OneCard Program
Welcome to the Department of Natural Resources OneCard Program! The OneCard incorporates the Procurement Card and Travel Card into “One” program and allows the Cardholder to either make procurement purchases or pay for travel expenditures with the same card. Cardholders can even be given the ability to do both!
The goal of the OneCard Program is to make it easier for Department personnel to acquire goods and services while providing more timely payments to vendors and reducing the number of small dollar payments processed by the Department.
The OneCard is a Visa card, which is provided by US Bank. Even though it is issued in the name of the employee or business unit within the Department, the OneCard represents a State liability. Charges are paid by the DNR Accounting Office and therefore are not reflected on an individual’s credit report. The same statutes and procurement/travel/fiscal rules that apply to purchases which are paid by State warrant also govern OneCard transactions.
To contact OneCard Administrator, please email dnr_onecard_requests@state.co.us.
Governing Documents:
The above documents will provide all the information you will need to understand the OneCard rules, procedures, and regulations. New cardholders are required to attend OneCard training prior to being issued a card, but anyone is welcome to attend; whether you are new to DNR, are involved in processes that involve the OneCard or simply want a refresher course. OneCard training is self-paced to allow prospective cardholders, custodians and approving officials the flexibility to complete the training at their convenience. Please contact the Program Administrator at dnr_onecard_requests@state.co.us to inquire about the OneCard training. All the information you need for the training can be found on the OneCard Training Page.
Purchase of Clothing Items
Clothing or uniforms, which are not specifically required as a condition of employment, or can be worn or are suitable for everyday use, is taxable to the employee. Not all clothing items are reimbursable. Please follow the DNR-ACCT-04 Uniform Clothing Guidelines.
Clothing suitable for everyday use is taxable to employee and will be added to employee's W-2
Clothing purchase general guidelines:
Uniform is defined as clothing required to be worn by employees, is worn as a condition of employment, is not suitable for everyday wear, is distinctive to a particular group and serves as a means of identification.
Suitable for every day use - Clothing which is not specifically required as a condition of employment and can be worn or adapted to general usage as ordinary clothing. Clothing that meets this criteria is any clothing that could be worn outside of business duties, at any time. This includes clothing that could be used for recreational purposes. Examples of this include but not limited to shoes, jeans, sunglasses, hats, etc.
Health and Safety - Items designed to prevent accidents, to protect from danger, risk or injury. They may be compliant to certain pre-established standards or ratings, such as OSHA or NFPA 2212/2113. Safety items are only those listed on the safety list on the Uniform Clothing Decision Tree.
Payments made to employees for the purchase of employer-required uniforms are not taxable to the employee to the extent that the reimbursement is for uniforms that are NOT adaptable to general use, and are not worn for general use, and the employee substantiates the expenses.
OneCard Statement & Allocation Deadlines
OneCard Reminders
DO:
Keep the card in secure location
Be aware of sales tax (Tax Exempt ID: 98-17835)
This number is found on the front of your card
Don’t pay for Colorado Sales Tax!
Review and verify monthly transactions
Allocate transactions with correct coding (contact OneCard Liaisons)
Obtain receipts for all purchases
Or have a certificate of missing receipt
Record retention
7 years for statements/receipts on purchases
Purchases paid with federal funds may require longer retention
Dispute charges
Contact merchant first to try and obtain a refund
Fraudulent charges reported to Citibank immediately
Reimburse DNR for accidental card use
Send a check to DNR Accounting/Internal Audit
Request a temporary credit limit increase
Email to OneCard Liaison with Approving Official’s approval attached
Request a permanent credit limit increase
Send an email with Approving Official’s approval attached your Liaison
Be aware of high risk transactions
Don't:
Let others use your card
Fax or email your card number
Use card for personal or non state-related purchases
Split transactions to stay under the $5,000 transaction limit
Use your card to pay for meals unless it’s an approved official function
Don’t use your card at the following merchants:
Banks, ATM’s, Financial Institutions
Betting, lottery, wagers, beer, wine, packaged liquor stores
Dating & escort services, counseling, massage parlors, health and beauty spas, computer dating
Parking tickets or any fees or fines – any ticket received by an employee is the employee's responsibility even if they are driving a state vehicle and are on state business
Life of a OneCard Transaction
Accounting Clothing Object Codes
What is an object code?
Object code is a series of 4-digit codes used to identify a type of expense, such as office supply, etc. It is used in the State's financial system - CORE.
Why is it important to use a correct object code?
It is important for financial reporting. Leadership, Managers, budget, and financial staff need to identify type of expenses for financial and budgetary monitoring and reporting. The proper use of object code provides an accurate classification of expenditures for each division, section, and/or program. It is also important for tax reporting.
