What purchases are allowable and restricted on 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 a correct expenditure type on the transaction. Please see the Goods and Services Procurement Guide to determine if a purchase is in an eVA-Excluded category, and what expenditure type 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 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
  • Organizational 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 University Travel and Expense Card may NOT be used for:

  • Personal Use
  • 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
    • Person-to-person payment services such as Venmo and PayPal
      • PayPal is only allowed as a payment method to registered business accounts, but not to individuals.
    • GoFundMe
  • 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.
  • Any of the following:
    • ammunition
    • boats
    • carpet
    • firearms
    • prescription drugs
    • radioactive materials
    • renovation/construction services
    • security systems
    • tent rentals or purchases (non-camping)
    • vehicles
    • window treatments
Payments & Expensing
T&E Card