Annual T&E Card Training Must be Completed by Today, February 28, 2023

Annual training is required for all cardholders and has been available February 1-28, 2023. Training was assigned to cardholders in Workday. Cardholders also received an email with a link to the training on February 1. If training is not complete today, cards will be suspended until complete.

• If you are no longer using your T&E card, please follow this link to cancel your card.

• If you are a new cardholder and have received your card between October 1, 2022, and January 31, 2023, you are exempt from this training. However, we highly recommend reviewing the training since it has been updated and has new information. You will be required to complete annual training in February 2024.

Workday Expenses Updates

Expense Items Added:

• Electric/Utility Services

Expense Items Changed:

• Software Licenses & Subscriptions is now mapped to spend category SC0309 Rent Software

Reminder: Delegate Approvals When on Vacation/ Leave: Approvers must delegate their approval responsibilities when on vacation or leave. We've had numerous reports get "stuck" waiting for an approver who is away. This can cause cards to be suspended and delayed reimbursements. To delegate an approval, search My Delegations>> choose Manage Delegations>>Do Inbox Tasks on My Behalf >> For Business Process>> select Expense Report Event>> keep Retain Access box checked. This will have to route for approval, so we recommend they do this at least two business days ahead of their leave.

Receipt Submission: Supported file types include: JPG, PDF, PNG or GIF. Do not use DOC, DOCX, XLS, or HEIC files since they cannot be printed (e.g., for grants or audit purposes). 

*Please review Expense Item descriptions on our website.



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!



Non-Employee Reimbursement Process Update

Please reimburse non-UVA employees* including Contingent workers, Professors Emeritus, Post-Docs, Fellows, Students, and other workers not paid through payroll using a Supplier Invoice Request. The new form can be found on the UVA Finance Website. 

Any foreign receipts must be translated into English (you can write on the receipt or add a separate page with translated details. Please include the vendor, amount, and items purchased.)

*Medical Center and UPG Employees may be reimbursed in Workday Expenses only if all or part of the funding source is Academic.



Submitting Reimbursements for Non-Employees (QRG) is available. More information about non-employee reimbursements is available on our website.

Unused Ticket Credits as a Result of COVID-19

Please email Travel@virginia.edu for more information before purchasing a new airline ticket. The University has many tickets that were canceled due to travel restrictions put in place due to COVID-19. There may be unused ticket credits in your department that can be used for your travel.

• American Airlines (AA) tickets issued in 2022 will be valid for 12 months from the original ticket issue date.

• Wholly unused open United tickets purchased between May 1, 2019, and December 31, 2022, are now valid through December 31, 2023. Tickets issued on/after January 1, 2023, will be valid for 12 months from the original ticket issue date.

• On Delta, travelers will be able to rebook all existing unused tickets by December 31, 2023, for travel throughout 2024. Any unused tickets that were originally purchased in 2022 will also have the flexibility to rebook their ticket through December 31, 2023, and travel throughout 2024.

*The TravelUVA team sent updated reports of unused tickets to each MBU in early January. Please let us know if you have any questions by emailing Travel@virginia.edu.

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.