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 20, 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

Gift Cards, Miles, Points, etc.

Employees are allowed to accrue miles/points, etc. on business travel. These can be used for personal use.

However, goods and services purchased with a gift card, airline miles, credit card points, or similar are not reimbursable.

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!

Workday Expenses Updates

Expense Items Changed:

• Recreational Supplies - description updated to "Expenses for balls, bases, bats, nets, racquets, T-shirts, swag, and similar indoor and outdoor recreational supplies."
• Wilmington, NC added to domestic per diem options
• Help text added beside the Personal checkbox. It alerts users that, "By selecting the Personal Expense check box on any line, you are authorizing that amount to be deducted from your paycheck or reimbursement.­"
• Alternate approvers added to ensure two unique approvers on each expense report. Read more on the UVA Finance Blog .

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!



Non-Employee Reimbursement Process Reminder

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 rather than via Workday Expenses. 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 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 wholly unused tickets purchased in 2022 or earlier can be rebooked through December 31, 2023, for travel throughout 2024.

*The TravelUVA team will send updated reports of unused tickets to each MBU in early June. 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.