University Credit Cards

  UNIVERSITY CREDIT CARD PROGRAM

Our two-card program includes a corporate Mastercard and a corporate Visa Card issued through JP Morgan Chase. The program is designed to efficiently process orders for university business-related goods and 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 processes their transactions, and they are approved and allocated to the cost center and spend categories in Workday. 

Purchasing Card Program (University Credit Card)

Cardholder Eligibility

In order to be assigned a purchase card you must meet  the following eligibility:

  • Person designated as a Cost Center Procurement Specialist Level 1 or 2
  • Job Description requires a role to purchase goods and services on behalf of the university.

Authorized Purchase Card Usage:

The purchase card should be used for university business-related small-dollar purchases of goods or services that are not invoiced. Examples include:

  • In-person store purchases (card present)
  • Business meals/catering (if no contract exists)
  • Memberships & subscriptions
  • Registrations
  • Office Supplies
  • Travel Expenses
  • Campus Print Shop & Post Office
  • Emergency purchases
  • Requisitioned items requiring immediate payment

INVOICES MUST NOT BE PAID ON THE PURCHASE CARD.  If you have an invoice to be paid, please send it to invoices@richmond.edu .

Procurement Card Reconciliation

To reconcile on behalf of another, you’ll need the Cost Center Procurement Specialist Role.

Workday Tasks:

  • Verify Procurement Card Transactions
  • Verify Procurement Card Transactions for Worker

Find saved/draft reports under My Procurement Card Transaction Verification and choose from the drop-down box under verification status. 

Step-by-step instructions can be found here .

Travel Expense Card (TECard)

Eligibility

  • Travel on University business more than five times per year and/or
  • Role requires off-campus business meals more than five times per year.

If you are eligible for a University Travel Card, you are expected to use it for all University business travel expenses.

Authorized Travel Card Use: For business-related travel expenses, including:

  • Lodging, airfare, train, car rental, Uber/Lyft
  • Business meals (e.g., with visitors, guests, or donors)
  • Meals while traveling on UR business
  • Unexpected supplies needed during travel necessary to conduct business

See the Travel Policy and Resources Page for more information. 

Credit Card Reconciliation

Travel Cards: To reconcile on behalf of another, you’ll need the Expense Data Specialist Role.

Workday Tasks:

  • Create Expense Report
  • Create Expense Report for Worker

Find saved/draft reports under My Expense Reports

Step-by-step instructions can be found here .

University Credit Card Compliance

Adhering to University Credit Card policies and guidelines is essential to maintaining compliance. Below are examples of credit card violations :

  • Failure to justify expenses in accordance with University policy and the BRAN Principle (Business Purpose, Reasonable, Appropriate, and Necessary).
  • Not providing receipts for transactions.
  • Failing to provide a list of attendees for meals with fewer than 10 people.
  • Late submission of card reports (due by the 25th of each month).
  • Using the card for personal expenses.
  • Purchasing restricted items as outlined in University policy.
  • Sharing individual credit cards. (Department cards may be shared within the department.)
  • Splitting transactions to bypass card limits.
  • Requesting reimbursement for expenses charged to a University credit card.
  • Tipping over 20% of the meal cost.

Following these guidelines helps ensure responsible and appropriate use of University funds.

Frequently Asked Questions

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