1. TRAVEL AND EXPENSE CARD 1

2. 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 2

3. 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 3

4. 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 formCard Change Request form  Travel Cardholders will receive email notification from the Cashiers Office soon 4

5. 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 5

6. 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 6

7. 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.America To GoInternal Service Providers  Catering outside of Charlottesville area- the preferred payment method is the University’s Travel and Expense Card 7

8. 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.Rate Guide  Alcohol purchases must be charged to local funds. 8

9. 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-004Travel, 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 9

10. 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). 10

11. 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… 11

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