Applying for a T&E Card

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Thank you for your interest in applying for a Travel & Expense Card!

The T&E card is a one card solution that allows the cardholder to make small dollar purchases of goods, services, and travel expenses. This is  the preferred method of payment for all employee initiated travel, meals, and entertainment expenses for the following reasons:

  • Does not incur international fees, cash withdrawal fees, or sales tax on goods and services where applicable.
  • VISA provides cardholder additional assistance, insurance, and services for purchases paid with a Travel and Expense Card.

 

The application process and requirements are dependent on your status with the University. Please choose the correct category below and follow the steps to begin the application process.

 

Due to the University's remote work environment, we are offering the option of having your new T&E card mailed to your home address. 

  • If you would like to utilize this option, please note your home address on the application where specified. Email Card@virginia.edu with any questions.

Academic Employees

  1. You must complete training before you will be able to access the card application. This training is completed in Workday.
  2. Once your training is complete, you will receive the link to access the application on our website.(or click the link below if you have already completed training.)
  3. The application must be approved by the Authorizer. The Authorizer is the Human Resources supervisor by default.
  4. Once the T&E Card Administrator receives notification that your cardholder training and application have been completed,  your card will be ordered and you will receive notification that your card is on the way.
  5. The card will be mailed to the cardholder's departmental address indicated on the application. It should arrive in 7-10 business days.
  6. The card must be activated within 30 days of receipt.

 

Employee Application

Non-Academic Employees

  1. A sponsoring Academic Department employee must complete the application form. 
  2. Upon submission, the non-employee will be emailed a link to access cardholder training.
  3. The University's Card Administrator will be notified once training is complete and will order the card. The card will be mailed to the cardholder's departmental address. It should arrive in 7-10 business days.
  4. The card must be activated within 30 days of receipt.
  5. A University employee will need to be delegated to reconcile the non-employee's Travel and Expense Card Transactions in ExpenseUVA.

 

Non-Academic Employee Application

Students

  1. A sponsoring Academic Department employee must complete the application form (must be the student).
  2. Upon submission, the student will be emailed a link to access cardholder training.
  3. The University's Card Administrator will be notified once training is complete and will order the card. The card will be mailed to the cardholder's departmental address. It should arrive in 7-10 business days.
  4. The card must be activated within 30 days of receipt.
  5. A University employee will need to be delegated to reconcile the student's Travel and Expense Card Transactions in ExpenseUVA.
Next Steps

Activate your card

Call the number provided on the sticker on the card.  Enter the 16 digit card number and verification code.  The verification code is the cardholder’s University ID - nine-digit number on the back of the University ID card. Card activation must be completed within 30 days of receipt of the card.

 

Register Your PIN

Travel and Expense Cards are Chip and PIN enabled. The embedded microchip provides enhanced fraud protection and increased global acceptance. The four-digit PIN number will come in a separate mailer from the credit card. Follow these instructions: https://travelandexpense.procurement.virginia.edu/sites/travelandexpense/files/OnlinePINCheckRegistrationAndLoginInstructions.pdf

Cardholders can customize their Personal Identification Number (PIN) using our online tool, Global Card Access.

1.    Login or register your card using Global Card Access https://spacardportal.works.com/

2.     Choose the Change PIN option

3.     Select a new PIN for your account

 

For more information about Chip and PIN cards: https://travelandexpense.procurement.virginia.edu/sites/travelandexpense/files/ChipPINCardholderBrochure2015.pdf

 

Changes to Cards

Please submit the Card Change Request form for the following cardholder changes: Cancel a card*, adjusting spending limits, going on a leave of absence, or updating the name* on a card due to a legal name change.

  • *Cancel a Card- All T&E Card transactions must be submitted first in ExpenseUVA before submitting a request to cancel the card. Please destroy the card and throw it away once it is canceled.
  • *Name ChangeWe are able to process name changes by closing your current account and opening a new account. Please submit a “T&E Card Change Request” form and select “Other” to request a name change.  The name change will be confirmed based on your updated name in Workday.  Please note that once you submit a request form for a name change, there will be a lapse of one to three days between the time your current card account is closed and your new card arrives.  To reduce the interruption in your card services we will request that your new card be sent via express delivery. 

 

Lost/Stolen Card, Fraudulent Charges, and Disputes

Please contact Bank of America as soon as possible if a card is lost or stolen, has fraudulent charges, or if there are disputes over charges.

  • If the card is lost or stolen, please call 888-449-2273 for a replacement card and new account.

  • If there are fraudulent charges please call BOA Fraud Department at (866) 500-8262.
  • To initiate a dispute, please call the BOA Dispute Department at (855) 521-1795.

 

Procedure for Academic Employee T&E Cardholder when Transferring Departments

If you will need a T&E Card in your new role please follow the steps below.

  1. Complete the card change request form to cancel your existing card. Wait until you receive notification that your card has been canceled before beginning step 4.
  2. Remove your card from any recurring charges such as subscriptions or auto-billed accounts and TravelUVA profiles.
  3. All transactions from the current department must be expensed in ExpenseUVA before you can apply for a new card for your new department.
  4. Complete a new Travel and Expense Card Application. Please note: If your card training is current, you will not need to complete training again to obtain a new card.  It may take 2-3 business days before the application is populated with your new department's information.
  5. The Authorizer must approve the application and is the Human Resources supervisor by default.

Once the new HR supervisor has approved the application, the University Card Administrator will email you confirmation that your new card has been ordered.

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