TravelUVA/ Concur Downtime Today, June 28

Christopherson Business Travel is upgrading to a new reservation and ticketing system today, June 28. Although much of the work will be done behind the scenes, there will be some impacts on travelers and travel assistants.

• Concur will be shut down for one day, today, June 28 to complete the upgrade. Travel reservations can still be booked or modified by calling a CBT advisor directly at 844-488-2228 (M-F, 8 am-8 pm ET). Booking fees will apply.
• Upcoming reservations that were booked prior to June 28 will still be active but will not be visible in Concur. Any changes needed to reservations that were booked prior to June 28 will need to be made by contacting a CBT advisor directly.

We are very excited about this upgrade as it will improve the booking process and more travel options will become available.

If you have any questions, please view FAQs or email travel@virginia.edu.

Travel Assistants Need a Completed Concur Profile

Do you book travel for others using a Christopherson Business Travel (CBT) advisor? Please follow these instructions to complete the required fields in your Concur profile. CBT will ask two of the following authentication questions based on the travel assistant's profile when assistants call to make travel arrangements.

1. Date of Birth
2. Manager
3. Cell Phone
4. Home address
5. Emergency Contact

CBT has implemented this requirement to help reduce travel-related fraud.

Please email travel@virginia.edu with questions.

2024 Travel & Expense Expo

Tuesday, August 6,

10 am - 2 pm Newcomb Hall Ballroom.

RSVP here and receive a double entry into the door prize drawing!

This event will showcase 35+ travel and expense-related vendors and three workshops.

Workshops will be:

• TravelUVA: What's New 10:30 am
• Expense Reports for Travel 11:30 am
• Travel & Expense Trivia 12:30 pm

Services provided by appointment only (register in the RSVP link above):

• New passport processing
• DMV- REAL ID processing

Light refreshments will be provided.

Not sure of your schedule? You can still register at the door!

Learn more about Chailey, Danae, Jenny, Moserah, and Raegan. We are here to help with all of your Travel, Expense, and T&E Card questions. For travel-related questions, please email travel@virginia.edu, and for expense and card-related questions, email askfinance@virginia.edu.

Expense Owners Must Approve Expense Reports Submitted by a Delegate

When a delegate submits an expense report on behalf of the expense owner or cardholder, the first step of the business process is approval by the expense owner. It is vital that the expense owner approves these reports to verify that the information being submitted on their behalf is accurate. Approval delegates should not approve at this step.

Ground Transportation Contracts Updated

Please visit the Travel Contracts page to view ground transportation agreements. More information about booking ground transportation is available on our website.

Workday Expenses Updates

Introducing Expense Hub  

The Expense Hub is automatically available in all users' Workday Menu. The Hub offers a new look and a more dynamic interface. It can also be useful to users by allowing them to take a quick glance at all outstanding expense reports.

The Expense Hub has many useful features, and we hope users will find it helpful. The old Expense app will expire sometime later this year.

The Expense Hub QRG is linked here.

Expense Item Updates

Expense items "Books Non-Library" and "Educational Materials and Supplies" have updated descriptions. These are visible in Workday in the related actions and on the Expense Item Descriptions page on our website.

Offboarding and Expenses

• Business processes stall when Workday roles are empty. Consider adding "backfilling the employee's system roles" as one of your employee offboarding tasks.  
• Please remove and reassign delegations during offboarding.
• Ensure all T&E card transactions have been expensed before offboarding.

Helpful Tips

• Please include detailed descriptions in the memo fields. Enter the names of travelers, the reason for purchase, etc. This will be useful to approvers as well as in the case of an audit.
• Personal transactions are not allowed on a T&E card. Please pay for personal items separately, i.e., at a hotel, pay for room and tax on a T&E card, and incidentals on a personal card. Personal transactions are a violation of the T&E card policy and could result in card suspension or cancelation.

Expense Support Specialist Best Practice



Users with the Expense Support Specialist role can edit expense reports before they approve them. We suggest returning expense reports to the Expense Owner if the dollar amount needs to be edited or another major change needs to be made. This keeps the Expense Owner informed.

The Expense Item Descriptions page on our website is up to date. The date of update is documented on this resource, so you can ensure you are viewing the most recent version.

For questions about Workday Expenses, please contact askfinance@virginia.edu.

Workday Expenses Assistance Available

Workday Expenses Training and Quick Reference Guides (QRGs) are available.

Sign up for 1:1 Help with a Trainer.

Do you know your Ambassador? They are subject matter experts, not only in Workday Expenses but also in policies and procedures specific to your area. They are there to help you with any questions you may have. Ambassadors are your first level of contact and can help you navigate the expensing process quickly. Before contacting askfinance@virginia.edu, we encourage you to contact your Ambassador first (use our Ambassador Search if you need help finding yours). They are ready and able to help solve your problems!

Faculty-Staff and Student University Related Travel to Israel, the West Bank, and Gaza is restricted until further notice.

International Travel Registry: Ensure your trip is reimbursed

Faculty and staff are required to register their international UVA business travel through the University's International Travel Registry per the Faculty and Staff International Travel Policy. This registry has been put in place to keep our international travelers safe in case of an emergency and automatically enroll them in the CISI International Health and Emergency Assistance Program. 

CISI Coverage is now only available to those travelers who have registered their travel through the International Travel Registry. The blanket policy that previously covered every international employee traveler automatically is no longer in place.

The University may refuse to fund or reimburse any expenses connected with University-Related International Travel that have not been added to this registry. It is good practice to register travel when reservations are made. This is especially important for airline tickets and other travel arrangements booked using a T&E Card.

Please email Travel@virginia.edu with any questions.