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Travel and Expense Card and ExpenseUVA

NEW! T&E Card Procedure in ExpenseUVA

Beginning April 15, 2017, all posted card transactions will be loaded into ExpenseUVA on a daily basis.  There is a two day delay in transactions showing in ExpenseUVA from the date it posts. For example, transactions sent to ExpenseUVA on 4/21/17 must have posted in Bank of America by 4/20/17.

While cardholders or delegates can submit expense reports as often as they like, it is recommended that you create report(s) and expense transactions throughout the billing cycle and submit a report at least once a month.

T&E Card billing statements typically end on the 15th of each month.  Cardholders will be expected to have transactions that post by the cycle end date fully expensed, submitted and approved by the end of that month.  Reminder emails will be sent to cardholders  if card transactions are not submitted by the end of the month.

Travel and Expense Card Billing Dates for 2017 (Note: Monthly spending limits are based on the Card billing Cycle.)

Month

Starting Date

Closing Date

Submit by:

May

April 15, 2017

May 15, 2017

May 31, 2017

June

May 16, 2017

June 15, 2017

FY17 Year End June 20, otherwise, June 30, 2017

 July

 June 16, 2017

July 14, 2017

July 31, 2017

August

July 15, 2017

August 15, 2017

August 31, 2017

September

August 16, 2017

September 15, 2017

September 29, 2017

October

September 16, 2017

October 13, 2017

October 31, 2017

November

October 14, 2017

November 15, 2017

November 30, 2017

December

November 16, 2017

December 15, 2017

December 22, 2017

 

Training on Reconciling Card Transactions in ExpenseUVA

Expertise on ExpenseUVA is available in your area!  Each school/unit has ExpenseUVA Ambassadors who have been working on rolling out the new system within your area.  Your Ambassadors are happy to help you with questions on expensing transactions within the new system.   Use the Find Your Ambassador link in the ExpenseUVA section of our webpage to find out who the ambassadors are in your school or unit.

Training is also available, online and on-demand.  Use the Training link in the ExpenseUVA section of our webpage to access training videos and print training materials through Integrated System Learner Home.  All training is categorized based on role and task, so you can find the info you need quickly and easily. Sections and Job Aids for Cardholders to review are:

  • Delegate Job Aids- It is recommend that all cardholders designate a delegate for their card transactions as a backup.

Authorize a User to Work for You
Remove a Delegate

  • Email Memo Job Aids- Take pictures of receipts and email them in or upload directly into ExpenseUVA from your phone.  Email to receipt@chromefile.com .

Email Memo
Plain Text Email Memo
Email Memo with Receipt

  • Credit Card Item Job Aids

Credit Card Items
Add an Item
Sort and Edit Items

  • Merge Transactions Job Aids- Learn how to make the system work for you!  If you have been sending in receipts to receipt@chromefile.com as you go, most transactions will auto-merge with your documentation.

Merge Credit Card Transactions System Merge
Merge Credit Card Transactions Manually
Unmerge Credit Card Transactions Merged in Error

There will be ExpenseUVA Labs where you can bring your work and get help while you do it!  Search for courses called ExpenseUVA: Lab in Leaner Home in the Integrated System.

What Receipts Need to Be Sent to ExpenseUVA?

  • University funds: All receipts are required for non-travel expenses, air and rail tickets, lodging, and car rentals regardless of the amount. Receipts are not required for other travel and entertainment expenses less than $75.
  • Grant funds: Follow the University funds receipt requirements unless your grant specifies otherwise.
  • Itemized receipts are required for all transactions made on behalf of students and non-employees.
  • If goods or services are not received by the cardholder, the documentation must be signed and dated by the receiving person.

Personal Transactions Made on the T&E Card

If a personal transaction is made on the card, you have to ability to mark all or part of a transaction as “Personal” in ExpenseUVA.  There is no need to write a check back to the department.  Personal transactions will be deducted from the cardholder’s Payroll. 

For Non-Employee cardholders, the personal transaction will be charged to the Sponsoring Department’s PTAO listed on the “Add Non-Employee to ExpenseUVA” form by cost transfer.  It will be the Sponsoring Departments responsibility to obtain a refund from the cardholder.

Other Card Related Issues in ExpenseUVA

Single Transaction with Multiple Expense Types

A single T&E card transaction cannot be split to different expense types in ExpenseUVA. For example, if an employee award gift and office supplies are purchased in a single transaction it can only be charged to an “Equipment and Supplies” or “Special Payment tile” expense tile.  It is recommended that these be made in separate purchases. ExpenseUVA does provide the ability to split single transactions between multiple PTAO combinations.

Cardholders Who Have Left the University

All expense reports must be approved by the Expense Owner.  If credit card transactions have been expensed for a cardholder who is no longer with the University, the department can request that the expense report be reassigned to another Academic employee for approval.  Please send requests to card@virginia.edu

Fraudulent Transactions

If there are fraudulent transactions on the card they should be expensed to the same tile that  will be used for the credit.  It is recommend that you use the Travel Other expense tile so that you are not charged eVA fees.  The description of the transaction should indicate that is a fraudulent transaction and a credit will be issued.