How to purchase and expense gift cards
Resources
How to keep candidate names private when expensing business meals
How to use Student Program Costs in Workday Expenses
Understanding Facilities & Administration
For Procurement Services (authenticated by Netbadge) staff to request help with requests for reports or other data.
For Procurement Services (authenticated by Netbadge) staff to request help with web changes, emails, or to set up a Zoom webinar.
These course slides cover creating a Miscellaneous Payment Request and submitting it for approval, changing or canceling the request, if needed, and understanding the reporting capabilities for viewing petty cash requests.
The slides for this course cover: How requisition informs a purchase order and subsequently informs a supplier invoice, successfully creating a requisition including a template requisition, changing a purchase order, approving a supplier invoice, understanding reporting capabilities available for Procurement Shopper Requisition functionality
Description of all expense items. Latest update June 12, 2025.
This crosswalk lists the most used financial reports in University Business Intelligence (UBI) Reporting and maps them to the reports that are most like them in Workday. Note that the Workday reports contain real time data.
UBI to WD Reports Crosswalk (8).pdf118.67 KB
These slides cover the following:
• The purpose of costing allocations and the high-level business
process
• When and how to assign various types of costing allocation:
− Worker Position
− Worker Position Earning
• The various requirements when allocating costs to grants: Salary
over the Cap (SOC), cost share, temp workers, approval routing,
and Federal Work Study
• How to maintain existing costing allocations
• How to request a costing allocation for oneself
• How to run reports related to Payroll Costing
These course slides cover the following:
• Which business processes use costing allocation and costing
override as a subtask
• How to process Inbox Tasks that are routed to you as part of the
following Human Capital Management (HCM) Tasks:
− Hire, Add Job, Change Job
− Period Activity Pay
− One-Time Payment
See Policy FIN-001: Determining if an Award is a Gift or Sponsored Project
A Gift is defined as: an irrevocable transfer of assets (cash, stock, gifts, etc.) to the done such that the donor can exercise no further control over it and does not have expectation of any contractual requirements or potential benefits. To be tax deductible it must be donated to an organization recognized as charitable by the IRS (a 501(c) (3) corp).
University Foundations can use UVA Fund’s services to collect and process gifts and donations as the funds do not belong to the University, they are deposited into Foundation bank accounts. If the monies the event is collecting are University funds, deposited into University revenue projects, then UVA Fund cannot function as a processor for your event (see Policy FIN-016: Receiving and Depositing Cash and Other Monetary Instruments) as the funds are required to be deposited directly into University Bank Accounts.