Creating an accidental reimbursement is caused by either:
- Not selecting the card transaction on the expense report, which results in a reimbursement; or
- Selecting a receipt that was submitted through the mobile app without also selecting the card transaction. Receipts uploaded through the mobile app are formatted very similarly to a card transaction. The receipts are labeled as "Quick Expenses" so make sure that the Bank of America T&E Card Transaction is selected as well.
There are two options to correct an accidental reimbursement:
1. If the T&E Card expense has not yet been expensed in Workday:
(If the T&E Card transaction has not yet been expensed in Workday, but the reimbursement was more than $2,000, you may follow option #2 instead. Note that you will still need to expense the T&E Card transaction as normal.)
- Create an expense report in Workday Expenses for the card transactions you were reimbursed. Use the same work tags and expense items as the expense report where the accidental reimbursement took place. On the expense line(s), check the box "Personal Expense." This will result in the amount of the transaction being deducted from the cardholder’s next paycheck, thus paying back the University for the accidental reimbursement.
- You will keep the reimbursement payment that has been/will be received.
- In the Memo field, indicate this is to correct an accidental reimbursement. Include the ER number of the expense report where the accidental reimbursement took place.
- Once the expense report is fully approved, the charge will be sent to Payroll for deduction from the cardholder's paycheck.
Example:
2. If the T&E Card expense has already been submitted and is no longer in Workday:
- Write a check for the correct amount being repaid to the University of Virginia.
- Work with your fiscal admin to locate the person in your department/building to see who has a Remote Deposit Scanner (RDS). The person with a scanner can deposit the check as an Expenditure Credit (QRG).
- The next business day, an Ad Hoc Bank Transaction will go to the person with the Cost Center Deposit Specialist role. They should credit the funds to the same worktags that were originally charged on the original Expense Report including using the same spend category (follow the Expenditure Credit Section of the Ad Hoc Bank Transaction QRG).
- Once you receive a receipt, go back into the expense report and add an attachment with a comment regarding the accidental reimbursement.
If you have any difficulty completing this process, please reach out to your Expense Ambassador.