Fiscal Year End Close Dates for Workday Expenses

June 14, 2024 - 5:00 pm - Deadline to place all intended FY24 T&E Card transactions - we cannot guarantee all transactions will post and be fed to Workday in time to complete the expensing process. Please make FY24 purchases as early as possible. T&E Cards can be used throughout year-end close, however, purchases made after 6/14 will likely need to be expensed in FY25.

June 18, 2024 - 12:00 pm - All Supplier Invoice Requests, including reimbursements to non-employees, students, and Medical Center employees, must be completed and approved. This includes any requiring adjustments or resubmits to PSDS. Departments will not be able to approve or submit any system SIRs after this cutoff. 

June 21, 2024 - 5:00 pm - All expense reports for T&E card transactions and reimbursements must be fully submitted and through departmental approvals by this date to be paid in FY24.

TravelUVA/ Concur Downtime June 28

Christopherson Business Travel is upgrading to a new reservation and ticketing system on June 28. Although much of the work will be done behind the scenes, there will be some impacts on travelers and travel assistants.

• Concur will be shut down for one day on June 28 to complete the upgrade. Travel reservations can still be booked or modified by calling a CBT advisor directly at 844-488-2228 (M-F, 8 am-8 pm ET). Booking fees will apply.
• Upcoming reservations that were booked prior to June 28 will still be active but may not be visible in Concur. Any changes needed to reservations that were booked prior to June 28 will need to be made by contacting a CBT advisor directly.
• Unused airline tickets will still be accessible but will not automatically be applied to a new booking for the same traveler in Concur after June 28. Please contact a CBT advisor directly to book a flight with an unused ticket.

We are very excited about this upgrade as it will improve the booking process and more travel options will become available.

More details regarding the transition will be sent later in June. If you have any questions, please email travel@virginia.edu.

2024 Travel & Expense Expo

Save the date! Tuesday, August 6,

10 am - 2 pm Newcomb Hall Ballroom.

More details coming soon!

Paying for Travel

The T&E card is the preferred method of paying for travel in most cases. Policy FIN-004 states that reimbursements may not be submitted until travel is complete.

Reminder About Day Trip Meals

When traveling for a day trip, with no overnight stay away from home, travelers must claim Day Trip Meals rather than single-day per diems.

Christopherson Business Travel/ TravelUVA FAQs

We recently surveyed a group of TravelUVA users. This feedback is extremely valuable and will help us to improve our system and services. We received several questions in the survey responses, and have answered the most common questions here.

If you have any additional questions or concerns, please email travel@virginia.edu. 

American Airlines AAdvantage Frequent Flyer Program

UVA has an agreement with American Airlines so that travelers can continue earning frequent flyer miles and other benefits. Add the AAdvantage number to the traveler's Concur profile to earn miles on all American Airlines reservations booked through TravelUVA. 

Workday Expenses Updates

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.