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.
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
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
Limits and procedures for claiming actual meals and day trip meals while traveling
Instructions for how to pay employees a human subject payment
How to expense a personal transaction on a T&E card and correct an accidental reimbursement of a T&E card charge
This Quick Reference Guide (QRG) is designed to walk employees through the process of creating an expense report in the Workday Mobile Application.
This Quick Reference Guide (QRG) is designed to walk an Expense Support Specialist through the approval process in Workday.
- University purchases from vendors located in Virginia
This Quick Reference Guide (QRG) walks employees through the process of viewing expense reports in Workday and performing related actions including canceling, changing, or editing an expense report.
This Quick Reference Guide (QRG) is designed to walk employees through the process of creating an expense report in Workday.
Guidelines on what purchases should and should not be purchased on the T&E card