Expensing & Reimbursements

How to Submit Expenses

• Expense reports for employees using academic funding are created and submitted 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 receipts@expensereport.virginia.edu from one of the email addresses in your Workday profile. Please reference the Email Receipts to Workday for Expense Reports QRG for more information.

• Receipt Requirements
  • Receipts are required for all non-travel expenses, air and rail tickets, hotel, and car rentals regardless of the amount and for all non-employee purchases. Receipts for other employee travel expenses less than $75 are not required.

  • If the receipt is missing, provide details of the purchase and state why the receipt is missing in the Missing Receipt Justification field. 

  • Receipts for air and rail tickets must include the itinerary, class of ticket, dates of travel, ticket holder name, and price.  

Non-Employees

• Non-employees (including contingent workers and students) requesting reimbursement should work with the department to submit all required receipts on a Supplier Invoice Request in Workday. 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. 

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.

Time with a Trainer

Need help with submitting an expense report? Sign up for one-on-one help with a UVAFinance trainer. 

For general questions related to expense reports, please email AskFinance@virginia.edu.

Find Your Ambassador  Goods & Services Guide Expense Item Descriptions