Ticket Credits Expire Soon 

There are a large number of Delta and United tickets affected by COVID that will expire on December 31, 2023. 

• Delta- tickets expiring on Dec. 31, 2023, must be re-booked by the expiration date, but travel can occur in 2024.
• Name Changes- eligible for a name change with a $100 fee (for any wholly unused tickets)
• United- tickets expiring on Dec. 31, 2023, must be re-booked, and travel must begin by Dec. 31, 2023.
• Name Changes- eligible for free name changes (for any wholly unused tickets only with UA/UAX and JV partner flights)
• Many United tickets are eligible for a refund (minus a penalty fee) before the end of the year. Lists of eligible tickets will be sent to MBUs. If you would like to request a refund for an unused United ticket, please email Travel@virginia.edu by Dec. 7th



If you do not anticipate being able to use these tickets (or any others) before the expiration date, please email Travel@virginia.edu so that we may repurpose these tickets for other university travel.

If you need to book travel before December 31, please email Travel@virginia.edu so we can try to provide a ticket credit for your use.

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

3% Maximum Merchant Credit Card Surcharge Allowed

Effective April 15, 2023, Visa reduced the permissible merchant surcharge to the lower of: (a) the actual rate charged to the merchant by Visa, or (b) 3%.

If you receive a bill from a vendor asking for more than a 3% merchant surcharge, please email the vendor name, contact information, and invoice (if available) to askfinance@virginia.edu.

New Penalty for Aging T&E Card Transactions

Beginning January 8, 2024, we will add an additional penalty by which T&E cards will be canceled if any transactions reach 90 days old or more. Currently, cardholders receive notice of violations (and related penalties where warranted) for not expensing their T&E card transactions on time. Once a card is canceled, Dean or VP approval will be needed for a new card to be issued. Please visit our website to see full details regarding aging and penalties.

This new procedure will keep the system free of unreconciled transactions that are 90 days or older and will also allow us to cancel cards that aren’t being used. We have found that even after suspending cardholders who have aging transactions, many cards remain suspended for months with no action taken.

We hope the lead time on this change will give everyone time to clean up aging transactions.

Updated Goods & Services Guide is Available Now

The Procurement Team has completed a thorough review and update of the Goods & Services Guide. We need your help to keep the Goods & Services Guide up to date! Send suggested updates to askFinance@virginia.edu so they can be passed through our governance process. 

Workday Expenses Updates

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.

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.