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University of Virginia Travel and Expense Card Program (T&E Card)

What is a Travel and Expense Card?

The University offers a “one card” solution (formerly known as the Pcard) that allows the cardholder to make small dollar purchases of goods, services, and travel expenses. The Travel and Expense card combines the previous purchasing and travel card programs into one card. The card is corporate liability, which means the University pays the bill on behalf of the cardholder.

If you already have a Pcard, your card is automatically a Travel and Expense card. 

The University Travel and Expense Card is the preferred method of payment for all employee initiated travel, meals, and entertainment expenses for the following reasons:

  • Does not incur international fees, cash advance fees, or sales tax on goods and services that are exempted from sales tax.
  • VISA provides cardholder additional assistance, insurance, and services for purchases paid with a Travel and Expense Card.

For questions or assistance, please contact the University's Card Administrators at pcardadmin@virginia.edu or 434-924-4212. For emergencies after business hours, please email or call 434-989-4988.

Academic Employee Procedure for Obtaining a Travel and Expense Card

  1. Applicants must first take the online cardholder training.
  2. Complete the Application for a Travel and Expense Card.
  3. The application must be approved by the Authorizer. The Authorizer is the Human Resource supervisor by default but can be delegated to another person.
  4. The University's Card Administrator will order the card. The card will be mailed to the cardholder's departmental address. It should arrive in 7-10 business days.
  5. It is recommend that you contact your department’s Ambassador for additional training or review the Expense Management System - online training on how to reconcile your Travel and Expense Card Transactions in ExpenseUVA.

 

Non-Employee Procedure for Obtaining a Travel and Expense Card (includes Medical Center employees):

  1. A sponsoring Academic Department employee must complete the request form “Add Non-Employee to ExpenseUVA.”
  2. Once a confirmation email is received that the request form is approved, the non-employee may take the online cardholder training.
  3. Complete the Application for a Travel and Expense Card.
  4. The application must be approved by the Authorizer. The Authorizer will be the supervisor listed on the request form.
  5. The University's Card Administrator will order the card. The card will be mailed to the cardholder's departmental address. It should arrive in 7-10 business days.
  6. We recommend that you contact your sponsoring department’s Ambassador for additional training on how to reconcile your Travel and Expense Card Transactions in ExpenseUVA.

After the Card is Received

Card Activation

To activate the card, call the number provided on the sticker on the card.  Enter the 16 digit card number and verification code.  The verification code is the cardholder’s three digit agency number (University's College at Wise = 246, Southwest Center = 948, UVA = 207) plus the cardholder’s six digit employee number. Employee number can be found at the top of Timecard or Payslip in the Integrated System.

Register Your PIN

Travel and Expense Cards are Chip and PIN enabled. The embedded microchip provides enhanced fraud protection and increased global acceptance. The four-digit PIN number will come in a separate mailer from the  credit card. Follow these instructions   http://www.procurement.virginia.edu/form/OnlinePINCheckRegistrationAndLoginInstructions.pdf

For more information about Chip and PIN cards: http://www.procurement.virginia.edu/forms/ChipPINCardholderBrochure2015.pdf

Card Color

All cards ordered after February 25, 2016 will be silver and say "Commercial Card." 


Sample Image of T&E Card

 

Lost/Stolen Card, Fraudulent Charges, and Disputes

Please contact Bank of America as soon as possible if a card is lost or stolen, has fraudulent charges, or if there are disputes over charges.

  • If the card is lost or stolen, please call the number on the back of your card for a replacement and new account.
  • If there are fraudulent charges please call BOA Fraud Department at (866) 500-8262.
  • To initiate a dispute, please call the BOA Dispute Department at (800) 410-6465.

Changes to Cards

Please submit the Card Change Request form for the following cardholder changes: changes to legal name, going on a leave of absence, cancelling the card, or adjusting spending limits, or removing the lodging or restaurant restriction.

Policies and Procedures

Cardholders are responsible for adhering to the regulations in these documents:

 

For more information on how to use the Travel and Expense card see Using the Travel and Expense Card.