Departing Cardholders
Departing cardholders should first submit all T&E Card transactions in Workday. They should then Cancel their Card and return it to their department to be destroyed during the termination process.
Already Departed Cardholders
If a cardholder does not cancel their card prior to departing, another employee can submit the T&E Card Change Request Form to cancel on their behalf. The cardholder’s last 4 digits of their card number (required for the form) can be found on the Active Cardholder Search.
The Active Cardholder Search shows whether a cardholder’s T&E Card is still active and provides their card information
If a departed cardholder has outstanding T&E Card expenses, their Expense Ambassador must submit the expenses on their behalf. Please reach out to your expense ambassador to coordinate if you have identified departed employee T&E Card transactions. Credits can still be received on departed employee T&E Cards after the card has been canceled and will populate in Workday to be expensed.
Instructions for Expense Ambassadors
Expense Ambassadors have access to create reports on behalf of departed employees. A report is run monthly to identify departed employees' T&E Card transactions. The Expense Ambassador for the departed employee’s area is then contacted. If a transaction for a departed employee is identified before a notice is received, please create an expense report using the following instructions:
- Receipt: If a receipt is not available, please enter “departed employee” in the Missing Receipt Justification field.
- Worktags: Please work with the departed employee’s supervisor listed in Workday or other fiscal techs/expense ambassadors within your organization, if needed, to obtain the worktags.
- Approval Routing: Contact card@virginia.edu once the report is submitted so that the T&E team can route it past the terminated employee and monitor that the report is approved.