Note: The Purchasing Card Program is NOT the Travel Card Program, which is administered by Student Financial Services. Procurement Services cannot process Travel Card applications.

How the Program Works

The University Purchasing Card is the preferred method for individuals whose official responsibilities may require them to make travel ticket purchases in any amount and for eVA excluded items within the limits of their card. To get a Purchasing Card, you need to obtain the proper approvals, submit an application, and complete the on-line training session and test with a score of 100. After receiving your card, you will be able to purchase non-restricted goods and services for official University purposes within your transaction and monthly spending limits.

You must keep all original receipts and other documentation for each of your purchases. Each month you receive a MasterCard statement in the mail at your work address, to which you reconcile to your transaction log and match up receipts and packing slips. After your supervisor signs off on your statement, you forward all of those documents to the Fiscal Administrator for your department. He/she will keep the documents for three years plus the current fiscal year.

Periodically the University or State will audit documentation to ensure compliance with all applicable guidelines. If it is found that a card is misused, your cardholder privileges may be suspended or revoked.

Program Advantages

• Easy, accurate ordering -- Telephone or Internet orders may be placed directly with vendors at any time of day, with no need to rely on others.
• Automatic payment of one consolidated bill -- no LPOs, Payment Vouchers, or invoice handling.
• More choices -- The card can be used with vendors who are not registered in the Integrated System.
• Easier to use -- Cardholders do not have to be trained as Integrated System users or granted access to the Integrated System.
• Pre-payment for some travel expenses -- In some circumstances the card may be used to pre-pay for conference registration (if NOT paid to a hotel) as well as to pay for air and rail tickets.
• Valuable programs -- Auto Rental Insurance, extensive Travel Assistance, and Roadside Service Assistance.

Program Regulations

In addition to the contents of these web pages, you are also responsible for adhering to the regulations in these two documents:

• Use of the University Purchasing Card -- Policy VII.C.3
• Printed material received at training.

Basic Restrictions for Cardholders

• You may not have more than one card active at any given time.
• You may not authorize any purchase in excess of your established monthly or individual transaction limits.
• Purchases must never be "split" in order to circumvent the transaction limit.
• You may not accept "store credit" for returned items. If you need to return merchandise, tell the vendor to credit the return to the Purchasing Card.
  Notify the Purchasing Card Administrator if a merchant refuses to credit the Purchasing Card for returned items by submitting the PCard Change Request form.
• Never allow another person to use your card.
• If you have had no charges for 13 months your card will be de-activated.

Supplier Diversity Requirements

• If you are making a non-over-the-counter purchase from a non-contract vendor, you must solicit a price quotation from at least one vendor certified as Minority- or Woman-owned by the Virginia Department of Business Enterprise (VDMBE).
• You must document this solicitation as described under "Documenting Purchases."

Penalties

If you authorize a charge in excess of your transaction or monthly limit, or split a purchase in order to circumvent the transaction limit, your card may be suspended for three months. A second offense may result in permanent revocation of your card.

If you accept store credit for returned merchandise, your card may be revoked.

If you knowingly allow another person to use your card your card will be suspended for three months. A second offense will result in permanent revocation of your card.

How to Get a Card

Note: The procedure below does not apply to Resident Assistants. If you are a Resident Assistant and would like to get a card, please contact the University's Residence Life Office for instructions. All other applicants should follow this procedure.

• Make sure you have the needed approval:
  • University employees must obtain their supervisor's approval.
  • University Foundation, Health System, and non-UVa employees must be sponsored by a University department.
• Find out who in the sponsoring department can change PTAEO distributions.
• Complete and submit the on-line Purchasing Card application form.
• Take the on-line Purchasing Card Training class at Procurement listings on UHR's Division of Training website
• Read and sign the Cardholder Agreement.
• The Purchasing Card Administrator will contact when your card has arrived.
• Bring the completed Cardholder Agreement, copy of the test result page proving that you scored 100 on the on-line test, and your identification when you come to pick up your card during either of the following times:
  • Tuesdays: 8:30 - 9:30 a.m.
  • Thursdays: 3:30 - 4:30 p.m.
• Cards not picked up within two weeks of notification will be cancelled.

Events That Require Action

Card Activation

Activate your card via telephone -- the number will be provided on a sticker on the card. You will be asked to enter your account number and date of birth, which is your security code.

Name Changes

If you legally change your name while holding a Purchasing Card account, you will need to have University Human Resources (UHR) correct their records. When you have confirmed that UHR has made this correction, you must notify the Purchasing Card Administrator with your new information by submitting the PCard Change Request form. You will receive a new card from MasterCard reflecting your changes. Your old card is valid until your new card is activated. Once the new card is activated, your old card will be deactivated and cancelled.

Changing Departments

Your card is linked to your department. If you move to a different department, you must destroy your card and notify the Purchasing Card Administrator by submitting the PCard Change Request form to have it cancelled. To obtain a card for your new department, complete a new application and forward it to Procurement Services. You will be contacted when your new card has been issued. Retraining is not required.

Lost/Stolen Cards

If you believe your card has been lost or stolen, it is imperative that you contact MasterCard as soon as possible. They will deactivate your card and issue another. Be sure to notify the Purchasing Card Administrator after you contact MasterCard.

Fraudulent Charges

If you believe your monthly statement has fraudulent transactions, contact MasterCard immediately. They will deactivate your card and issue another. Be sure to notify the Purchasing Card Administrator after you contact MasterCard.

Leaving the University

If you terminate your employment with the University, you must destroy your card and notify the Purchasing Card Administrator by submitting the PCard Change Request to have it cancelled.

Canceling Your Card

If you need to cancel your card, submit the PCard Change Request form with the cardholder name, and the reason why. You should then make sure you destroy the card. Please do NOT return cancelled cards to the Purchasing Card Administrator.

Disputes with Vendors

Notify the Purchasing Card Administrator if a merchant refuses to credit the Purchasing Card for returned items.
For other disputes with vendors, please use NetService or the form on the back of your mailed statement. For a step-by-step tutorial on using NetService, see UVA NetService Cardholder Training (.ppt).