Expense Ambassador Program
Expense Ambassadors help employees in their departments navigate UVA’s travel, expense, and T&E card policies and processes.
Find an Expense Ambassador
Have a travel, expense, or T&E card question? Find an Expense Ambassador in your department.
What is an Expense Ambassador?
Expense Ambassadors are departmental resources and change leaders for travel, expense, and the T&E card. They help colleagues understand T&E policies and processes, stay informed about upcoming changes, and share their departments’ questions and feedback with Central Finance.
The Expense Ambassador program and the Expense Data Entry Specialist security role are not the same. Employees may hold the security role without being an Expense Ambassador. However, all Expense Ambassadors must hold the Expense Data Entry Specialist role to perform their Ambassador responsibilities.
What Ambassadors Do
Expense Ambassadors:
- Serve as a visible T&E resource for their department
- Help employees understand T&E policies and processes
- Stay current on central and department-specific requirements
- Assist with submitting or correcting expense reports when needed
- Help complete expense reports for departed employees with unexpensed transactions
- Share recurring questions and departmental feedback with Central Finance
Ambassadors are not expense approvers. Expense report approval remains a separate step in the standard Workday workflow.
What Ambassadors Can Expect from the T&E Team
The T&E team will:
- Provide advance information about changes to T&E policies, procedures, and Workday functionality
- Share resources to help Ambassadors support their departments
- Maintain a direct channel for questions and feedback
- Consider Ambassador input when improving T&E guidance and processes
There is no fixed time commitment or defined term. Ambassadors serve as needs arise within their departments and may continue until they change departments, leave the University, or step away from the program.
Interested in Becoming an Expense Ambassador?
The program is intended for employees who are positioned to serve as an ongoing T&E resource for their department. Applications are reviewed by Central Finance to ensure the role is appropriate and supports departmental coverage.
Before Applying
- Request the Expense Data Entry Specialist security role in Workday.
- Confirm with your supervisor that you are prepared to serve as a visible T&E resource for your department.
- Understand that your name and UVA email address will appear in the public Expense Ambassador directory.
The application must be completed by the employee seeking to become an Ambassador.
Apply to Become an Expense Ambassador
Already an Ambassador?
If you change departments, leave the University, or wish to step away from the program, email [email protected]. Removal from the Ambassador program does not automatically remove your Expense Data Entry Specialist security role; submit a System Access Request if that access is no longer needed.