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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 withdrawal 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 card@virginia.edu or 434-924-4212.

Academic Employee Procedure for Obtaining a Travel and Expense Card

  1. Complete the Application for a Travel and Expense Card. Please note - if you are a new employee with the University it may take two -three business days before the application is available to you.
  2. The application must be approved by the Authorizer. The Authorizer is the Human Resources supervisor by default but can be delegated to another person.
  3. At the end of the application, follow the link to complete cardholder training. Once the T&E Card Administrator receives notification from Workday that your two-part cardholder training has been completed, your card will be ordered and you will receive notification that your card is on the way.
  4. The card will be mailed to the cardholder's departmental address indicated on the application. It should arrive in 7-10 business days.

 

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 will be emailed a link to take the 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. A University employee will need to be delegated to reconcile the non-employee's 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 University ID - nine digit number on the back of the University ID card.

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 888-449-2273 for a replacement card 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.

Procedure for Academic Employee T&E Cardholder when Transferring Departments

  1. If you will not need your card or do not know if you will need a card in your new role, complete the card change request form to cancel your card.
  2. If you will need your card in your new role, email card@virginia.edu to make the University Card Administrator aware of the change in departments so that your card can be suspended until the new department approves the new application. If your new department does not approve your application within 30 days, your card will be cancelled.
  3. All transactions from the current department must be expensed in ExpenseUVA before your card will be reactivated under your new department.
  4. Remove your card from any recurring charges such as subscriptions or auto-billed accounts and TravelUVA profiles for travelers other than yourself.
  5. Complete a new Travel and Expense Card Application which will update your information in the system. Please note - when changing from current department to a new department it may take 2-3 business days before the application is populated with your new information.
  6. The Authorizer must approve the application. The Authorizer is the Human Resources supervisor by default but can be delegated to another person.

Once the the new HR supervisor has approved the applcation, the University Card Administrator will email you confirmation that your card has been reactivated and is ready to use.

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.