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Changes to COVID-19 Travel Restrictions In President Ryan's email on May 20, he stated that "Effective immediately, University community members are permitted to conduct University-related domestic travel, as long as they follow CDC guidelines, which call for individuals to be fully vaccinated before they travel." "We anticipate lifting the current prohibition on faculty/staff international travel on University-related business this summer, and will provide an update on our new travel policy no later than June 15."  The TravelUVA team offers many resources on the T&E Website.

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. 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 [email protected].

Companion Travel Expenses Restricted on T&E Card Expenses related to a companion traveling (whether a companion of an employee or non-employee) are an allowable expense if the companion is considered to have a bona fide business purpose, rather than a personal or social purpose. However, companion travel is not allowed to be purchased on the T&E card.  If a university T&E card is used for travel for a companion that does not have a business purpose, the cardholder will be responsible for the tax implications related to those expenses. To be clear, this is not sales tax, but will be reported to payroll as taxable income. This is a new process that puts our program in full compliance with IRS policy. The only way to completely avoid this tax implication is for all companions to pay for their travel with a personal credit card and eliminate these expenses on University T&E cards. If the companion travel has a bona fide business purpose, a reimbursement can be requested for these expenses. Please email [email protected] with questions.

Tips to Navigate the Car Rental Shortage Due to manufacturing delays in the wake of COVID-19, car rental companies are experiencing a shortage of vehicles. To ensure you can obtain a car when you need one, please follow these helpful tips: Reserve as early as possible. Two or three weeks in advance is best. Ensure your pick-up time is accurate. Update reservations if you are delayed. Use your loyalty numbers so you will be prioritized. Click Enterprise and National's Emerald Club and Hertz Gold Plus Rewards to become a loyalty member. Reserve the car class you prefer, as upgrades will not be as prevalent as usual. Allow extra time for your pick-up.

REAL ID Deadline Extended The Department of Homeland Security is extending the REAL ID enforcement date to May 3, 2023.

ExpenseUVA Helpful Tips    Expense owners and their delegates can now recall reports to the draft folder (as long as none of the line items have been fully approved) by clicking the RECALL button on the Submitted Expense Reports dashboard. 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!

Fiscal Year-End Deadline All expense reports must be submitted and fully approved in ExpenseUVA/Chrome River no later than June 22 at 5:00 pm. See all  UVAFinance Year-End Dates here.

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