RSVP For the Travel & Expense Expo for an Extra Chance to Win Prizes and for DMV REAL ID* and for Passport Processing Appointments!

RSVP link closes at noon on August 2.

The Travel & Expense Expo is Thursday, August 3, 10 am - 2 pm in Newcomb Hall Ballroom.

This event includes a vendor fair that showcases nearly 40 contracted Travel & Expense suppliers. There will be sessions about TravelUVA, Workday Expenses Q&A, and T&E Jeopardy! There are fantastic prizes this year, including hotel stays, a wine tour, and airline tickets. Come have an enjoyable day learning all about Travel and Expense at UVA!

*Please note that the DMV appointments are full, but there are still some passport appointments available.

T&E Team Availability on August 3



The T&E Team will be at Newcomb Hall for the Travel Expo all day on Thursday, August 3. If you have urgent questions about travel, expense, or T&E cards, please email Askfinance@virginia.edu. Otherwise, we will respond to emails on Friday, August 4. 

CBT Designated Advisor Contact Info

You may contact an advisor to book travel by emailing UVA@CBTravel.com or calling 844-488-2228 (M-F, 8 am-8 pm ET). However, if you'd like to work with a specific advisor, you can contact them using the information linked here. 

*Please note: advisors may work varied hours. 

Updated Goods & Services Guide is Available Now

The Procurement Team has completed a thorough review and update of the Goods & Services Guide. This is an evolving document and will be updated on a regular cadence.

New Requirements for Travel to Europe are Coming Soon

Beginning in 2024, citizens from over 60 visa-exempt countries, including the U.S., will be required to obtain a travel authorization to enter most European countries. More info here.

Workday Expenses Updates

New Report to View T&E Card Transactions

You may now access the “My Card Transactions” report to view the status of all your T&E card transactions in one place! This report also gives an accurate view of where the T&E transaction is in the expense process.

Find the report in the Expenses worklet in Workday under the “View” section or by typing the name of the report in the Workday search bar.

Filter on the Expense Report Status column to view transactions that are in a Draft, In Progress, or Approved expense report. If there are any “” in this column, then the T&E transactions need to be added to an expense report and submitted for approval.

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.

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 tickets issued in 2022 and 2023 will be valid for 12 months from the original ticket issue date.

• Wholly unused 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 sent 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.