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Purchasing Card Basics

Note: If you have questions or need help, please contact the University's Purchasing Card Administrator at pcardadmin@virginia.edu or 434-924-4212.  For emergencies after 5:00 p.m. Monday - Friday and weekends send an email to djh2c@virginia.edu or call 434-989-8441.

Important Information on Card Fees:

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.

As a result of a legal settlement to resolve claims brought by a group of U.S. merchants, merchants in the U.S. and U.S. territories may add a surcharge to certain credit card transactions, starting January 27, 2013. Merchants who choose to surcharge must follow consumer disclosure and other requirements agreed to as part of the settlement. Please notify the Purchasing Card Administrators if you discover a merchant has added a surcharge to your transaction.

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 or using it with a local merchant.

 

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

  • The purchase is from a vendor you only plan to use one time and the vendor is not in the University's vendor file.
  • The purchase is necessary to the mission of the department and there is no other reasonable way in which the purchase can be made, such as purchases that can only be made on the internet.
  • 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.

For more instruction on using your card, see  Using The Purchasing Card.

Required Payment Method for Certain Transactions

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

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  
  • Entertainers
  • eVA-Excluded Transactions
  • Food and Catering if purchased from local merchants or 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 from local  merchants or Over-the-Counter
  • Organizational Dues, Fee, and Licenses
  • Storage Services
  • Subscriptions
  • Gift  and Gift Cards are allowed under the following circumstances:

Gifts and Gifts Cards to Human Subjects

-- IRB approval is required prior to purchase.   Please see the appropriate IRB website http://www.virginia.edu/vpr/irb/hsr/index.html or http://www.virginia.edu/vpr/irb/index.html to ensure IRB policies are followed.

Gifts and Gift Cards to individuals eligible for the University’s Human Resources’ Employee Rewards & Recognition program.

-- For Classified and University Staff Only

-- Obtain University Human Resources’ approval prior to purchase to ensure it is taxed appropriate.

-- Use one of these expenditure types:

"Emp, Recognition Awrd-Non Txbl"

"Employee, Recognition Awards"

"Employee, Suggestion Awards"

Gifts and Gift Cards to individuals NOT eligible for the University’s Human Resourcess Employee Rewards & Recognition program. This includes gifts to faculty.

-- Only on local funds

-- Dean/VP approval is required if over $400

-- Gifts of any amount to students also require prior approval from Office of Student Services

-- Obtain University Human Resources’ approval prior to purchasing gifts for faculty to ensure it is taxed appropriate.

To properly account for gift cards, the cardholder should keep a log of the following information:

List each gift card/gift certificate  unique number

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

Please note: If the Purchasing Cardholder is unaware of the name of the individual who will be receiving the gift card, the purchaser is to pass this log to the appropriate person who can complete the individual’s name and then return the completed log to be attached to the cardholder’s purchasing card statement.

 

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 and linked to a supervisor that is a University employe in the Integrated System. 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. Please fax the required information to Effie Coliukos in University Human Resources at fax number 434-243-6135.  For security purposes we cannot accept the information by email.
    • 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 (must be a UVA employee)
  • If you have questions about this required information, please contact the University's Human Resources Department.
  • Once you’re set up in the Human Resources system -
  • Applicants must first take the University of Virginia Purchasing Card (Pcard)Training for Cardholders
  • The Authorizer, which is your Human Resources supervisor unless they have delegated this role to another person, must take the training University Of Virginia Purchasing (Pcard) Training for Authorizers
  • Once both you and your Authorizer are trained you will be able to access the Application for the University Purchasing Card.
  • Your card should arrive 10-12 business days.

Basic Restrictions for Cardholders

  • See  Restricted Purchases.
  • You may not have more than one card active at any given time.
  • Never allow another person to use your card.
  • 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.
  • You are not allowed to prepay for gasoline because the receipt will not provide details of the purchase. If for some reason your P-Card will not work at the pump, you should either move to another pump that will accept the P-Card or show the store personnel that you're paying with a UVA credit card and have him/her process the transaction after the gasoline is pumped so all the details will appear on the receipt.
  • 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 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 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 immediately. They will deactivate your card and issue another one. Be sure to notify the Purchasing Card Administrator after you contact BOA.

Disputes with Vendors

If you see an incorrect charge on your Pcard statement such as over billing (not fraud), make good-faith efforts to settle error directly with the merchant.  If assistance from BOA 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.