Resources

Waiting for a Refund/Credit

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.

How do I correct an accidental reimbursement?

Creating an accidental reimbursement is caused by either:

How do I log into TravelUVA?
How to log into TravelUVA and what to do if you can't access your account
What spend categories go with which expense items?

View the Expense Item Descriptions chart to view which spend categories are tied to which expense items.

Can I mix personal travel with university-paid travel?
Procedure for how to mix personal and business travel
Can I bring a companion on my business trip?
Procedures on companion travel
Can I drive my personal vehicle for a business trip?
Guidance and recommendations for driving a personal vehicle while on business
How should I pay for my travel?
Preferred method of payment for travel expenses
How do I get reimbursed for actual meals while traveling?
Limits and procedures for claiming actual meals and day trip meals while traveling
WD-How do you pay a research participant if the individual is an employee?
Instructions for how to pay employees a human subject payment
How do I expense a personal transaction on a T&E Card?
How to expense a personal transaction on a T&E card and correct an accidental reimbursement of a T&E card charge
Are parking fees an allowable expense?
Determine if parking fees are allowed to be reimbursed
Are tips or gratuities an allowable expense?
Procedure for tipping and gratuity
How do I claim per diems?
How to claim meal per diems for a business trip
Are mileage and parking costs associated with my daily commute an allowable expense?
Guidelines on mileage and parking costs while commuting to work
Are parking fines an allowable expense?

Parking fines are not an allowable expense for University faculty, staff, or students.

Can I pay for my travel with grant funds?
Guidelines on paying for travel with grant funds
Can I buy travel insurance for my trip?
How do I know I have the right people in the right expense related roles?

 

Roles involved in the expense report approval process are:

  • Expense Support Specialist (ESS)
  • Detail Worktag Approvers:
    • P2P Approver
    • Grant Manager
    • Gift Manager
    • Project Budget Specialist
  • Senior Department Finance Approver (SDFA)

 
When considering adjustments in role assignments, please keep the following in mind:

How do I expense a refund to my T&E Card?
How to expense a refund or credit on a T&E Card