Guidelines for using the T&E Card

The T&E card should be used only for purchases that will be eVA-Excluded and not currently provided by a strategic contract vendor. Card purchases will be excluded from eVA if:

1. The purchase can be identified as an eVA-Excluded category, based on the correct spend category on the transaction. Please see the Goods and Services Procurement Guide to determine if a purchase is in an eVA-Excluded category, and what spend category should be used to identify it as such.
2. The purchase is made over-the-counter by swiping the card at the place of business or using it with a local merchant.
3. For all travel expenses.

    

The card may be used for purchases that are not eVA-Excluded under either of the following three conditions:

1. The purchase is from a vendor you only plan to use one time and the vendor is not in the University's vendor file.
2. The purchase is necessary to the mission of the department and there is no other reasonable way in which the purchase can be made, such as purchases that can only be made on the internet.
3. After comparison shopping with UVA Marketplace vendors, taking into account all costs (eVA fees, shipping costs, etc.), the Card is the least expensive way to purchase.

4. Please note that these non-eVA-Excluded transactions will still be considered "Non-compliant" with regard to eVA, and the department will incur the full 2% eVA fee.

The University Travel and Expense Card may NOT be used for:

• Personal Use
• Companion Travel Expenses
• Purchases from, or payments to, any of the following:
  • Employees of the Commonwealth of Virginia
  • Home rental services such as Airbnb, VRBO, or HomeAway
  • eBay
  • GoFundMe
  • Person-to-person payment services such as Venmo, PayPal, and Cash App
    • PayPal is only allowed as a payment method to registered business accounts, but not to individuals
  • Western Union, MoneyGram, or other money transfer services
• Purchases on Hospital Accounts
• Moving & Relocation Expenses
• Purchases of ETF Equipment
• Purchases of Capital Equipment (cost of $5,000 or more)
• Purchases that require a Contract.  Someone from PSDS must sign all contracts.
• For any of the following items:

You must use your Travel and Expense Card with these Vendors. No other method of payment is allowed.  Please see the Contracts page to review the details of these vendors.

The Following Purchases Should be Made on the Card When Possible:

• Any transaction with a vendor you plan to use one time and they are not already in the vendor file

• Academic Accreditation Fees

• Advertisements 

• All local, state, and federal government agencies

• Conference Registration and Training  

• Entertainers

• eVA-Excluded Transactions

• Gift Cards for paying Research Participants (Human Subjects)

• Goods and Services that can only be purchased from local  merchants or Over-the-Counter

• Professional Organization Dues, Fee, and Licenses

• Public Utilities (electric, natural gas, water, sewer)

• Storage Services

• Subscriptions

• Travel Expenses

• Utilities (cable, satellite, internet, land phone, cell phone, mobile data)

The Travel and Expense Card can be used to pay for allowable travel expenses and meals.To see what travel and meals expenses are allowed see Travel, Meals, and Entertainment Expenses Incurred on Behalf of the University—Policy ID: FIN-004.

• Examples of allowable travel expenses for Employees or Non-Employees with a bonafide business purpose:
  • 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
•   Meal expenses: 
  • Catering in the Charlottesville area- for local/ on-grounds catering, use America To Go or one of the University’s Internal Service Providers.
  • Catering outside of the Charlottesville area- the preferred payment method is the University’s Travel and Expense Card
    • Catering cannot be reimbursed (see FIN-004).
  • Business Meals eaten in a restaurant – the preferred payment method is the University’s Travel and Expense Card. Include business purpose and name and affiliation of participants.
  • $75 daily limit for business meals.
  • Alcohol purchases must be charged to local funds.
  • Please see Food Purchases at UVA for when to pay sales tax.

Transactions that are personal in nature should not be paid with the Card. Such items may include:

• Any expenses related to the personal negligence of the traveler, such as a non-canceled hotel reservation.
• Fines (including parking fines, speeding tickets, etc.)
• Loss or damage expenses for personal property, such as lost or stolen articles, damage to personal vehicles, clothing, or other items
• Fees for social or non-mandatory activities at conferences (tours, sports activities, etc.)
• Videos, movies, or mini-bar charged to the hotel bill 
• Vehicle expenses (other than a rental, fuel for rental, parking, and tolls), such as charges to gain entry to a locked vehicle and towing charges
• Travel expenses (including child care) related to family members or companions, unless approved, prior to the expenses being incurred, through a Spend Authorization in Workday
• Expenses for accidents or injuries
• Laundry expenses
• Expenses related to care of the traveler’s family or home (e.g., pet-sitting or house-sitting expenses)

Cash Withdrawals can be made on the Travel and Expense Card for cash-related travel expenses such as traveling to countries with a cash-based economy. Employees may obtain a cash withdrawal when it is the only means of paying for travel expenses. A T&E card and direct payment to service providers should be used before requesting a cash withdrawal. Cash withdrawals are allowed on the travel card only while you are in travel status, or within seven days of an official University business trip. If you do not have a T&E card, we can assist you with obtaining a card within three to five business days. 

• Cash Withdrawals are granted for business travel only and must be approved by the cardholder's Authorizer.
• There are no international or ATM fees from Bank of America; however, it is recommended that travelers locate a Bank of America ATM or international partner ATM to avoid fees from other banking institutions.  For more information, visit https://locators.bankofamerica.com/international.html; or refer to our ATM and Credit Card FAQ. Note: Participation in this program is subject to change, please review participating Financial Institutions prior to travelling internationally and using International Partner ATMs.
• Please keep all receipts when spending money from a cash withdrawal. You will be required to itemize all expenses when you return in Workday Expenses. 
• Expensing a Cash Withdrawal
  • When expensing, use the T&E Cash Withdrawal expense item and itemize all expenses to the relevant expense items with receipts attached.
  • Any unused portion of a cash withdrawal should be retained by the cardholder, itemized in the expense report under the Residual Balance expense item, and marked as "personal" in Workday Expenses so that it will be deducted from your next paycheck.
• Cash withdrawals must be repaid to the University within 30 days from the last date of travel. Failure to repay within 30 days will result in collection which could include payroll deduction. If you have a cash withdrawal that you cannot repay within 30 days from the last date of travel, please contact card@virginia.edu immediately. Payroll deduction could occur as soon as 35 days after the last date of travel. A cash withdrawal cannot be paid from sponsored program funds.

To Request a Cash Withdrawal on the Travel and Expense Card please complete the Card Change Request form: Request Cash Withdrawal.​​​​​

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:

Itemized receipts are required for all transactions made on behalf of students and non-employees.