T&E Card transactions and reimbursements must follow UVA Policies FIN-044 and FIN-004, which prohibit Split Transactions, Personal Transactions, Restricted Purchases, and Duplicate Payments.
The T&E Team will be monitoring expenses for potential misuse.
- Split Transactions: Purchases that are split into multiple transactions, whether on a single T&E Card or across multiple cards, in an attempt to circumvent the T&E Card's transaction limit or requirements to seek competition.
- Personal Transactions: Personal purchases made on a T&E Card. Possible Personal Transactions will be flagged contingent on whether a business purpose for the purchase is documented.
- Restricted Purchases: Purchases of restricted items or from restricted vendors. See the Restricted Purchases section of our Guidelines page.
- Duplicate Payments: T&E Card transactions and out-of-pocket reimbursements that were expensed more than once. These are tracked separately from the Split, Personal, and Restricted categories.
The T&E Team audits T&E Card transactions and reimbursements for misuse monthly and will reach out to employees if any potential misuse is found.
If you receive an email from the T&E team inquiring about a transaction, please reply promptly. Any cardholders that do not respond after 10 business days will automatically receive an occurrence. This doesn’t include employees who are on leave or out of office.
Employees with confirmed misuse will receive an email informing them of their occurrences and/or violations as well as any action that needs to be taken. These actions may include reimbursing the University for any funds that were incorrectly disbursed, following Policy FIN-005.
- Ensure you are paying with the correct card when mixing personal purchases with business purchases.
- Utilize the T&E Card Change Request form to increase your T&E card limit, if needed.
- Review restricted vendors and items in the Guidelines for using the T&E Card.
- When expensing T&E Card transactions, ensure you have linked each specific transaction to the report so that you don’t accidentally reimburse yourself.
The intent of this program is to encourage learning and compliance with FIN-044, FIN-004, and FIN-005. Our hope is to not have to suspend or cancel T&E Cards. Review is necessary to reduce the University’s vulnerability to loss of funds, mistakes, and fraud.
Moserah Nkosi
