Rules + Regulations

Policies and Procedures

EmoryCard requires all individuals to show a valid, government-issued photo identification card to obtain a new or replacement EmoryCard. Acceptable forms of identification include a valid driver's license/permit, a U.S. Active Duty/Retiree/Reservist Military ID card, or a passport from any country. Expired photo identification is not acceptable. If a valid, government-issued photo identification card is not presented upon arrival to EmoryCard, a card cannot be issued.

EmoryCard distribution for new, incoming students, apart from Emory College, is handled by each school based on its orientation schedule. Housing will distribute EmoryCards to new Emory College students at the time of move-in.

EmoryCard will not mail university identification cards. For the security and protection of our students and employees, individuals are required to pick up identification cards during regular business hours (MTThF 9:00am to 12:00pm and 4:00pm and W 9:00am to 1:00 pm).

Lost or stolen EmoryCards must be reported immediately:

For identification protection, students, employees, and affiliates who report a lost or stolen EmoryCard will be required to obtain a replacement and a new photo may be required at that time.

A charge of $30 will be imposed for lost cards and cards with self-inflicted damage.

EmoryCard will not reactivate old EmoryCards. Once a new card is produced, previously printed cards cannot be reactivated nor will fees be refunded.

Please return all found EmoryCards to the EmoryCard office or a Lost and Found Box.

Due to upgrades in campus safety and security, all individuals requiring an official EmoryCard will be issued a multi-technology proximity card.

On-Campus vs. Off-Campus

For clarification purposes, and for all EmoryCard business decisions, EmoryCard has defined on-campus vs. off-campus as it relates to its operations and Card Transaction System locations. The on-campus and off-campus designation shall be determined by EmoryCard and is based on the unit's designed and implemented business model. No other entity shall determine the classification for business conducted for or on behalf of EmoryCard. The classification of on-campus and off-campus is made solely for the purpose of enhanced, efficient, and effective business decisions made by EmoryCard, its partners, and for patron clarification. Definitions are as follows.

On-Campus

A special project, partial project, or merchant location is considered to be on-campus if the activity is conducted at a location on Emory University's academic lands and/or within an Emory University facility. On-campus locations include space in buildings owned by the university at its main campus as well as all satellite campuses, and, in many instances, space in buildings leased by some entity of the university. On-campus projects and/or locations can accept only EmoryCard Eagle Dollars, except for on-campus Dining Services locations, which can accept both Eagle Dollars and Dooley Dining Dollars. On-campus locations are subject to any associated fees and/or commission rates defined by EmoryCard.

Off-Campus

A special project, partial project, or merchant location is considered to be off-campus if the activity is conducted at a location other than Emory University's academic lands and/or not within an Emory University facility. Off-campus locations include space that the university does not own and is outside the gates of the university campus(es); i.e. any merchant within Emory Village or Emory Point. Off-campus projects and/or locations can only accept EmoryCard Eagle Dollars; Dooley Dining dollars cannot be accepted at any off-campus location. Off-campus locations are subject to any associated fees and/or commission rates defined by EmoryCard.

Terms and Conditions

EmoryCard is the official Emory University photo identification card; hereinafter "EmoryCard." The individual identified on the EmoryCard is the "cardholder." A cardholder may additionally choose to open an optional Eagle Dollars account; herein referred to as "Account." The Account will be administered by the EmoryCard office, a division of University Services located at Boisfeuillet Jones Center. By using the EmoryCard, the cardholder agrees to be bound by all the terms and conditions outlined below.

  • EmoryCard is the official Emory University ID card.
  • EmoryCard is the property of Emory University.
  • EmoryCard is non-transferable and may not be altered in any way.
  • EmoryCard should always be in the cardholder's possession and presented upon request to any university official.
  • EmoryCard may be confiscated from cardholder as a result of inappropriate or illegal use.
  • EmoryCard provides access to certain facilities, programs, and services offered at Emory University.

Prior to arrival, all new students and employees are required to upload an APPROVED photo of themselves, along with a full image of their government issued photo identification. Submissions that do not meet the below requirements will be disapproved:

  • Is the photo a headshot of you ONLY?
  • Are your eyes open and clearly visible?
  • Is the submitted photo less than 6 months old?
  • Is the submitted photo similar to a passport/identification photo?
  • Is the photo an unfiltered, natural image?  Photos using filters, modifications, enhancements or AI will not be accepted
  • Is the photo in JPG file format?
  • Is the photo at least 512 x 512 pixels in size?
  • Only un-edited photos will be reviewed. Photos containing filters or enhancements of any kind will be rejected

Further, it is up to the discretion of EmoryCard to determine if a new photo is necessary prior to printing a new or replacement card.

  • A lost, stolen, or unauthorized card must be reported immediately to the EmoryCard office, via email to emorycard@emory.edu, by telephone at 404.727.9403, or online through My EmoryCard Web Center.
  • A charge of $30 will be imposed for all replacement cards (lost or with self-inflicted damage).
  • No charge will be imposed for a card that breaks due to normal usage or for a card in which the prox or smart chip no longer work for opening doors. It is up to the discretion of the EmoryCard office and its management if a fee is assessed.
  • Once a new card is made, previous cards cannot be reactivated nor will a fee be refunded.
  • Rate(s) are subject to change.

Due to increased demand for our services, we have established service parameters to ensure we continue to provide a top-notch customer experience to the Emory community.  Before requesting cards or services, we ask that you review the information outlined and sign to acknowledge your agreement of the EmoryCard Service Parameters. For additional information, please contact emorycard@emory.edu.

  • The Eagle Dollars Account is optional and is a balance of pre-deposited funds accessed by the cardholder for the purchase of products and services. There is no daily limit on the number of purchases that may be made and debited; however, no debits or charges shall exceed the amount of deposited funds. No interest shall be paid on any balance in the Eagle Dollars Account.
  • The cardholder must present his/her EmoryCard at the time of use in order to purchase products and/or services.
  • The cardholder understands and agrees that the Eagle Dollars Account shall not be used as a credit card, to obtain cash advances, or to purchase gift cards.
  • The cardholder understands and agrees that the Eagle Dollars Account is non-transferable.
  • The Eagle Dollars Account will be activated automatically upon receipt of an initial deposit at the EmoryCard office. Deposits may be made as follows:
    1. Online at My EmoryCard Web Center via MasterCard, Visa, Discover or American Express
    2. TouchNet 360U Mobile App via MasterCard, Visa, Discover or American Express
    3. OPUS via ACH
  • The Eagle Dollars Account cannot be used to pay tuition and fees. Please refer to Student Accounts and Billing Office for more information.

  • The Eagle Dollars Account can only be used at participating on-campus and off-campus locations.

  • Transactions: There are no charges assessed to the cardholder for any Eagle Dollars Account transactions.
  • Returned Items: A $25 returned check fee will be charged for all returned checks. Student Accounts and Billing administers matters relating to the collection of all returned items for students and non-students. Any returned item creates indebtedness to the university and may affect enrollment.

The cardholder is responsible for all charges made to the card, even if the card or account number is lost or stolen. Therefore, it is important to notify EmoryCard immediately upon discovering loss or theft. Emory University is not responsible for any loss or expense caused by loss, theft, or misuse of the EmoryCard or the Eagle Dollars Account.

Merchandise may be accepted for return in accordance with the refund policy in effect at the place of purchase of the product(s) and service(s). Any refund(s) accepted by the place of purchase shall be credited to the cardholder's Eagle Dollars Account. No cash refunds will be made for any purchase made with the EmoryCard.

If the point-of-sale terminal is equipped to provide a receipt, the cardholder will receive a receipt in accordance with the merchant's policy. It is the cardholders' responsibility to ensure that the amount charged by the merchant and the receipt are correct. An Eagle Dollars Account activity statement is available online at My EmoryCard Web Center or the TouchNet OneCard VIP Mobile App at any time.

  • The Eagle Dollars Account will be closed if the EmoryCard holder ceases to be a student, employee, or affiliate of Emory University (i.e., full withdrawal/transfer, graduation, resignation/termination, retirement).   
  • Account balances of individuals transitioning roles (i.e., student to employee, employee to student, alumni to employee, etc.) will roll over and are not eligible for refund.  
  • Student balances over $25 will be refunded automatically.  Remaining balances of $24.99 or less will be refunded upon receipt of a completed Eagle Dollar Refund Request. 
  • Student requests are due before 4:00 pm on January 29th for Summer/Fall Graduates and June 30th for Spring Graduates. If student requests are not submitted by the stated deadline, the refund will not be processed. 
  • International Graduates, please do not fill out this form. Instead, contact our office directly (by the above deadlines) at emorycard@emory.edu to request a refund.
  • Student refunds will be processed through OPUS for direct deposit. The Student Accounts and Billing Office reserves the right to use any available refund to offset outstanding balances due to the University.
  • Employee balances, less a $5.00 processing fee, will be refunded upon receipt of a completed Eagle Dollar Refund Request and after their HR database record has been updated.
  • Alumni and Retiree balances, less a $15.00 processing fee, will be refunded upon receipt of a completed Eagle Dollar Refund Request. 
  • Employee, Alumni and Retiree refunds will be processed via check and sent to the permanent address on record. 
  • Please allow four to six weeks for processing all refunds. 
  • Employees may discontinue adding funds to their Eagle Dollars account via payroll deduction at any time by contacting eupayroll@emory.edu.  Termination of payroll deduction will take effect on the next available payroll cycle. 
  • Eagle Dollars account balances left on an EmoryCard with more than 12 months of inactivity are subject to suspension. 
  • EmoryCard offers all the opportunity to donate all or a portion of the remaining Eagle Dollar balance to a variety of programs; visit the Annual Giving Eagle Dollars Donation page for more information.  

Changes in student status are not managed by EmoryCard, but flow to our system from the Registrar’s office.  When an individual no longer qualifies for a “student” status, the record becomes inactive in OPUS and the NetID is deactivated.  Upon this deactivation of the NetID, services provided via the EmoryCard (i.e. building access, meal plans, etc.) will expire.  NOTE: Depending on an individual’s program/department, building access may be deactivated at an earlier date.

Helpful information for graduating students can be found in the OIT Academic Technology Services Graduating Student Guide.

  • Cardholders are responsible for verifying the accuracy of charges by merchants and receipts of charges. If there is an error on a receipt, the cardholder should contact the place of purchase where the incident occurred. Emory University does not handle merchant refunds.
  • If the cardholder would like more information about a specific transaction found on the Eagles Dollar Account activity statement, the cardholder may contact the EmoryCard office by telephone at 404.727.9403.
  • All requests pertaining to errors must be in writing.
  • When making a request for an adjustment to an Eagle Dollars Account, the cardholder must provide the following information: (1) the cardholder's name and identification number, (2) a description of the transaction in question and explanation of discrepancy, and (3) the dollar amount of the transaction in question.
  • The EmoryCard office will investigate the cardholder's request and provide a written decision to the cardholder within 10 business days. If an error is found, the EmoryCard office will make the necessary adjustments to the cardholder's Eagle Dollars Account. If no error is found, the EmoryCard office will provide the cardholder with a written explanation. The cardholder may request copies of the document(s) used to conduct the investigation.

EmoryCard receives data from both the Student and Human Resources Information Systems as well as the Office of Information Technology.  This data is used to create patron records, produce the official Emory University Photo Identification Card, apply the necessary accounts and access, and set the active and expiration dates.

 

EmoryCard collects, and shares as necessary, the photo, proximity number and account transaction details.  These data points are used for official university business and may be subject to disclosure to third parties under applicable state and/or federal laws.

 

EmoryCard follows all applicable policies regarding data and confidentiality, including, but not limited to:

 

EmoryCard will keep account-specific information confidential to the extent permitted by law.  Account-specific information will only be disclosed (a) for official University business, (b) when it is necessary for completing transactions, (c) when it is relevant to any litigation, investigation, or dispute involving the university, or (d) if it is otherwise required under state or federal law.

These terms and conditions shall be governed by and construed in accordance with the laws of the State of Georgia.

The terms and conditions of the EmoryCard are effective upon receipt of the card and remain binding until the cardholder is no longer affiliated with Emory University. If any changes are made to the terms and conditions, the EmoryCard office shall provide the cardholder with notice of changes at least 30 days in advance of the effective date. Prior notice need not be given where immediate change in terms and conditions is necessary to maintain or restore the security of the Eagle Dollars Account.