Sonoma State University

Terms and Conditions

Seawolf Card User Agreement

Terms and Conditions Document

The SSU Seawolf Card and Gift Cards function as prepaid debit accounts for goods and services at participating campus locations. Each card authorizes electronic fund transfers and deducts funds from the stored-value balance at the time of purchase.

  • Seawolf Card: The official campus ID for SSU students, faculty, and staff.
  • Gift Card: Available to guests or individuals not eligible for a Seawolf Card. Gift Cards are transferable and not linked to a user account. A card received when making a cash to card deposit through the Seawolf Service Center is considered a Gift Card for the purpose of these terms and conditions.

Electronic Fund Transfer Disclosure

By using a Seawolf Card or Gift Card, users agree to the terms and conditions outlined in this document.

  • The physical Seawolf Card is the property of SSU, non-transferable, and must be returned upon request. A valid Seawolf Card (physical or virtual) must be carried while on campus.
  • Unauthorized use, tampering, or duplication may result in disciplinary action.
  • No general-use fees apply to the Seawolf Card, but account maintenance fees may apply (see Account Maintenance Fees).
  • Gift Cards are transferable, not property of SSU, and should be treated like cash. Lost or stolen Gift Cards are not refundable or replaceable.
  • Cash withdrawals are not permitted from either Seawolf Card or Gift Card accounts.

Account Usage & Eligibility

Wolfbucks (Seawolf Card)

Wolfbucks on a Seawolf Card can be used for goods & services anywhere the Seawolf Card is accepted and are available for purchase by:

  • Students
  • Faculty
  • Staff
  • Other approved campus groups

Balances carry over until the cardholder graduates or permanently separates from the University. See Refunds and Account Maintenance Fees sections for refund and fee policies.

Wolfbucks (Gift Cards)

Wolfbucks on Gift Cards are accepted anywhere the Seawolf Card is accepted and are available to:

  • Guests of the University
  • Individuals without a Seawolf Card
  • Departments, faculty, staff, or students wishing to gift Wolfbucks

Billing & Payment

Wolfbucks Deposits
  • Students: May deposit five to one thousand dollars ($5–$1,000) onto their Seawolf Card using the Seawolf Card Management Portal. Payments may be made via credit card or e-check using the “Payments” tile through Online Services at (sonoma.edu). Cash and check payments may also be made in person at the Seawolf Service Center. *Note: Overdue University Account balances will be reviewed and may prevent students from adding WolfBucks until balances are resolved.
  • Faculty & Staff: May deposit five to five thousand dollars $5–$5,000 onto their Seawolf Card via credit card through the Seawolf Card Management Portal.
Gift Card Deposits
  • Guests must first register the card using the WolfBucks Gift Card Registration form.
  • After registration, deposits can be made in any amount using a credit card via the linked payment portal.
  • Note: Gift Cards are not supported by e-check payments.

Bonus Dollars

  • Issued only to Seawolf Card holders. Not available for Gift Cards.
  • Non-refundable and non-transferable.
  • Carries over from semester to semester
  • Usable only at on-campus retail locations (e.g., Dining venues, Campus Prints, University Store).
  • Subject to inactivity-related fees (see Account Maintenance Fees).

Restricted Purchases

  • WolfBucks may not be used to purchase alcohol, tobacco, cannabis, firearms, ammunition, or any items prohibited by University policy or law.
  • Gift Cards may not be purchased using WolfBucks or Bonus Dollars.

Refunds

WolfBucks

Refunds may be requested by emailing the Seawolf Service Center with your full name, SSU ID number, and request details.

Refunds are processed only:

  • At the end of the academic year
  • Upon permanent separation from the University

If the student has an outstanding University Account balance, the refund may be applied towards that balance. Otherwise, a check will be mailed to the cardholder's last known address.

Gift Cards
  • All purchases are final.
  • Digital Gift Cards and Cash-to-Card purchases are non-refundable.
  • Refunds cannot be transferred to student accounts.

Account Maintenance Fees

Seawolf Card / Wolfbucks
  • Maintenance fees may begin three hundred and sixty-five (365) days after the cardholder’s status is marked inactive in the campus system.
  • Fees are charged monthly until the balance reaches zero or a refund is issued.
  • Active accounts are exempt.
Gift Cards
  • Maintenance fees may begin after twenty-four (24) months of inactivity.
  • Fees are assessed monthly until the balance is zero.
  • Gift Cards are not eligible for refunds.

Lost or Stolen Cards

Seawolf Card
  • Report by logging into the Seawolf Card Management system and selecting "Deactivate Card" under Account Management.
  • Replacement cards are available from the Seawolf Service Center for a fee.
GIft Cards
  • Cannot be deactivated, replaced, or refunded if lost or stolen.

Cardholder Responsibilities

  • Cardholders are responsible for all authorized transactions.
  • Users must promptly deposit funds if charges are incurred while the system is offline and their current balance does not cover the charge.
  • SSU is not liable for unauthorized transactions prior to reporting a lost/stolen Seawolf Card.
  • SSU is not liable for unauthorized Gift Card transactions, even if reported lost/stolen.

Error Resolution Procedures

To dispute a transaction, contact the Seawolf Card Office immediately by emailing [email protected].

Please include:

  • Full name and SSU ID #
  • Description and reason for the dispute
  • Amount in question

Verbal disputes may require written follow-up. The University will respond within 10 business days with the outcome.

Change in Terms Notice

SSU reserves the right to revise these terms at any time. Updates will comply with local and federal regulations and apply to all active accounts upon effective date.

Agreement to Terms

Use of the Seawolf Card, Gift Card, WolfBucks, or Bonus Dollars signifies acceptance of this agreement. Cardholders are responsible for reviewing and complying with all terms.

Contact Information

Seawolf Service Center
Salazar Hall 1000
1801 E Cotati Ave.
Rohnert Park, CA 94928


Hours: Mon–Thu 8:00 AM–5:00 PM | Fri 9:00 AM–5:00 PM
Email: [email protected]
Website: sonoma.edu/seawolf-card

Revised 09/03/2025