April 8, 2025, 4:45 pm: The T&E Card Change Request form is failing intermittently. We are working with ITS to address the issue. In the meantime, please send us an email with the information the form requests to askfinance@virginia.edu
Resources
The maximum surcharge allowed by Visa on T&E Card purchases is 3%. Effective April 15, 2023, Visa reduced the permissible merchant surcharge to the lower of: (a) the actual rate charged to the merchant by Visa, or (b) 3%. This is valid nationwide.
If a cardholder is expecting a credit for a T&E Card transaction, they must still meet the standard deadline of 30 days for submitting the original transaction. This applies even in cases of fraud, merchandise returns, or accidental purchases awaiting a refund. While it's preferable to consolidate the purchase and credit on the same report, the initial transaction must be submitted on time even if waiting for the credit.
This process reflects the January 8th two-approver adjustments in Workday Expenses.
For previous months Account Certifications that were already pushed out, You can request the account certifications be reassigned using the Reassignment Request Template within the Account Certification UBI. Request Account Certification Reassignment Quick Reference Guide
Use this form to request a change, new, or deletion of a Worktag for Cost Center, Program, Activity, or the hierarchy.
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.
How to log into TravelUVA and what to do if you can't access your account
The report Details for Account Certification can help.
In Workday, type Details for Account Certification in the global search. Select the Worktags that match your Account Certification. This will give you a report with all the details. You can export to Excel. Pro tip: Keep the Details for Account Certification open in Workday to drill into transactions you need more information on.
- Workday General Account Certification Reports
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Report Name Description Output Details for Account Certification A custom UVA Workday report bringing together user requested elements to support the Account Certification process. - Pulls in Revenue, Expense, and Transfer ledger items that appear on the Account Cert
This Quick Reference Guide (QRG) is designed to walk non-employees through the process of submitting reimbursements.
View the Expense Item Descriptions chart to view which spend categories are tied to which expense items.
Procedure for how to mix personal and business travel
Guidance and recommendations for driving a personal vehicle while on business
Limits and procedures for claiming actual meals and day trip meals while traveling
Select a new itinerary on the same airline as your ticket credit. Complete your reservation as usual. When the ticketing agent at CBT fulfills your ticket order they will apply your credit and charge any applicable change fee to your credit card on file. If there is a residual value left over, that will appear in your unused ticket list in AirPortal. If your credit is all used it will disappear from your unused ticket list. Some airlines allow a residual credit and some do not. Some allow the change fee to be taken out of the credit and some require you to pay it separately.