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Purchasing Card Basics

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

Visa will automatically impose a 1% foreign transaction fee on all charges processed outside the United States. This fee is in addition to any currency conversion fees.

How the Program Works

The Purchasing Card works just like a personal credit card, except the University of Virginia pays all charges in full.  The purpose of the Purchasing Card Program is to establish a more efficient, cost-effective method of purchasing and paying for eVa exempt small dollar transactions. The Purchasing Card Program enables Cardholders to make authorized purchases directly from a Vendor.

The purchasing card may not be used to circumvent other required University purchasing and payment methods.  Cardholders may not use the Card for cash transactions, to receive cash credits, store credit, or to make non-business, personal purchases.

The Purchasing Card is a Visa Credit Card issued by Bank of America. 

Program Regulations

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

What You Can Purchase

In general, the Purchasing Card (Pcard) should be used only for purchases that will be eVA-Excluded. Pcard purchases will be excluded from eVA if :

  1. The purchase can be identified as an eVA-Excluded category, based on a correct expenditure type on the transaction. Please see the Goods and Services Procurement Guide to determine if a purchase is in an eVA-Excluded category, and what expenditure type should be used to identify it as such.
  2. The purchase is made over-the-counter by swiping the card at the place of business.

The Pcard may be used for purchases that are not eVA-Excluded under either of the following two conditions:

  • The purchase is necessary to the mission of the department and there is no other reasonable way in which the purchase can be made.
  • After comparison shopping with UVa Marketplace vendors, taking into account all costs (eVA fees, shipping costs, etc.), the Pcard is the least expensive way to purchase.

Please note that these non-eVA-Excluded transactions will still be considered "Non-compliant" with regard to eVA, and the department will incur the full 2% eVA fee.

Required Payment Method for Certain Transactions

1.  You must use your Pcard with these University Contract Vendors. No other method of payment is allowed.

  • A Goff Limo
  • Abbott Trailways
  • Ambassador Limo
  • AT&T
  • Century Link
  • Charlottesville Self Storage @ Charlottesville
  • Charlottesville Self Storage @ Crozet
  • Colonnade Club
  • Enterprise Leasing Co.
  • Federal Express
  • Hertz Corporation
  • National Car Rental
  • North Charlottesville Self Storage/CW Investments
  • Ntelos
  • Roberts Oxygen
  • Shenandoah Water
  • Staunton Steam
  • Store It Right
  • T-Mobile
  • U Stor It Charlottesville
  • Woolen Mills Self Storage
  • Verizon
  • Virginia Linen 
  • United Parcel Service (UPS)
  • Yellow Cab
  • Zipcar Inc.

2.  You must use your Pcard with the US Post Office. No other method of payment is allowed.

3.  Pre-payment for all mass transit tickets including air, rail, and bus must be paid by the Pcard.  A special procedure must be followed if the price of travel tickets exceeds the individual card holder's established spending limits.

Recommended Payment Method for Certain Transactions

Below are the most common types of purchases that are recommended for payment by a Pcard. See the Procurement Goods and Services Guide for a complete list.

  • Academic Accreditation Fees
  • Advertisements in a newspaper, magazine, TV, or radio
  • Automobile Rentals
  • Bus Charter Service
  • Conference Registration and Training (if NOT paid to a hotel) 
  • Entertainers
  • eVA-Excluded Transactions
  • Food and Catering if purchased Over-the-Counter (if NOT paid to a restaurant and not in lieu of per diem when in travel status)
  • Goods and Services that can only be purchased Over-the-Counter
  • Organizational Dues, Fee, and Licenses
  • Pre-payment for first night lodging deposit. A special procedure must be followed to remove the lodging restriction from the Pcard
  • Storage Services
  • Subscriptions
  • Gift  and Gift Cards (for Employee Recognition Only) 

Gift cards may be purchased on the Pcard if they are for Employee Recognition only.  Please see the Human Resource website on Employee Recognition program.  Please note that all monetary awards (regardless of amount) are considered income for the employee and taxed accordingly.  Gift cards are considered a monetary award.  If it is approved by the department to purchase gift cards for employees, a log must be kept with the cardholder’s documentation with the following information:

  1. List each gift card/gift certificate  unique number
  2. List the gift card/gift certificate amount (i.e.. $10, $20, etc.)  Please Note: If the card/certificate is for a specific type of good or service, at the time of purchase you must be able to assign an individual value per card/certificate
  3. Please note: If the Purchasing Cardholder is unaware of the name of the employee who will be receiving the card, the purchaser is to pass this log to the appropriate person who can complete the employee’s name and then return the completed log to be attached to the cardholder’s purchasing card statement.

Procurement Services will consider the purchase of gift cards/gift certificates for Human Subject Payments on a case by case basis. The department must ensure that the participant does not receive more than $50 per year.  Please email prs-trng@virginia.edu to make the request.

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.

  • For University Employees
  • All UVA Physicians Groups, and non-UVA employees must be sponsored by a University department. The sponsoring department is responsible for setting you up in the University’s Human Resources system. The following information is required to set you up in the system (Questions? Please contact the University's Human Resources Department. Note: For questions about the Pcard program please contact pcardadmin@virginia.edu)
    • Applicant Name
    • Department
    • Applicant Email Address
    • Applicant Phone
    • Applicant SS#
    • Applicant Date of Birth
    • Applicant Gender
    • Applicant Home Address 1
    • Applicant City, State Zip
    • Applicant UVA Organization Code (5 digit code)
    • Supervisor Name

Once you’re set up in the Human Resources system -

  1. It should arrive in 7-10 business days.

Basic Restrictions for Cardholders

  • See  Restricted Purchases.
  • 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 Pcard.  Notify the Purchasing Card Administrator if a merchant refuses to credit the Pcard for returned items.
  • Never allow another person to use your card.
  • Only pay sales tax on prepared foods.

Penalties

Your card may be suspended for up to three months or permanently revoked, if you:

  • authorize a charge in excess of your transaction or monthly limit, or split a purchase in order to circumvent the transaction limit,
  • accept store credit for returned merchandise,
  • knowingly allow another person to use your card,
  • purchase a restricted item,
  • pay sales tax other than prepared foods,
  • do not follow proper documentation procedures.

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 security code, which is your three digit agency number and six digit date of birth (ex. 207mmddyy).

Agency Codes:

University's College at Wise = 246
Southwest Center = 948
UVA = 207

Name Changes

If you legally change your name while holding a Pcard 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 BOA Visa reflecting your changes. Your old card is valid until your new card is activated. Once the new card is activated, destroy the old one.

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 on-line application. 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 BOA Visa as soon as possible. They will deactivate your card and issue another one. Be sure to notify the Purchasing Card Administrator after you contact BOA Visa.

Fraudulent Charges

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

Disputes with Vendors

For disputes such as over billing (not fraud) with vendors, make good-faith efforts to settle a claim for purchases directly with the merchant.  If assistance from Bank of America is required, please follow these steps:

1. Call the BOA Dispute Department to notify them first.  (800) 410-6465

2. Complete the Dispute form and fax it to (888) 678-6046.  This must be done within 60 days from the billing close date.  *Please note:  Only the cardholder needs to sign the dispute form.  "Authorized Participant Signature" may be left blank.

3.  Keep a copy of the Dispute form with your statement as documentation.

You may also call the Dispute Department to check the status of your dispute.  Notify the Purchasing Card Administrator if a merchant refuses to credit the Pcard for returned items.

Leave of Absence

If you will be on leave from the University, you must notify the Purchasing Card Administrator by submitting the Pcard Change Request form to have your Pcard suspended.  Once you return, you must notify the Purchasing Card Administrator by submitting the Pcard Change Request form to have your Pcard reactivated.

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 form to have it cancelled.

Cancelling 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 the card is destroyed. Please do NOT return cancelled cards to the Purchasing Card Administrator.