Travel & Expense Webinars Available Online

The Travel & Expense Team hosted two webinars for UVA attendees who missed out on the T&E Expo offerings. The webinars were recorded and are now available for viewing on the UVAFinance website.  

·    Workday Expense Webinar (Video Presentation) - Presented by Justina Duncan. An ExpenseUVA expert walks you through Workday expenses, sharing helpful tips and tricks and taking attendee questions.

·  TravelUVA Webinar (Video Presentation) - Presented by Danae Polemi. Learn how TravelUVA provides contract pricing, how to use the tool, traveler benefits when using TravelUVA, and unused tickets (plus much more).

· TravelUVA Slide Presentation

Ticket Credits to Expire Soon



Many unused ticket credits will expire on December 31, 2023. Please email Travel@virginia.edu if your department has unused tickets that will expire that you do not plan to use so they can be repurposed for other University travelers.

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 September. Please let us know if you have any questions by emailing Travel@virginia.edu.

New T&E Card Resources Available

Cardholders can now view their T&E Card’s billing address and phone number in the Active Cardholder Search. 

Cardholders must correctly enter the card’s billing address when making purchases or the card may be declined.

If a card’s billing information needs to be updated, please submit a T&E Card Change Request Form (select “other”) and state the information that needs to be updated.  

Tuition Payments and Education Benefits

Tuition must be submitted through an Education Benefits Request in Workday and should not be paid on a T&E card or reimbursed on an expense report. Either Central or Departmental fund sources can be selected in Workday. There is no expense item for tuition reimbursement on expense reports as tuition must be tracked for taxation purposes.

In Workday select Menu>>Benefits>>Education Benefits Request.

For questions about Education Benefits, please email askhr@virginia.edu.

Compare Rental Car Rates to Mileage Reimbursement with the Enterprise Mileage Calculator

When driving for University business we recommend you rent a car rather than seeking mileage reimbursement. It is often less expensive to rent a car and when renting with one of our contracted vendors, Enterprise/ National, or Hertz, the CDW insurance is included in the rate. Renting a car saves wear and tear on your car as well as providing insurance.

Check out the mileage calculator for your next trip.

Hertz has Reopened their CHO Location!

As of June 2023, Hertz has re-opened their location at Charlottesville Albemarle Regional Airport (CHO).

Book through TravelUVA to receive Hertz contract benefits. 

Updated Goods & Services Guide is Available Now

The Procurement Team has completed a thorough review and update of the Goods & Services Guide. We need your help to keep the Goods & Services Guide up to date! Send suggested updates to AskFinance so they can be passed through our governance process. 

New Requirements for Travel to Europe are Delayed*

According to Schengenvisa News, implementation of the ETIAS has been rescheduled until May 2025, with the possibility of further postponement.

Citizens from over 60 visa-exempt countries, including the U.S., will be required to obtain a travel authorization to enter most European countries via the European Travel Information and Authorization System (ETIAS). More info here.

*ETIAS is currently not in operation and no applications are collected at this point.

We will provide more information as it becomes available.

Workday Expenses Updates

Expense Item Addition

• Entertainer Services has been added

Helpful Tips



• Please include detailed descriptions in the memo fields. Enter the names of travelers, the reason for purchase, etc. This will be useful to approvers as well as in the case of an audit.
• Personal transactions are not allowed on a T&E card. Please pay for personal items separately, i.e., at a hotel pay for room and tax on a T&E card and incidentals on a personal card.

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!



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.