Skip to Content

Home >> Travel and Expense Card >> Travel and Expense Card and ExpenseUVA

Travel and Expense Card and ExpenseUVA

 

 

T&E Card Procedure for Expensing Transaction

 

All card transactions must be expensed in ExpenseUVA within 10 days of receipt.   All posted card transactions will be loaded into ExpenseUVA on a daily basis.  There is normally a two day delay in transactions showing in ExpenseUVA from the date they posts. For example, transactions sent to ExpenseUVA on 9/21/17 must have posted in Bank of America by 9/19/17.

Cardholders or delegates can submit expense reports as often as needed, but must submit at least every 10 days.

Cardholders will receive a reminder email if they have transactions that have not been expensed and submitted within 10 days. If transactions are not expensed the cardholder’s card may be suspended.

Training for Reconciling Card Transactions in ExpenseUVA

Training is 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

Expertise in ExpenseUVA is available in your area!  Each school/unit has ExpenseUVA Ambassadors available to assist you and provide additional training if needed.   Your Ambassadors are happy to help you with questions about 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.

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

What Receipts Are Required for 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

Personal transactions should not be made with your T&E card, including when Mixing Personal Travel with University Paid Travel. Your card may be suspended and additional training required, if three personal transactions occur in the same year.

University Employee Cardholders:  If a personal transaction is made on the card, you MUST mark the transaction as “Personal” in ExpenseUVA. Personal transactions will be deducted from your Payroll. 

Non-Employee Cardholders:  If a personal transaction is made on the card, you MUST mark the transaction as “Personal” in ExpenseUVA. 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.

Please follow these steps in ExpenseUVA:

  • Create an expense report in ExpenseUVA for the card transactions as usual
  • If the entire card transaction is personal, mark it as personal. 
  • You will note that the Allocation will default with “PERSONAL MATTER.” This will deduct the amount of the transaction from the cardholder’s next paycheck and credit the University’s clearing account that paid for the Bank of America invoice.
  • If part of the card transaction is personal, do not mark as personal, but add the “PERSONAL MATTER” allocation from the list of values for the part that is personal. This will deduct the amount of the transaction from the cardholder’s next paycheck and credit the University’s clearing account that paid for the Bank of America invoice.
  • Please note: 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.
  • In the Description indicate that card was used in error for a personal expense.
  • Once approved by the expense owner (cardholder), it will export to Payroll for the deduction.

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.


 

What To Do If A T&E Card Receipt Is Expensed As A Reimbursement?

If you mistakenly expense a receipt for a card transaction as a reimbursement.  Which means you received a reimbursement when you were not due it. Please follow these steps to correct:

 

  • Create an expense report in ExpenseUVA for the card transactions you were reimbursed. Mark the transaction as personal.  You will note that the Allocation will default with “PERSONAL MATTER.” This will deduct the amount of the transaction from the cardholder’s next paycheck and credit the University’s clearing account that paid for the Bank of America invoice.
  • Please note: 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.
  • In the Description indicate that the card transaction (s) was expensed as a reimbursement in error.

 

 

  • Once approved by the expense owner (cardholder), it will export to Payroll for the deduction.