Wednesday, July 2, 2025 : Payroll Accounting Adjustments are not expected to be available on July 3 as previously planned, due to an error within Workday. We are working as quickly as possible to fix the issue. Watch this space for updates. Please direct questions to askfinance@virginia.edu
Resources
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.
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
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
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
Guidelines on mileage and parking costs while commuting to work
Parking fines are not an allowable expense for University faculty, staff, or students.