University Credit Card Program
Our two-card program includes a corporate Master Card and a Corporate Visa Card issued through JP Morgan Chase. The program is designed to provide an efficient way to process orders for university business-related goods, as well as allow departments to make business-related travel purchases. Qualified purchases within a predetermined limit can be charged directly to the cards. All credit card transactions are posted in Workday daily; however, they are posted to the department's budget only after the cardholder allocates the transaction to the cost center and spend categories in Workday.
Program Overview
- Purchase Cards
- Limited to those whose role requires purchasing on behalf of the University.
- Low dollar purchases
- Invoices should not be paid with University Credit Cards
- Travel Cards
- Lodging, Airfare, Train, Car Rental, Uber/Lyft
- Business Meals – local with visitors, guests, donors, or meals while traveling.
- Unexpected Purchases when Traveling
Authorized PCard Use
The University of Richmond Credit Card can purchase office supplies, small replaceable equipment (mouse/keyboard), classroom and laboratory supplies, subscriptions, books, miscellaneous one-time purchases, and travel and entertainment expenses.
Purchases that total less than $10,000 individually or in aggregate meet the "exception" criteria identified in the Procurement Policy, which are on a contract, or that were preapproved by the Procurement Office.
Information Services (IS) should be contacted for any purchases of computer equipment or peripherals.
Please see the Allowable Expense Guide for examples of allowable expenses.
Unauthorized Charges on the PCard
Personal expenses are not allowed on the University of Richmond Credit Card and may result in the suspension of the card. Additionally, items listed on the Non-Allowable Expenses Guide are not allowed on a University of Richmond Credit Card, are not reimbursable, and may not be billed to the University.
In some departments, there may be a need to make purchases that are normally not allowed. In those instances, the department must discuss the need for the exception with the purchasing card program administrator. Card restrictions may be adjusted if the department can justify the exception.
Visit workday.richmond.edu for training materials and FAQs.
Frequently Asked Questions
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Will my personal credit history be checked when I apply for a University Credit Card?
No. Your personal credit history will not be checked or affected when applying for or using the University Credit Card. The personal information on the application will only be used for identification purposes when activating your card for the first time.
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Can I use the University Credit Card to make purchases on the Internet?
Make sure that you use secure websites, and that the item being purchased is allowed according to University of Richmond University Credit Card Policy.
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Do I have to keep the credit card receipts for my purchases and how should they be filed?
Yes. Every University Credit Card transaction requires a detailed invoice or receipt of what was purchased in accorance with the University of Richmond Purchasing Card Policy. All receipts and documentation must be uploaded into Workday during the allocation process.
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Can a University Credit Card transaction be stopped?
No. Once the charge has been made, your credit card will be billed. The cardholder would need to make arrangements directly with the merchant to obtain a credit, which would be processed through the card.
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Who can see my transactions in Workday?
At a minimum, the cardholder, delegate, approver, and the program administrators can see a cardholder’s transactions.
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Can I split charges if they are to be redistributed to different Cost Center and Spend Catagory?
Yes. In instances where a single receipt has expenses that need to be charged to different Cost Centers and Spend Catagories. Refer to the Splitting Expenses Between Multiple Accounts quick guide for more information.
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If my volume of spending exceeds my current University Card transaction or monthly limits, can the limits be increased?
Yes. The cardholder must complete the Credit Card Account Maintenance form, and forward it to the program manager (creditcards@richmond.edu) to make the change.
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When should I submit my University Credit Card report in Workday?
When should I submit my credit card transactions in Workday?
In most instances, credit card transactions should be submitted by the 25th of each month so that approvers can review and approve the report by month’s end. This ensures the transactions are included in the monthly budget reports and that budget information is accurate. Any transactions that post after the report has been submitted for approval may be added to a new report for the next month.
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Who should I contact if I have questions about the University Credit Card program or the allocation process?
Please email creditcards@richmond.edu
Check out the Job Aid Processing Transactions and Processing Travel Expense Card
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What should I do if I have fraudulent transactions charged to my PCard?
Please contact JP Morgan at the phone number listed on the back of your University Credit Card. Email to creditcards@richmond.edu let the University Credit Card team know that you will be receiving a new University Credit Card.
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Is PaymentNet still available?
Yes. PaymentNet is available to review University Credit Card limits, review declined transactions, dispute transactions, and activate new cards. It can no longer be used to allocate transactions.
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Where can I find more information and instructions about the University Credit Card allocation process?
Please refer to the Job Aids Processing University Card Transactions and Processing Travel Expense Cards