Procedures for Expensing T&E Transactions

All posted card transaction will be automatically loaded in ExpenseUVA on a daily basis and must be within 30 days of receipt.  

Cardholders or delegates can submit expense reports as often as needed, but must submit at least every 30 days. Cardholders will receive a reminder email if they have transactions that have not been expensed and submitted within 30 days. If transactions are not expensed within the required time frame, the cardholder’s card may be suspended.

Below are card specific resources that will assist you in faster and more effecient reconciliation.

 

ExpenseUVA Training

Training is available to you online through Workday Learning.

Click here to access this training. You will be required to login through netbadge to access this training. 

Required Receipts & Best Practices

University funds:

All receipts are required for non-travel expenses, air and rail tickets, lodging, and car rentals regardless of the amount. Receipts are not required for other travel and entertainment expenses less than $75.

Grant funds:

  • Follow the University funds receipt requirements unless your grant specifies otherwise

 

Itemized receipts are required for all transactions made on behalf of students and non-employees.

Personal Transactions on the T&E Card

Personal transactions should not be made with your T&E card, including when Mixing Personal Travel with University Paid Travel. Your card may be suspended and additional training required, if three personal transactions occur in the same year.

University Employee Cardholders

If a personal transaction is made on the card, you MUST mark the transaction as “Personal” in ExpenseUVA. Personal transactions will be deducted from your Payroll. 

Non-Employee Cardholders:  

If a personal transaction is made on the card, you MUST mark the transaction as “Personal” in ExpenseUVA. The personal transaction will be charged to the Sponsoring Department’s PTAO listed on the “Add Non-Employee to ExpenseUVA” form by cost transfer.  It will be the Sponsoring Departments responsibility to obtain a refund from the cardholder.

Please follow these steps in ExpenseUVA:

  • Create an expense report in ExpenseUVA for the card transactions as usual

  • If the entire card transaction is personal, mark it as personal. 

  • You will note that the Allocation will default with “PERSONAL MATTER.” This will deduct the amount of the transaction from the cardholder’s next paycheck and credit the University’s clearing account that paid for the Bank of America invoice.

  • If part of the card transaction is personal, do not mark as personal, but add the “PERSONAL MATTER” allocation from the list of values for the part that is personal. This will deduct the amount of the transaction from the cardholder’s next paycheck and credit the University’s clearing account that paid for the Bank of America invoice.

  • Please note: For Non-Employee cardholders, the personal transaction will be charged to the Sponsoring Department’s PTAO listed on the “Add Non-Employee to ExpenseUVA” form by cost transfer.  It will be the Sponsoring Departments responsibility to obtain a refund from the cardholder.

  • In the Description indicate that card was used in error for a personal expense.

  • Once approved by the expense owner (cardholder), it will export to Payroll for the deduction.

Accidental Reimbursement of T&E Charge

If you mistakenly received a reimbursement for a T&E transaction, please follow these steps to correct:

 

  • Create an expense report in ExpenseUVA for the card transactions you were reimbursed. Mark the transaction as personal.  You will note that the Allocation will default with “PERSONAL MATTER.” This will deduct the amount of the transaction from the cardholder’s next paycheck and credit the University’s clearing account that paid for the Bank of America invoice.
  • Please note: For Non-Employee cardholders, the personal transaction will be charged to the Sponsoring Department’s PTAO listed on the “Add Non-Employee to ExpenseUVA” form by cost transfer.  It will be the Sponsoring Departments responsibility to obtain a refund from the cardholder.
  • In the Description indicate that the card transaction was expensed as a reimbursement in error.
  • Once approved by the expense owner (cardholder) and the supervisor, the charge will be sent to Payroll for deduction for the cardholder's paycheck.

 

ExpenseUVA Screenshot

Other Card Related Issues

Single Transaction with Multiple Expense Types

ExpenseUVA allows a single T&E card transaction to be split to different expense types (tiles). To do this, please use the "Split Transaction" tile in Chrome River. Once selected, the system will require the cardholder to itemize the expense to other tiles. ExpenseUVA also provides the ability to split single transactions between multiple PTAO combinations.

Cardholders Who Have Left the University

All expense reports must be approved by the Expense Owner.  If credit card transactions have been expensed for a cardholder who is no longer with the University, the department can request that the expense report be reassigned to another Academic employee for approval.  Please send requests to card@virginia.edu . 

Fraudulent Transactions

If there are fraudulent transactions on the card they should be expensed to the same tile that will be used for the credit.  It is recommend that you use the "Travel Other" expense tile so that you are not charged eVA fees.  The description of the transaction should indicate that is a fraudulent transaction and a credit will be issued.