SUPERVISOR’S T&E CARD RESPONSIBILITIES
Supervisors must ensure that cardholders make allowable purchases and follow card procedures. Please review the Guidelines for Using the T&E Card. The “Cardholder’s Responsibilities” and the “Authorizer Responsibilities” sections provide an overview of requirements that must be overseen by supervisors. Also, please view the T&E Card Website to become familiar with the provided resources.
SUBMITTING T&E CARD EXPENSES
Cardholders are required to expense their T&E card transactions in the Workday Expenses Module within 30 days of purchase. Supervisors will be copied on reminder emails if a cardholder has late transactions. Ensure that cardholders complete their transactions on time and coordinate with your department’s Expense Ambassador if assistance is needed.
MAKING CHANGES TO AN EXISTING CARD
To make changes to a card, cardholders or supervisors must submit a Card Change Request Form for:
- Reporting a Leave of Absence
- Enabling Cash Withdrawal
- Changing Spending Limits
- Ordering a Card Replacement
- Name Change
- Canceling a T&E Card
Leave of absence - Report if a cardholder will be on leave for more than three (3) weeks. Cards must be suspended to keep them secure. Charges should be placed on another T&E Card during this period.
Spending limits - A cardholder’s spending limit is set based on their application. Limits can be adjusted permanently or temporarily as needed.
CANCELING A T&E CARD
Cardholders must cancel their T&E Card when leaving the university. The employee or supervisor must submit a Card Change Request Form to cancel the card. The card should then be destroyed and discarded.
Supervisors should confirm all transactions are expensed before the cardholder’s departure. If an employee departs with outstanding transactions the supervisor should coordinate with the department Expense Ambassador to submit transactions.
REPORTING T&E CARD MISUSE
If a cardholder misuses their T&E Card or fails to follow card procedures, the department may cancel the card. Suspected intentional misuse must be reported to [email protected].
CONTACTS FOR CARD ASSISTANCE
For card questions contact [email protected]. Cardholders can also contact Bank of America 24/7 using the number on the back of their card. One or more of the following details are required for verification to speak to a Bank of America representative:
- Verification ID: The 9-digit employee ID number, found in Workday and on the back of the UVA ID card.
- Card’s Billing Phone Number
- Card’s Billing Address
The card’s billing address and phone number can be viewed using the Active Cardholder Search tool.
ADDITIONAL RESOURCES
Goods & Services Guide: View allowable T&E Card Purchases and alternate payment options.
Outstanding Card Transactions: Review information about aging T&E Card transactions that must be expensed.
Declined Transactions: Instructions to view and resolve T&E card transactions that are being declined.