The Graduate Student OneCard Request form must be completed when you are requesting a Wells Fargo OneCard (declining balance card/debit card). Do not include funding sources for which you have not yet been approved (there is a separate form to complete for new funds once you have received approval). Funds will only be added to your OneCard when the required documentation has been provided and it has been confirmed that funding has been approved by the funding source(s) indicated. 

Before you leave for your conference:

  • You must complete the Request Form no later than 30 days from the start of your conference in order to be eligible for GSS travel funds. We strongly recommend completing the Request Form once you have all required approvals, to avoid submitting multiple times. Please submit it as early as possible to ensure funds are loaded onto your OneCard in time to cover event-related charges such as travel, lodging, and registration fees before you travel.
  • You will receive a physical OneCard the first time you complete the Request Form. Your OneCard will be mailed to the person you indicated on the Request Form (your advisor/business manager/or department coordinator). If it is your first time receiving a OneCard, please allow an additional 15 business days to receive your OneCard. 
Graduate Student Declining Balance OneCard Request Form

After the Conference / Submitting Receipts:

  • Reconcile your charges by submitting original itemized receipts in the Wells Fargo Expense Management System (WOEM) following these Instructions (included in the email you receive from the travel grants officer or Brenda Bachman, and can also be found on the Purchasing Services website).  You must use the index number provided to you by your professor or advisor.
  • Any charges within a cycle period must be reconciled within 1 week of the cycle end. The cycle always ends on the 1st of the month and the charges must be reconciled by the 8th of the month after the month when the charges occured (see the OneCard Cycle Calendar for specific dates).
  • If you do not reconcile your charges within 30 days after the conference, the unreconciled charges may be deducted from your personal bank account.
     

ATTENTION:

  • If your reimbursement form is not submitted on time, GSS funds will be reallocated to other students and you will not be reimbursed.
  • If you put any expenses on your Wells Fargo OneCard that are not reconciled within 30 days of the end of your trip, the remaining balance of unreconciled charges may be deducted from your personal banking or the amount available on your card.

Maintenance Form:

  • Complete the Maintenance Form to request additional funds be added to your OneCard or to reduce the amount available on your OneCard (i.e., do not fill out the Request Form again).  The Maintenance Form must be completed for each conference for which you anticipate receiving funding from any source within Lehigh (e.g., PI/Lab; College; Department; GSS funds).  

  • The Maintenance Form should only be completed once approval has been received from the additional funding sources. For example, if you have only been approved for $150 from your department, but are expecting funding from GSS and your advisor (but have not yet been approved by those sources), you should only fill out the Maintenance Form for the $150 from your department. Once approved for funding from the other sources, then you can complete the Maintenance Form again for each additional approved source. If you request funds for which you have not been approved, the approver will deny your request. 

     

Graduate Student OneCard Maintenance Form

Important:

  • If your OneCard expires, you will need to complete the Graduate Student OneCard Request Form again to request a new OneCard.
  • If your OneCard is lost/stolen/damaged, contact Brenda Bachman immediately at bkb204@lehigh.edu.