m. – 4:30 p.m. After hours calls will be forwarded to a mailbox where a message can be left and will be picked up by the KU Card Center on the following business day. Seven days/24-hour support is also available by visiting www.ku.edu. Select the myKU portal button and follow the steps for reporting your card lost or stolen via the "Finances" tab. Immediate deactivation of your card will occur when reporting it lost or stolen via this Internet site.

Unauthorized use of a KU Card other than one’s own constitutes fraudulent activity. Knowing misuse of any card also constitutes fraudulent activity. Such activity will be investigated and is punishable by law, is subject to KU conduct sanctions, and may result in loss of card privileges, including non-issuance of a new or replacement card.

Refunds

  • Beak ‘Em Bucks refund requests must be submitted on the Request for Refund form and submitted to the KU Card Center, 1301 Jayhawk Boulevard, Kansas Union, Level 4, Room 444, Lawrence, KS 66045.
  • Refund requests from all student KU Card account holders are accepted when the student graduates, withdraws, or transfers from the university. Proof of withdrawal or dismissal is required.
  • Refund requests from faculty and staff are accepted upon termination from the University.
  • Refunds are processed when:
    • The account balance is $15.00 or more AND
    • a Request for Refund form is submitted
  • A $15.00 administrative fee will be charged to all accounts when they are closed.
  • If you owe the university any money, the balance of your refund will first be applied to your tuition and fees account to satisfy any outstanding balances.
  • If a request for refund is not received within 12 months of leaving The University of Kansas, the balance of funds in your Beak ‘Em Bucks account will be turned over to the State Treasurer’s Office as unclaimed property.

Error Resolution Procedures

As soon as the account holder believes there is a discrepancy with a transaction on his or her transaction history or receipt, or would like more information about a transaction listed or the receipt, the KU Card Center needs to be contacted. The account holder must contact the KU Card Center immediately or no later than sixty (60) days following on-line access to the transaction history containing the discrepancy. Contact the KU Card Center, 1301 Jayhawk Boulevard, Kansas Union, Level 4, Room 444, Lawrence, KS 66045, or (785) 864-5845, or kucard@ku.edu

  • Include the account holder’s name, 16-digit card number, and student ID number (if applicable).
  • Describe the transaction in question and explain as clearly as possible the discrepancy.
  • Indicate the date, time, and dollar amount of the transaction.
  • If an account holder makes an oral request, the account holder will be advised to submit the question in writing within 10 business days.

The KU Card Center will inform the account holder the results of its investigation within 10 business days after learning about the discrepancy from the account holder and will correct any error promptly. If necessary, an additional 45 days may be used to investigate the discrepancy. If the KU Card Center elects to do this, the account holder's account will be credited within 10 business days for the amount of the discrepancy so that the account holder will have use of the money during the time it takes to complete the investigation.

If the account holder is asked to put the discrepancy in writing and the KU Card Center does not receive it within 10 business days, the account may not be credited. If the KU Card Center finds there was no error, the account holder will be sent a written explanation within three business days after the investigation is completed. The account holder may ask for copies of the documents used in the investigation.

Disclosure of Accounting Information to Third Parties

The University will disclose information to third parties about the account holder's account or the transfer made only: (1) in order to comply with court orders or other applicable laws, or (2) if the account holder gives written permission.

Documentation of Transfers

If the point-of-sale terminal/card reader is equipped to provide a receipt, the account holder will receive a receipt at the time of the purchase. The account holder will also have on-line access to their KU Card account activity for the preceding quarter, at a minimum.

University's Liability for Failure to Make Transfers

If we do not complete a transfer to or from the account holder's account within a reasonable period of time or in the correct amount according to our agreement with you, we will be liable, to the extent permitted by Kansas law, for your losses or damages. However, there are some exceptions. We will not be liable, for instance:

  • If, through no fault of ours, the account holder does not have enough money in his or her account to make the transfer.
  • If circumstances beyond our control (such as fire or flood) prevent the transfer, despite reasonable precautions that we have taken.
  • If, through no fault of ours, there is a delay in transferring data from another computer system to the KU Card computer system.
Consequences: 

Noncompliance with some disclosure statements, as described in the Policy Statement, may result in greater liabilities for cardholders and/or various administrative fees assessed against cardholder accounts.

Contact: 

KU Card Center
1301 Jayhawk Boulevard
Lawrence, KS 66045
kucard@ku.edu
Ph 785-864-5845
Fax 785-864-5842

Approved by: 
KU Card Center
Approved on: 
Sunday, March 1, 1998
Effective on: 
Sunday, March 1, 1998
Review Cycle: 
Annual (As Needed)
Keywords: 
KU Card, Card Center, identification card, KUID, lost, stolen, damaged card, replacement, terms, conditions, issuance, charges, safeguards, digital photograph, disclaimer, liability, transfers, third parties, transaction discrepancy
Review, Approval & Change History: 

10/02/2015: Changed the name of link in related polices from Replacement Card to Instructions for a lost, stolen, or damaged KU Card

09/30/2015:  Fixed broken links and fixed links in related policies to open in new windows.

07/2014: Revisions recommended by Card Center, endorsed by General Counsel, and approved by Vice Provost for Administration & Finance to define fraudulent activity and its consequences.

3/31/2014 - Update online portal name to "myKU" and fix formatting.

03/1998: Policies for KU Card Center were created.

 

Financial Categories: 
Financial Oversight
Information Access & Technology Categories: 
Privacy & Security

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