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WHAT IS THE TRAVEL AND EXPENSE
CARD?
It is the combination of all card programs into
one!
State Pcard Program
Local Funds Pcard Program
individual liability Travel Card Program
Result of streamlined and simplified policies
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WHAT IS THE TRAVEL AND EXPENSE
CARD?
We are migrating Local Funds Pcards and
individual liability Travel Cards into the State
Pcard Program
The State Pcard (Visa) is the Travel and
Expense Card Program
Chip and PIN cards
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TRANSITION FOR CARDHOLDERS
Email sent to Local Funds Cardholders
Additional email when cards have been ordered and
when to expect them
Card with same spend limits and restrictions
removed
Email sent to current Visa cardholders
Will need to request Restaurant or Hotel restriction
to be removed using the Card Change Request form
Travel Cardholders will receive email notification
from the Cashiers Office soon
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TRAVEL AND EXPENSE CARD
eVA excluded expenditure
Over the counter transaction
Required “Payment by Card” Vendors
The purchase is from a vendor you only plan to
use one time and the vendor is not in the
University's vendor file
Preferred Payment Method for Certain
Transactions
Travel expenses
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TRAVEL AND EXPENSE CARD
Examples of allowable travel expenses for Employee or
Guest:
Lodging
Actual meals instead of per diems
Car Rental (for employees only)
Gasoline for car rentals and University owned vehicles
Tolls
Parking
Internet
Mass Transit Tickets(air, rail, bus)
Shuttle and Taxi
Conference Registration Fees
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TRAVEL AND EXPENSE CARD
Meal expenses:
Catering in Charlottesville area- The preferred
method to purchase catering is with America To
Go or one of the University’s Internal Service
Providers.
Catering outside of Charlottesville area- the
preferred payment method is the University’s
Travel and Expense Card
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TRAVEL AND EXPENSE CARD
Meal expenses:
Business Meals eaten in a restaurant – the
preferred payment method is the University’s
Travel and Expense Card. Supporting
documentation must include business purpose
and name and affiliation of participants.
Follow meal limit from the Rate Guide for the
location of meal.
Alcohol purchases must be charged to local
funds.
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TRAVEL AND EXPENSE CARD
All you have to do:
Follow the new Travel, Meals, and
Entertainment Expenses Incurred on Behalf
of the University—Policy ID: FIN-004
If you can get reimbursed for it, it can go on
the Card
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DOCUMENTATION
Itemized receipts are required for expenses $75
or more.
Receipts for hotel and car rental are required
regardless of dollar amount.
For mass transit tickets, invoice/itinerary that
shows all times of departure, flight numbers,
class of service, fare basis, ticket number or
confirmation number, and cost of ticket, along
with proof of payment (i.e., card being charged).
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WHAT IS COMING IN JULY 2016
Card transactions will be reconciled in
ExpenseUVA
Expense transactions daily
No more paper statements
Let’s take a sneak peak at what this will look like…
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