University Travel Card
Annual Training Program
Travel Card Coordinator
Phone: (434) 924-7070
The Travel Card is …
• A program administered by the State Department of Accounts
• A convenient means for charging travel-related expenses while
conducting official University business OR reimbursable
business and recruitment meals when the card holder is not
in travel status
• A means for requesting Traveler Checks for business purposes
prior to travel
GE MasterCard Travel Card benefits include:
• Travel accident insurance
• Baggage insurance
• Rental car insurance
• Roadside assistance
• Legal referral service
• Medical assistance
• A 24-hour hotline for travel assistance
Note: These benefits are only available when the Travel
Card has been used to purchase the travel services.
(Such as the plane ticket, rental car, etc.)
Who is Eligible?
• All University (Academic and Research Division) full-time
faculty and classified staff who travel two or more times per
year on University business
• Written approval is required for other University employees,
such as part-time faculty and staff, teaching and research
assistants and graduate students
• Foundation employees are not eligible
• UVA Wise and Medical Center employees may be eligible for
their own program
Which purchases are allowed?
Travel Cards may only be used to pay for official University
expenses relating to…
• reimbursable travel incurred while an employee is in travel
- Car Rental/Gas - Restaurant Meals - Hotel Stays - Parking and Tolls
- Airline Tickets & Registration Fees (If a Purchasing Card is not available)
• reimbursable business and recruitment meals regardless of
whether you are or are not in travel status
Which purchases are NOT allowed?
Purchases that are NOT allowed on the Travel Card include…
• Personal charges
Such as: - Alcohol purchases - Groceries - Other non-University
• Non-meal business expenses while the cardholder is not in travel
Such as: - Copying Services - Express Mail - Books/Subscriptions
Reminder: All purchases must comply with current state travel
guidelines. These types of expenditures are cause for a Travel
Card to be cancelled.
• The Travel Card holder is PERSONALLY LIABLE for any charges
made with their card, and will be billed directly by the credit card
issuer for payment.
• The Travel Card is not a revolving credit card, so each bill must be
paid in full within 30 days of the billing statement cutoff date,
regardless of any disputed charges or if reimbursement has been
received. Travel Cards not paid within 60 days will be
automatically suspended by the credit card issuer.
• The Travel Card must not be used to circumvent Procurement
guidelines or when the Purchasing Card is the proper method of
• Travel purchases must comply with the State regulations in effect
at the time of travel. Visit the Travel section of the Procurement
Services website for up-to-date information.
• Whenever possible, travel vouchers for reimbursement must be
submitted with original receipts within one week of incurring the
Travel Card Termination
A Travel Card may be cancelled if…
• It has been inactive for 12+ months
• There has been improper use, such as:
- Personal use
- Business use
when a purchase was not allowed (Slide 6: What purchases are
when a Purchasing Card was the proper purchasing method
• The account has not been paid within 90 days of the due date
• There is a consistent history of:
- Delinquent payments
- Dishonored checks
• The Travel Card holder:
- Files for bankruptcy
- Exceeds maximum charge limits
- Requests cancellation
- Is no longer employed by the University
• Employees who have had their card cancelled due to improper use
or late payment will NOT be eligible for any travel advance funds
from the University.
• Whenever possible, Airline Tickets and Conference Registration
Fees should be paid for using a Purchasing Card since travel
expenses will not be reimbursed until the travel has been
• Statements will be mailed to the address listed on the cardholder
• Card purchases will be audited monthly to ensure compliance.
• The monthly limit is set at $3,000.
• Travel Cards must be returned to the Travel Card Coordinator
upon request or termination of employment.
• Travel Card holders who are conducting overnight travel may
request Traveler’s Checks for business use.
• Traveler’s Checks are available in the following package amounts:
- $150 - $200 - $300 - $500
• Employees taking day trips or who are not members of the Travel
Card program are not eligible for Traveler’s Check purchases.
• Traveler Check purchases in excess of $50 per day require
A Travel Cards will not be issued to a cardholder until:
1. An original application has been received and approved by the
Travel Card Coordinator.
2. The cardholder has received credit for completing this training.
To receive credit:
- Click here
- Login to NetBadge with your email ID and password
- Agree that you have read and understand the training
- Click Submit
3. A cardholder agreement has been signed and received by the
Travel Card Coordinator at the time of card issuance.
• UVA – Revenue & Collections
– Email our Travel Card Coordinator: email@example.com
– Travel Card Policy: http://www.virginia.edu/finance/polproc/pol/vib10.html
• UVA – Procurement Services
– Information on the Current Travel Regulations:
– Goods & Services Procurement Guide:
– Purchasing Card Information
Thank you for completing the annual
Travel Card Training Program!
If you haven’t already done so…
Click here to receive training credit.