UCLA
Residential Life

Utilizing Community Debit Card

Click Here for Disbursement Request Form

Infographic visualizes the steps to utilizing community debit card

Instructions

  1. Get the program approved by the necessary people. A reminder that if you are using community funds, you will need to get association approval. Also, make sure you have a copy of the meeting minutes.

  2. Work with your RD/ARD to purchase the supplies with the debit card.

  3. Before purchasing the items, review this association manual to ensure you understand all policies & procedures. Ask your ARD or Community Treasurer if you have any questions.

  4. Purchase program-approved items with the community debit card. Do NOT purchase personal items on the same receipt, and make sure you get an itemized receipt.

  5. Since you are paying with the community debit card, the deadline to submit the form is 3 days. A preview of the online disbursement request form can be found on the Home page. Click here to go to the Disbursement Form.

Association Debit Card Usage & Policies

  1. All purchases must be made by the RD or ARD. Only the RD or ARD are allowed to possess and use the debit card.
  2. Online purchases can ONLY be made on the RD or ARD’s account (i.e. Amazon, IM Sports). Delete the card info from the account after every online purchase. DO NOT save information on your account. This is to avoid accidental purchases.
  3. Itemized receipts must be obtained for ALL online and in-store purchases when using the debit card. If utilizing Amazon, receipts must say "Final Order Details" at the top.
  4. All paperwork for community debit card purchases needs to be turned in within 3 days of purchase. You may lose community debit card access if the paperwork is not turned in by the deadline.
  5. Gift cards, ride-sharing, alcohol, gas, and ATM fees are against policy and can not be purchased or reimbursed with association funds. Do not use the community debit card at an ATM.
  6. Do not pay for any subscription, annual or monthly fees on your debit card.

If any of these rules are violated at any point during the year, you may not get reimbursed and your access to the association debit card may be revoked.

How to get a Community Debt Card

  1. Fill out and sign the docusign. Click here for the link to the docusign
  2. Once your docusign is complete, you will get an email to pick up paperwork from Central.
  3. Fill out and sign the paperwork. Gather all necessary documents which includes government issued ID, proof of UCLA Address (housing contract or bank statement with UCLA address).
  4. Bring paperwork and documents to UCU to be added to the account.