New Aging T&E Card Email Alerts

Beginning on March 11, aging email alerts will have a different format. Alerts will include a list of outstanding transactions that need to be submitted and approved. Supervisors will be copied on emails for their direct reports who have transactions over 30 days old.

We have also removed the cardholder refresher training requirement after the second violation.

Please visit our website to see full details regarding aging and penalties.

Gift Card Changes

Effective February 14th, the National Gift Card catalog/punchout has been disabled in UVA Marketplace. Gift cards (either physical or digital) should now be purchased via a T&E Card, and orders should not be placed via Requisition Events/Purchase Order requests in Workday. Gift cards may not be purchased personally and reimbursed. Procurement and Supplier Diversity Services is actively working on a longer-term solution for all of the University’s gift card needs, but in the meantime, please see this slide deck from the February Fiscal Administrators’ Meeting for an overview of the expensing process and more details about procuring gift cards.

Day Trip Meals

Day Trip meals are actual costs for meals while on a day trip (not including an overnight stay). These meals require itemized receipts and are considered taxable income. Please do not pay for day trip meals for others, as the tax is assessed to the purchaser.

Workday Expenses Updates

• Please be sure the transaction date matches the date the expense was incurred. This is necessary for accurate reporting and is especially important for expenses entered in a foreign currency to ensure that the exchange rate is accurate.
• Contingent Workers will continue to have access to Workday Expenses for T&E card transactions but will receive an error message if a reimbursement is submitted. For contingent workers and other non-employees, please follow the non-employee reimbursement process.

Offboarding and Expenses

• Business processes stall when Workday roles are empty. Consider adding "backfilling the employee's system roles" as one of your employee offboarding tasks.  
• Please remove and reassign delegations during offboarding.
• Ensure all T&E card transactions have been expensed before offboarding.

Helpful Tips

• Please include detailed descriptions in the memo fields. Enter the names of travelers, the reason for purchase, etc. This will be useful to approvers as well as in the case of an audit.
• Personal transactions are not allowed on a T&E card. Please pay for personal items separately, i.e., at a hotel, pay for room and tax on a T&E card, and incidentals on a personal card. Personal transactions are a violation of the T&E card policy and could result in card suspension or cancelation.

Expense Support Specialist Best Practice



Users with the Expense Support Specialist role can edit expense reports before they approve them. We suggest returning expense reports to the Expense Owner if the dollar amount needs to be edited or another major change needs to be made. This keeps the Expense Owner informed.

The Expense Item Descriptions page on our website is up to date. The date of update is documented on this resource, so you can ensure you are viewing the most recent version.

For questions about Workday Expenses, please contact askfinance@virginia.edu.

Workday Expenses Assistance Available

Workday Expenses Training and Quick Reference Guides (QRGs) are available.

Sign up for 1:1 Help with a Trainer.

Do you know your Ambassador? They are subject matter experts, not only in Workday Expenses but also in policies and procedures specific to your area. They are there to help you with any questions you may have. Ambassadors are your first level of contact and can help you navigate the expensing process quickly. Before contacting askfinance@virginia.edu, we encourage you to contact your Ambassador first (use our Ambassador Search if you need help finding yours). They are ready and able to help solve your problems!

Faculty-Staff and Student University Related Travel to Israel, the West Bank, and Gaza is restricted until further notice.

International Travel Registry: Ensure your trip is reimbursed

Faculty and staff are required to register their international UVA business travel through the University's International Travel Registry per the Faculty and Staff International Travel Policy. This registry has been put in place to keep our international travelers safe in case of an emergency and automatically enroll them in the CISI International Health and Emergency Assistance Program. 

CISI Coverage is now only available to those travelers who have registered their travel through the International Travel Registry. The blanket policy that previously covered every international employee traveler automatically is no longer in place.

The University may refuse to fund or reimburse any expenses connected with University-Related International Travel that have not been added to this registry. It is good practice to register travel when reservations are made. This is especially important for airline tickets and other travel arrangements booked using a T&E Card.

Please email Travel@virginia.edu with any questions.