Annual T&E Card Training Begins Tomorrow, Wednesday, February 1, 2023

Annual training is required for all cardholders and will be available February 1-28, 2023. Training will be assigned to cardholders in Workday. Cardholders will also receive an email with a link to the training on February 1.

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

• If you will be on leave in February, please contact us at card@virginia.edu to prevent your card from being canceled for not completing annual training.

• 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.

Southwest Airlines Contract Revised to Include Up Front Discounts

• Point of sale discounts
• As a benefit of our revised contract with Southwest, you can book with eligible point-of-sale discounts to or from the following Southwest destinations when you book using TravelUVA (Concur or CBT agent booking)
• Washington, D.C. (Reagan National - DCA)
• Richmond, VA

• Get 50 percent bonus points* on qualifying flights.
• As a Rapid Rewards® Member, you can earn points on qualifying flights and use them for future reward travel. Plus, get 50 percent Rapid Rewards bonus points on qualifying flights booked with CBT, including your Rapid Rewards account number between January 1–December 31, 2023.
• *Earn bonus points on any Southwest itinerary, not just DCA or Richmond.

For more info please review the Travel Contracts page.

IRS Mileage Rate Increased for 2023

As of January 1, 2023, the IRS has increased the mileage rate to $0.655/mi as noted on the IRS website.

Mileage rates include the variable costs of operating a vehicle, such as the cost of gas, oil, tires, maintenance, and repairs, as well as the fixed costs of operating the vehicle, such as insurance, registration, and depreciation or lease payments. Mileage rates do not include the cost of parking and tolls.

This rate has been updated in Workday Expenses and on the non-employee travel reimbursement form.

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!



Expense Item Additions in Workday Expenses

Added:

• Software Licenses & Subscriptions 
• Installed Software & Applications 
• Group Meals Domestic and International
• Childcare Services

*Please review Expense Item descriptions on our website.



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.

REAL ID Deadline Extended

The new deadline for needing a REAL ID to fly domestically is now May 7, 2025. Be sure to know the rules and renew your driver's license before then. Visit Virginia's DMV website for more information.

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.