Purchasing and Business Services Manual (PUR)

Effective: 7/1/1997

Revised: 11/1/2009

PUR 703: Sun Card Office

Purpose

The Sun Card is the official ASU ID card. It is the cardholder’s “proof” of affiliation with the university. The card allows access to certain privileges at the university. The card may also give the cardholder access to several optional services including campus meal plans and Sun Dollars (flexible spending prepaid services account)

Source

University policy

Applicability

All ASU students, employees, and qualifying university affiliates are eligible for a Sun Card. The Sun Card Office also produces specialized cards for various campus groups and departments. Cards are not available for courtesy affiliates, visitors, vendors, or spouses of university affiliates. Only the person pictured on the card is authorized to use the card to make purchases or conduct other business with the card. Cards are not transferable from one person to another. Sun Card clients are issued only one identification card.  Duplicate Sun Cards must be surrendered to authorized personnel upon request for proper distruction.

Background

ASU implemented a new university ID card called the Sun Card in fall 1997. Its purpose as a photo ID was only the beginning. The Sun Card gathered previously separated services together into a single card. Besides providing library privileges and identification, the Sun Card can be used as a building access card, and as access to a prepaid account (Sun Dollars) for use at the ASU Bookstores, food services, vending machines, and much more.

Policy

---

Disclosure of Account Information

Account balance information will only be released to the account holder unless an “Authorization to Release Account Information” is on file in the Sun Card Office.

---

Financial Responsibility for Lost Cards

Lost, stolen, or misplaced cards must be reported immediately to the Sun Card Office at 480/965–2273. If this procedure is followed, the cardholder is only liable for the first $50 stolen from the account. If the card is not reported missing within two days, the cardholder may be liable for additional amounts. There is a $25 charge for a reprint of a lost or stolen Sun Card.

---

Merchant’s Responsibility for Checking Photo IDs

It is the responsibility of each merchant to positively identify the cardholder before completing a transaction. Since every card contains a photo, merchants will be held responsible for fraudulent purchases at any of their locations.

---

Signatures on Receipts

Each merchant has the responsibility to set his or her own policy on whether or not to require signatures on receipts.

---

Alcohol

Sun Dollars participation will not be extended to merchants whose primary business is the sale of alcohol.

---

Refunds from Sun Dollars

Cash will not be available from Sun Dollars accounts.

Refunds from Sun Dollars are available by request when the cardholder leaves the university. For students, leaving the university is defined as graduating or officially withdrawing from the university. Sitting out for a semester does not constitute “leaving the university.” For employees, leaving the university is defined as permanently terminating employment.

To request a refund the cardholder must complete a Sun Dollars Request for Refund form and submit it to the Sun Card Office. Employee refund requests will be processed and a check mailed within two to three weeks. Refunds to students will be disbursed through the student accounts (SIS). The refund will be applied against any outstanding balances owed the university before a check is mailed.

Cardholders who have graduated or have been terminated and have not requested a refund will automatically be sent a refund for the account balance minus a $15 charge after the account has had no activity for 18 months.

The cardholder is responsible for keeping an accurate mailing address on file with the university.

---

Cardholder Statements

Cardholders may obtain monthly account statements via their online Sun Card account or may request an account statement at any time during Sun Card Office business hours.

---

Transfer of Balances from Student Accounts to Sun Dollars Account

Credit balances on student accounts (SIS) may be transferred to the Sun Dollars account.

---

Record Retention

Evidence of compliance with the requirements imposed by the Electronic Fund Transfer Act and Regulation E shall be preserved by ASU for a period of not less than two years. Records may be stored by use of microfiche, microfilm, magnetic tape, or other methods capable of accurately retaining and reproducing information.

---

Card Retention and Destruction

Arizona State University reserves the right to hold all lost/stolen cards returned to our department for 90 days. After that period, no lost/stolen Sun Cards will be returned to clients for sentimental reasons or for back-up and will be shredded upon replacement.

---

Sun Card Photos

Off-campus photos for Sun Cards are taken only for official ASU orientation programs outside the Phoenix metropolitan area. All other Sun Card photos are taken on campus at ASU.

The custodian of the Sun Card photos is the University Technology Office (UTO).

UTO Help Desk is now managing access to the photo database.

UTO copies the photos from the Sun Card server on an as-available basis. Not every photo is retrieved. UTO does not decide how these photos are handed out. The ASU Office of General Counsel has ruled on what cases we are allowed to hand out photos or grant administrative access to the database. UTO agreed to field requests for photos, maintain a secure database, and limit access based on approval from general counsel.

---

Obtaining a Sun Card

To obtain a Sun Card, complete the Sun Card Application and provide your ASU ID number on the application form. A photo ID must be presented as proof of identity. All Sun Cards cost $25. Full-time, benefits-eligible employees receive their first card free of charge.

Cardholders are responsible for picking up cards in person. Sun Cards (including replacement cards) are not sent through the mail except to first-time cardholders who are attending an official out-of-state ASU orientation event.

All International Student Office (ISO) students must show their passport.

---

Door Access Vouchers

On January 1, 2004 the university made the transition to a new Sun Card. This new card uses “contactless smart card” technology and is needed for the university’s new door access system, known as ISAAC. To facilitate the transition to the new card, the Sun Card Office has made available door access vouchers. These vouchers are used to provide a free card for those who currently possess the old style Sun Card and need the new card for door access. The voucher and the old card must be turned in to the Sun Card Office prior to issuance to get the new card free of charge. These vouchers are not to be used for any other reason.

Door Access Vouchers are distributed by the ISAAC segment managers. Segment managers can obtain the vouchers from the Sun Card Office.

Procedures

Procedures may be found on the Purchasing and Business Services Web site.

---

skip navigation bar PUR manual | ASU policies and procedures manuals | Index of Policies by Title | PUR manual contact | Purchasing and Business Services Web site

Back to Top