April 12, 2016

New payment cards to be issued to current VUMC card holders

As part of the VU/VUMC legal separation, new payment cards will be issued to current VUMC card holders. The payment cards include travel & entertainment, purchase and fleet gas cards.

In order to help facilitate a successful transition and minimize outstanding transactions at legal close, VUMC Finance is requesting T&E and Pcard holders to begin limiting their use of these cards starting Friday, April 8, 2016. Limited use is defined as essential purchases that cannot wait until April 30, 2016, or later and a check request cannot be completed for payment. Please plan to make essential purchases prior to April 8 or plan to use a check request for purchases between April 8 and April 29.

If you have any recurring payments or if the card is on file with a vendor, please make alternate arrangements for charges after April 8 until new cards are issued.

On Friday, April 15, 2016, T&E cards will be closed for identified VUMC users, and on Friday, April 22, VUMC Pcards will be closed. This closure will exclude VUMC employees traveling. Fleet gas cards will be closed at a later date. Due to the nature of the fleet card program, new cards will not be distributed until after legal close. It is currently anticipated this will occur during the week of May 23, 2016.

The final day for approval of Pcard transactions is noon on Friday, April 29. For transactions dated 3/26 through 4/25, they will be posted to the general ledger in April. For transactions dated 4/26 through 4/28, these transactions will post to the ledger in May.

Cards will be distributed April 26-28 based on last name  at B705 TVC.

A summary of all dates is below:


April 8, 2016

T&E and Pcards begin limited use

April 15, 2016

T&E cards closed

April 22, 2016

Pcards closed

April 26, 2016

Distribution of cards for last names A-M

April 27, 2016

Distribution of cards for last names N-Z

April 27, 2016

Distribution of cards – make up (afternoon hours)


If you have any questions, please contact vumcpaymentcards@vanderbilt.edu.