If there are fraudulent transactions on the card, they should be expensed to the same tile that will be used for the credit. It is recommended that you use the "Travel Other" expense tile so that you are not charged eVA fees. The description of the transaction should indicate that it is a fraudulent transaction and a credit will be issued.
All expense reports must be approved by the Expense Owner. If credit card transactions have been expensed for a cardholder who is no longer with the University, the department can request that the expense report be reassigned to another Academic employee for approval. Please send requests to [email protected].
ExpenseUVA allows a single T&E card transaction to be split to different expense types (tiles). To do this, please use the "Split Transaction" tile in Chrome River. Once selected, the system will require the cardholder to itemize the expense to other tiles. ExpenseUVA also provides the ability to split single transactions between multiple PTAO combinations.
Personal transactions should not be made with your T&E card, including when Mixing Personal Travel with University Paid Travel. Your card may be suspended and additional training required, if three personal transactions occur in the same year.
UNIVERSITY EMPLOYEE CARDHOLDERS:
If a personal transaction is made on the card, you MUST mark the transaction as “Personal” in ExpenseUVA. Personal transactions will be deducted from your Payroll.
If a personal transaction is made on the card, you MUST mark the transaction as “Personal” in ExpenseUVA. The personal transaction will be charged to the Sponsoring Department’s PTAO listed on the “Add Non-Employee to ExpenseUVA” form by cost transfer. It will be the Sponsoring Departments responsibility to obtain a refund from the cardholder.
PLEASE FOLLOW THESE STEPS IN EXPENSEUVA:
Create an expense report in ExpenseUVA for the card transactions as usual
If the entire card transaction is personal, mark it as personal.
You will note that the Allocation will default with “PERSONAL MATTER.” This will deduct the amount of the transaction from the cardholder’s next paycheck and credit the University’s clearing account that paid for the Bank of America invoice.
If part of the card transaction is personal, do not
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Student Program Costs are costs associated with a student program funded by student tuition and fees. This tile can be used as an all-inclusive expense type instead of itemizing to individual expenditure types.
For business meals paid for by employee/department for another employee (name CAN be disclosed), example: you took your team out with a guest speaker at a conference, academic employees are treated as internal guest and you will be able to search for their name in ExpenseUVA.
For business meals paid for by employee/department for External guests (name CAN be disclosed), example: you have a guest speaker that you took out to lunch, you will be prompted to list their First Name, Last name, Title, and Company Name in ExpenseUVA.
For business meals paid for by employee/department for External guests (name CANNOT be disclosed), example: academic division employee or external candidate for a job interview, enter as an external guess even if an employee (in the case of a job interview candidate). Enter “Private” in all fields except in the field for the first name, enter “Candidate, Initial of the first name and initial of last name” to indicate the private guest/s. For example: Candidate John Doe can be entered as Candidate JD in the system.
Gift cards must be purchased either through the UVA Marketplace or using a Travel and Expense Card. University employees are not allowed to purchase gift cards with personal funds and seek reimbursement. Gift cards are taxable at any amount. Please use expense tile Gifts Non-Employee or Employee Award Taxable (whichever is appropriate) no matter the amount of the gift card. For Medical Center or UPG Employees who have received gift cards, please use expense type Gifts Non-Employee.
A One Time Payment Entry must be submitted in Workday for any employee gift over $100 or gift card in any amount. The internal guest picker in Chrome River does not replace this Workday entry.
Sympathy flowers (i.e. for funerals, etc.) are not taxable at any amount. Please use Employee Award – nontaxable even if the arrangement is over $100. The IRS considers flowers provided under special circumstances as a de minimis fringe benefit so therefore not taxable.
No. You must claim per diem or travel actual meals for the entire trip. If you have a business meal during a trip when claiming per diem, you must deduct the meal from the per diem and claim a business meal.
In an open expense report, highlight the line you wish to delete. In the top right corner click the Delete button. If there is no Delete button, in the case of an itemized hotel line, click on the three dots which will give you a drop-down menu. Delete will be an option in this menu. If the three dots are not visible on your screen, minimize the window by clicking the minimize window icon in the top right corner of the screen. You may also need to drag the window with the mouse to a smaller size until the three dots appear.
Use the day trip meals tile in ExpenseUVA. The traveler will be taxed through payroll for FICA only at 7.65%. The amount of the meal will be added to the traveler's W2 as income and will be taxed for federal and state when the travel completes annual tax returns.
First of all, you should contact Bank of America right away and report the fraudulent expense. You should then expense the fraudulent expense, using the correct expense type, to a “standard” department PTAO. The system will require you to enter a justification for not having a receipt, to which you should state that the transaction was fraudulent and that you have filed a report with Bank of America for credit. Once you receive the credit, you should expense the credit to the same expense type and the same PTAO as the initial expense.
Employee gifts (excluding gift cards) should either be charged to Employee Award Non-Taxable or Employee Award Taxable. If taxable, you must select each employee that received a gift. If the expense owner did not receive one of the gifts, make sure to remove their name from the guest list.
Gift cards are taxable at any amount. Please use expense tile Gifts Non-Employee or Employee Award Taxable (whichever is appropriate) no matter the amount of the gift card.
Non-employee gifts must be charged to Gifts Non-Employee and you must enter the information for each recipient.
If you purchase gifts in one transaction for both employees and non-employees, you must enter the expenses on separate lines and use the receipt twice, once for each line.
Yes, they should include the traveler’s name, location of the trip and the date of the trip so that this information will feed onto the reports for reconciliation.
Once you have uploaded the document into the system and verified its legibility, you can destroy the paper copy.
For more details from records management can be found here.
ExpenseUVA cannot be used for the following:
Make cash payments to employees: unless the employee has incurred out of pocket costs for business expense.
Royalties and human subject (research participation) payments: To receive these types of payment the employee must register in UVA Marketplace Registration Portal and payment should be made using the payment voucher including the IRB number.
Revenue Refunds: To receive this type of payment, the employee must register in the UVA Marketplace Registration Portal and be paid by a Payment Voucher in the Integrated System.
Direct purchase of services from an individual or sole proprietor using your personal credit card/cash/check. Per University policy, employees cannot be reimbursed for these types of purchases - these must be made with a purchase order or the Travel and Expense Card to ensure tax compliance.
ExpenseUVA uses your fully qualified email address (i.e. @eservices.virginia.edu or @darden.virginia.edu) to identify the sender of emailed receipts or approval responses. It is important that you use your fully qualified email address to send emails to ExpenseUVA. If you are using an alias (i.e. [email protected]), ExpenseUVA will be unable to match those receipts or approval responses to your record. If you wish to continue using an alias, you will need to use other options for getting receipts in the system (i.e. scanning and uploading directly into ExpenseUVA) and for responding to approval requests (i.e. signing in and approving in ExpenseUVA).
Also, check out the new CR Snap app on iOS or android. This will allow you to take a picture with your phone and be automatically connected to your account.
Yes, you can include the conference registration receipt with the travel expense report even if the date of the receipt was purchased in advance. The system will not look at the date of the conference registration receipt and stop you from submitting within the travel start and travel end date.