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)



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.

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

Expiring T&E Card Process

If you've noticed the expiration date of your Travel & Expense (T&E) Card is approaching, you may be wondering if you need to take any action. The good news is, not usually!

Bank of America automatically issues replacements for expiring T&E Cards, around the middle of the month before the card expires (for instance, replacements will be sent in mid-May for cards expiring in June).  

The replacement cards will be sent to the cards' billing address. You can view your card's billing address using the Active Cardholder Search.  

The only instance in which you need to take action is if you need to update your card's billing address. To do this, use the T&E Card Change Request form, and select "other" to provide updated information.  

New Penalty for Aging T&E Card Transactions

Beginning January 8, 2023, 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.

Booking Government Hotel Rates with TravelUVA

All government rates will appear in TravelUVA/ Concur or a Christopherson Business Travel advisor's booking search. Please be aware that as UVA employees, we qualify for Virginia State government rates and rates called simply Government Rates. We do not qualify for state government rates in states outside of Virginia, federal government rates, or government contractor rates. Please review the booking rules for the selected fare to ensure it is a rate for which the traveler qualifies. I.D. likely will be required at check-in, and rates may be increased significantly if an incorrect rate is booked.

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 so they can be passed through our governance process. 

Meal Types: Expense Items Explained

There are many types of food purchases that occur at UVA:

• Business Meals
• Catering
• Supplies/ Food and Drink
• Travel Actual Meals
• Per Diem Meals
• Student Group Meals
• Athletic Student Meals

Please visit our website for details about when to use each expense type.

Please also see information about Actual Meals While Traveling and How Do I Claim Per Diems. You may not claim Travel Actual Meals and Per Diems on the same trip. If you purchase snacks, coffee, etc. while traveling, these are considered part of the per diem or actual meal allowance for the day.

More info can be found on the Expense Item Descriptions page and in the related actions button for each expense item in Workday Expenses.

Workday Expenses Updates

Expense Item Addition

• Apparel Supplies has been added

Per Diem Location Additions

• Alexandria, VA
• College Park, MD
• Fairfax, VA
• Falls Church, VA
• Reston, VA

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.