JUNE 15-17: Bear Bucks Unavailable Due to Software Replacement

Bear Bucks users will not be able to make purchases utilizing Bear Bucks, load funds to their accounts, or check their account balances from 7:30 p.m. (CST) on June 15, 2023, to 11:59 p.m. (CST) on June 17, 2023. The GET portal will also be unavailable. Dining services will provide alternate accommodations for dining with Bear Bucks at the DUC (Danforth University Center) on the Danforth campus during the software replacement. There will be no alternative accommodation at the Medical campus. Learn more about the accommodations on the Dining Services website.

Project Summary

WashU IT is replacing the software behind all Bear Bucks transactions to ensure the continued service for meal plans and Bear Bucks.

The new transactional software better integrates with our existing systems, provides vendor supported card swipe transactions for faculty, staff and students, and proactively addresses the impacts of the transition from Student Information Systems (SIS) into Workday Student.

Without the implementation of a replacement software, meal plans and Bear Bucks – essential university services – not only are at risk of a system that is no longer supported by the vendor but also would cease to function with the Workday Student transition.


The system replacement is tentatively scheduled to start on June 17, 2023, and should last three days. The project team is working diligently to have the new system fully operational on June 20, 2023.

Impact on the WashU Community

All Bear Bucks users will be affected by this change: students, faculty, and staff.

The way users currently load funds and check account balances will change. Instructional materials on how to perform these actions in the new system will be sent to all Bear Bucks users.

Physical cards will not have to be replaced as a result of this change, and account balances will not be affected by this initiative. Account balances will be transferred from the current to the new system as part of the replacement effort.  

Loading funds using payroll will no longer be an option for staff and faculty members with the new system.

Updated communication will be sent and updated on this page as the project progresses.

The Campus Card Services webpage will not be updated until the project go-live date.

Card Functionality

We are in the process of working with our partner vendors on and off campus to maintain the current functionality of the card. Any changes in functionality will be communicated to all users prior to the system replacement with proper instructions.


What changes for me with the system replacement?

Loading funds to the account and checking account balances will be different for all current users with the new system. Students will no longer use WebSTAC, and faculty and staff will not be able to load funds through payroll. The payroll charge option for faculty and staff will not change.

What is the difference between the Bear Bucks charge feature and adding funds via payroll? (Faculty and Staff ONLY)

Bear Bucks charge feature allows you to swipe your card to make purchases that will then be deducted from your next payroll.

The current option of adding funds via payroll deduction in a declining balance account will no longer available. You may add funds to the declining balance(Bear Bucks) account using a credit card online. More info to follow on instructions.

How do I add funds to my Bear Bucks account through the GET portal? (Faculty and Staff ONLY)

You can follow these step-by-step instructions in the How to Add Funds to Bear Bucks Account Using the GET Portal Knowledge Base article.

How will I learn how to load funds and check balances in the new system?

Instructional materials will be provided to all users, and available on the Campus Card Services and it.wustl.edu websites. All users will receive communication via email once the materials are available.

What will happen to the funds I already have in my Bear Bucks account?

You will not lose any funds. Your account balance will be transferred over to the new system.

Will I need to get a new card?

No, your current card will work normally after the system replacement.

When will the system be replaced?

The replacement will take place in June, during the summer, to minimize the risks of this change for students. We ask the entire community to keep an eye on communications regarding this initiative to avoid complications after the replacement is concluded.

Who can users contact if their cards stop working?

Users can contact Campus Card Services at campuscard@wustl.edu or by calling (314) 935-8800.

Is there anything I can do to prepare for the system replacement?

Other than paying attention to upcoming communication efforts, no action needs to be taken at this point.

Contact Us

Please contact the project team with any questions.