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To verify the authenticity of this email, please contact Raegan Harouff Gaye at crh7p@virginia.edu
Back to Travel Webinar

Travel restrictions have been lifted but you probably have some questions about getting back to travel.

To assist you, the TravelUVA Team is hosting a webinar on Thursday, August 5, so that we can review booking travel for faculty and staff. 

We will discuss how to save money with unused tickets and new actions the travel industry is taking to keep travelers safe. Other topics to be covered include:
  • What is TravelUVA?
  • Traveler Benefits
  • How to Book in Concur
  • Travel Assistants
  • Guest Bookings
  • Companion Taxes
  • UVA Travel Policy
  • International Travel Registry
  • Support

Register now at the link below and join us on August 5, from 2-3 pm.  Everyone who attends is entered to win door prizes including three airline tickets and three hotel certificates for UVA business use!


Questions or concerns? Reach out to us at travel@virginia.edu (or just reply to this email!).
New Email Address for ExpenseUVA/ Chrome River Questions

Beginning August 3, expense@virginia.edu will be the preferred email address for users to ask questions about ExpenseUVA, non-employee reimbursements, and other expense-related matters. Please only email expense@virgnia.edu, rather than copying multiple Procurement email addresses, to streamline our response times. Expense-related emails are worked as a team utilizing the Salesforce Customer Service platform. When your request is completed, you will automatically receive a brief satisfaction survey. We appreciate and value your feedback.

International Travel Registry: Ensure your trip is reimbursed

On June 15, an email was sent from Liz Magill and JJ Davis outlining the University’s new International Travel Registry and 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 Travel Insurance Program. 

CISI International Travel Insurance 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.

Car Rental vs. Flight Policy Reminder

The policy regarding renting a vehicle or paying mileage versus flying was updated/ modified in 2016. Prior to this policy change, travelers were required to travel by flight if it was the least expensive mode of travel. University policy currently allows travel by rental or personal vehicle instead of air travel even if it is more expensive, especially during these times of safety concern. It is at each department's discretion to decide the amount they allow per trip.

A Rental Car is not available. Now what?

University employees are strongly encouraged to rent vehicles through agencies under contract with the University: Enterprise, Hertz, and National which include collision damage (CDW) insurance. However, we understand there are vehicle shortages due to supply chain issues at this time. If a vehicle must be rented with a non-contract supplier, travelers should purchase additional CDW damage insurance offered by the rental agency.

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. Now that the travel restriction has been lifted, there may be unused ticket credits in your department that can be used for your travel.

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

Passport Processing Delays

The US Department of State is advising travelers to expect up to 18 weeks for routine service and up to 12 weeks for expedited service.
CDC Guidelines for International Travel

Before you travel:
  • Make sure you understand and follow all airline and destination requirements related to travel, mask-wearing, testing, or quarantine, which may differ from U.S. requirements. If you do not follow your destination’s requirements, you may be denied entry and required to return to the United States.
  • Check the current COVID-19 situation in your destination.
During travel:
  • Wearing a mask over your nose and mouth is required on planes, buses, trains, and other forms of public transportation traveling into, within, or out of the United States and while indoors at U.S. transportation hubs such as airports and stations. Travelers are not required to wear a mask in outdoor areas of a conveyance (like on open deck areas of a ferry or the uncovered top deck of a bus).
  • Follow all recommendations and requirements at your destination, including mask-wearing and social distancing.
Before you arrive in the United States:
  • All air passengers coming to the United States, including U.S. citizens and fully vaccinated people, are required to have a negative COVID-19 test result no more than 3 days before travel or documentation of recovery from COVID-19 in the past 3 months before they board a flight to the United States.
After travel:
  • Get tested with a viral test 3-5 days after travel.
  • Self-monitor for COVID-19 symptoms; isolate and get tested if you develop symptoms.
  • Follow all state and local recommendations or requirements after travel.

ExpenseUVA Helpful Tips 
 
  • Tracking Expense Reports Job Aid is available. This will help users determine where an expense report is in the routing process.
  • Do you know your Ambassador? They are subject matter experts, not only in ExpenseUVA, but also 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 the Travel & Expense team, 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!
 
Find online resources and link to the Ambassador Search on our website!

Questions about ExpenseUVA? Email expense@virgnia.edu