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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:

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

University purchases from vendors located in Virginia

• The University is a state agency and therefore is generally exempt from Virginia sales tax.
• Primary exception: Lodging, airfare, and rail are generally taxable.
• Virginia vendors may request that University purchasers provide an exemption certificate before they agree to waive sales tax.

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: