Fiscal Year End Dates for T&E Card, Workday Expenses, and Supplier Invoice Requests

T&E Card Transactions - Friday, June 16, 5 pm

• Deadline to place all intended FY23 T&E Card transactions - cannot guarantee all transactions will post and be fed to Workday in time to complete expensing process. Please make FY23 purchases as early as possible. T&E Cards can be used throughout year end close. Purchases made after 6/16 will likely need to be expensed in FY24.

Supplier Invoice Requests: Includes Reimbursements to non-employees, Students, and Medical Center Employees - Wednesday, June 21, 12 pm

• All Supplier Invoice Requests must be complete 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. 

Workday Expenses - Reimbursements and T&E Card Transactions - Friday, June 23, 5 pm

• All expense reports must be fully submitted and approved.

Year End Closing Dates for All Areas

12 and 15 Passenger Van Policy Update (PRM-014) - Use and Management of University Vehicles



• 15 Passenger vans are now allowable.

• No more than nine people, including the driver, may ride in any van owned, leased, rented or operated for University business. Passengers should sit in seats that are in front of the rear axle. If there is a back seat providing seating above the passenger limit it must be removed.

• If you have questions about this policy, please contact UVA Property & Liability Risk Management at orm-frm@virgina.edu

• More Information about Rental Vehicles can be found on our website.

UVA Travel & Expense Expo Returns!

Save the date! Thursday, August 3, 10 am - 2 pm, Newcomb Hall Ballroom

After the three-year Covid-induced hiatus, we are eager to bring this annual event back to Grounds!

This event consists of a vendor fair that showcases nearly 40 contracted Travel & Expense suppliers. Throughout the day, we will also host workshops about travel and expense-related topics. This event is for travelers, travel arrangers, and anyone interested in T&E at UVA!

Reminder of Restricted Items on T&E Cards

The University Travel and Expense Card may NOT be used for:

• Home rental services such as Airbnb, VRBO, or HomeAway
• eBay
• GoFundMe
• Person-to-person payment services such as Venmo and PayPal
• PayPal is only allowed as a payment method to registered business accounts, but not to individuals
• Moving & Relocation Expenses
• Purchases of Capital Equipment (cost of $5,000 or more/ unit)
• Purchases that require a Contract. Someone from PSDS must sign all contracts.
• Tent rentals or purchases (non-camping)

Please review Guidelines for Using Your T&E Card for a complete list of restricted items

US Passport Processing Times Extended Again Amid 'Unprecedented Demand'

Processing Times as of March 24, 2023

• Routine10 to 13 weeks
• Expedited7 to 9 weeks
• Expedited at Agency (Must have international travel within 14 calendar days*)

*Call 1-877-487-2778 to make an appointment

Visit US Department of State for more information.

Lyft Contract and Availability Options

We have a new Lyft contract in place. If you have a large event at UVA coming up, please email travel@virginia.edu so we can advise Lyft. They will message drivers to ensure availability when rides are needed.

Workday Expenses Updates

Expense Items Changed:

*Educational Equipment, Non-Capital (less than $5,000) has been renamed Educational Equipment, Non-Capital (less than $5,000/unit)

• Includes "per unit" now to clarify that equipment is not considered capital unless it is over $5,000 per unit 
• Description updated to "Auditorium seating, chalkboard, classroom and office furniture, and similar equipment" (Added office furniture to the description)

*Group Meals | Domestic and Group Meals | International expense items have been renamed to "Student Group Meals | Domestic” and “Student Group Meals |International"

• This was updated to match the description which states that the expense item should only be used for non-athletic student groups.

*Added “airfare” as a keyword to search for expense item Airfare | Domestic, Travel, Employee Training

• This keyword can already be used to search for all other airfare expense items, so it was added to this one as well for consistency.

*Publications/Advertising expense item has been divided into two separate expense items

Publication Services

• Description: Expenses for publishing services.
• Spend Category: Services Publication Costs (SC0164)

Advertising Services

• Description: Expenses for services provided to advertise by magazine, newspaper, periodical, radio, television, or other media, including e-invitations.
• Spend Category: Services Advertising and Media (SC0181)

The Expense Item Descriptions page on our website is up to date, reflecting all of these changes.

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!



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 and 2023 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, all unused tickets purchased in 2022 or earlier can be rebooked through December 31, 2023, for travel throughout 2024.

*The TravelUVA team sent updated reports of unused tickets to each MBU in late March. 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.