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To verify the authenticity of this email, please contact Raegan Harouff Gaye at [email protected]
Workday Expenses is Here!

Workday Expenses has replaced Chrome River. Training and Quick Reference Guides (QRGs) are available. Drop into an office hours session to have your questions answered.

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 [email protected], 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 Update

Please reimburse non-UVA employees* and students using a Supplier Invoice Request. The new form can be found on the UVA Finance Website.

*Medical Center and UPG Employees may be reimbursed in Workday Expenses 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.

Chrome River Archive

We hope to have the Chrome River archive complete by early September. When this is launched, it will be widely communicated.

Policy Updates

FIN-004 - Travel, Meals, and Entertainment Expenses Incurred on Behalf of the University and FIN-044 - Use of the University Travel and Expense Card have been updated.

Important changes:

  1. Companion Travel may not be purchased on a T&E card.
  2. Companion Travel must be requested before purchase by submitting a Spend Authorization in Workday Expenses.
  3. Companion travel must have a bona fide business purpose.
  4. Conference registration will no longer be reimbursed prior to travel.
  5. Cash Advances will only be allowed by using the cash withdrawal function on a T&E card.

Violations to Items 1-3 could cause income tax penalties to the T&E Cardholder and UVA Employee.
Unused Ticket Credits as a Result of COVID-19

Please email [email protected] 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 2020 and 2021 will now expire on December 31, 2022. Travel must be booked and completed by the expiration date. Tickets issued in 2022 will be valid for 12 months from the original ticket issue date.

  • Please note extended validity dates for United Airlines tickets. Wholly unused open 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, travelers will be able to rebook all existing unused tickets by December 31, 2023, for travel throughout 2024. Any unused tickets that were originally purchased in 2022 will also have the flexibility to rebook their ticket through December 31, 2023, and travel throughout 2024.

*The TravelUVA team sent updated reports of unused tickets to each MBU in June. Please let us know if you have any questions by emailing [email protected].

Airlines are struggling with lost and delayed bags

This MSNBC article outlines steps you should take and compensation you may receive if your baggage is lost. If you can manage to take only carry-on baggage, please remember the TSA's 3-1-1 liquid rules.

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 [email protected] with any questions.