Resources

Submitting Reimbursements for Non-Employees (QRG)
This Quick Reference Guide (QRG) is designed to walk non-employees through the process of submitting reimbursements.
UVAFST_Submitting Reimbursements for Non-Employees_Final.pdf115.49 KB
Create Expense Report in Workday Mobile Application (QRG)
This Quick Reference Guide (QRG) is designed to walk employees through the process of creating an expense report in the Workday Mobile Application.
UVAFST_QRG_Create Expense Report in Workday Mobile Application_Final.pdf258.26 KB
Approve Expense Reports (QRG)
This Quick Reference Guide (QRG) is designed to walk an Expense Support Specialist through the approval process in Workday.
UVAFST_QRG_ApproveExpenseReports_Final_R2 (1).pdf345.21 KB
View, Edit, Change and Cancel Expense Report (QRG)
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.
UVAFinance_QRG_View,Edit,ChangeandCancelExpenseReport.pdf773.14 KB
Create Expense Report (QRG)
This Quick Reference Guide (QRG) is designed to walk employees through the process of creating an expense report in Workday.
UVAFST_QRG_CreateExpenseReport_Final (7).pdf931.07 KB
Bank of America Resources
Common T&E Card actions including lost/stolen card, fraudulent charges, how to dispute a transaction, and how to use your T&E card for international travel.
Instructions for Completing Auto Loss Notice

Time and Place of Accident:

Enter the Date, time, and specific address of accident.

University Vehicles
What do I do if I have a vehicle accident in a State owned or rented vehicle while on University business?

While at the scene of the accident:

T&E Card Training
T&E Card Refresher Training
FY2026 Budget Book

FY2026 Budget Book

FY2026BudgetBook.pdf456.92 KB
About Year-End Adjustments

After the fiscal year is closed, there is a brief period when adjustments can be made in order to address budget deficits.  

See the current year-end adjustment window on the Year-End Closings page.

Here are a few guidelines to note: 

How to Enroll in Paymode for Secure Electronic Payments

How to Enroll in Paymode for Secure Electronic Payments

The University of Virginia partners with Bank of America and Bottomline Technologies to offer Paymode-X, delivering secure electronic payments to our suppliers.  A PDF is attached below.  

Paymode Instructions for Suppliers.pdf81.71 KB
Paymode Vendor Enrollment Process

A screen-by-screen walkthrough of the vendor enrollment process, from our partners at Paymode.

Enrollment Screen Shot Deck.pdf1.27 MB
Finance Matters Podcast: Learn more about UVAFinance Financial Compliance and the UVA Office of Audit & Compliance

What's the difference between UVA's Audit & Compliance department and

F&A Cost Rates are NOT a Percent of the Total Award (Infographic)

Released by COGR, February 2025

FA Costs are not a percent of total award.pdf145.48 KB
Breaking Down the Costs of Federal Research at Unviersities

Brief updated by COGR February 2025. 

Costs-University-Research-Background-Brief_0.pdf189.46 KB
Costs of Federal Research (infographic)

Updated by COGR in December 2024.

Costs_of_Federal_Research_Infographic_Update_Final.pdf1.42 MB
Facilities & Administrative Costs of Research One-Pager

One pager released by COGR in February 2025.  

FA One Pager FINAL 2-5-25.pdf207.37 KB
Understanding the Real Cost of Research

Released February 2025 from COGR.  Watch the video.

Booking Groups at Locally-Contracted Hotels

When booking group lodging and/or events at one of the University's locally-contracted hotels, please follow the procedure below. 

A group is defined as 10 or more rooms. 

Please note: This process may only be used for bookings that are signed by representatives of, and financially covered by, the Rector & Visitors of the University of Virginia.