Expensing & Reimbursements

How to Submit Expenses

Employees using academic funding should submit T&E Card transactions and reimbursements by creating and submitting an Expense Report in Workday.
- See the Submit Expense Report QRG (shortened version) or the Create Expense Report QRG (full version) for instructions.
- If you are new to Workday Expenses, we recommend taking the Self-Paced Training in Workday.
Reimbursements for travel expenses must be submitted upon completion of travel, not before, and within 30 days of the date of return. For all non-travel transactions, expenses must be submitted within 30 days of incurring the expense. All T&E card transactions, regardless of type, must be submitted within 30 days of incurring the expense.
Please Note:
- Expenses paid with airline miles, credit card points, personal unused ticket credits, gift cards, or similar are not reimbursable. See more information here.
- Any property, equipment, or device, whether tangible or intangible, purchased through or with University funds is considered University Property.

Meals

Travel Meals
- Travelers should claim per diems OR actual meals, but not both in one trip. Non-employee travelers are not allowed meal per diems, so they must claim actual meals.
- Per diems are not allowed for day trips. Day Trip Meals will be reimbursed with receipts and are taxable.
Non-Travel Meals
- See more information on business meals and catering on the Food Purchases at UVA page.

Receipts

Email Receipts
- Email your receipts to [email protected] from one of the email addresses in your Workday profile. Please reference the Email Receipts to Workday for Expense Reports QRG for more information.
- It is recommended that you attach receipts in one of the following file types: PDF, JPEG, JPG, PNG, WEBP, BMP, TIFF, TIF, or GIF.
Receipt Requirements
- Receipts are required for all non-travel expenses, air and rail tickets, hotel, and car rentals regardless of the amount. Receipts for other employee travel expenses less than $75 are not required.
- Receipts should include the vendor name, date of purchase, description of purchase, amount paid, and proof of payment.
- Receipts for air and rail tickets must also include the itinerary, class of ticket, dates of travel, and ticket holder name.
- If the receipt is missing, provide details of the purchase and state why the receipt is missing in the Missing Receipt Justification field.
- Foreign receipts must be translated into English. The translation can be written on the receipt or added as a separate page with translated details. Please include the vendor, amount, and items purchased.

Non-Employees & Contingent Workers

Non-employees (including students) and contingent workers requesting reimbursement should work with the department to submit all required receipts on a Supplier Invoice Request in Workday. See the Create Supplier Invoice Request QRG for instructions.
- If the reimbursement is travel-related, the Non-Employee Travel Reimbursement Form should also be completed and attached to the Supplier Invoice Request. See more details on the Travel and Expenses for Non-Employees page.
Contingent workers who hold a T&E Card must submit T&E Card transactions through an Expense Report in Workday. See the Submit Expense Report QRG for instructions.

Expense Approvers

As an Expense Approver, when you approve an expense report you are certifying that expenses have been allocated appropriately, are in compliance with policies, are in accordance with any restrictions on the worktags, and required documentation is attached to the support the expenses.
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.
For a list of what to review when approving, see the Approve Expense Reports QRG.

Workday Expenses Updates