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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

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 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.

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.

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. Following the posting of transactions, each month you will receive a Visa statement in the mail at your work address. The statement must be reconciled to your transaction log, matching up receipts and packing slips. After your supervisor signs off on your statement, 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.

Preferred Payment Method for Certain Transactions

  • Academic Accreditation Fees
  • Advertisements in a newspaper, magazine, TV, or radio
  • Colonnade Club
  • Verizon-Alltel
  • Enterprise Leasing Co. and Hertz (University Contracts Only)
  • Food and Catering if purchased Over-the-Counter
  • Federal Express
  • Goods and Services that can only be purchased Over-the-Counter
  • Pre-payment for conference registration (if NOT paid to a hotel)
  • Pre-payment for all mass transit tickets including air, rail, and bus
  • Professional Organizational Dues, Fees, and Licenses
  • United Parcel Service (UPS)
  • US Postage from US Post Office
  • eVA-Excluded Transactions
  • Gift Cards (for Employee Recognition Only) -

Gift cards may be purchased on the purchasing card 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.  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 (ie $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 PCardholder is unaware of the name of the employee who will be receiving the card, then 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 reconciliation log.

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.

Program Regulations

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

Basic Restrictions for Cardholders - see detailed restrictions

  • 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.
  • 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 Minority Business Enterprise (VDMBE).
  • You must document this solicitation as described under "Documenting Purchases."

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

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. 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: Questions about the Pcard program please contact prs-trng@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
  • Complete and submit the on-line Purchasing Card Application.
  • Log in to IS Employee Self Service, Learner Home and take the online training.
  • 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 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 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 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. 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. 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 Pcard Log and 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 Purchasing Card for returned items.

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.

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