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ExpenseUVA Frequently Asked Questions

Choose a link below to jump to the respective answer or scroll through and read all of the FAQs and answers:

Q. Can I delegate my work to someone else?

  1. Yes, there is training here and a job aid here about this question.
  2. Your ambassador can also help you with this task.
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Q. How many delegates can I have?

 

  1. For Expense, you can have as many delegates as you wish. The delegate can complete your travel reimbursements and your T&E Card reconciliations.
  2. For Approval you can only have one delegate.
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Q. Is there a deadline for submitting expenses?

A. Yes, you have 30 days from the date of expense to submit reimbursement.

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Q. I booked tickets for a conference 3 months in advance; when should I apply for reimbursement?

A. After the travel is complete.

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Q. What if my area ambassador changes jobs or retires?

A. The Ambassador database maintained by the Travel & Expense Team catches these instances so that a new Ambassador can be chosen and trained. Please contact us at travel@virginia.edu if there is a change you are aware of.

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Q. What if I don't know my PTAO?

A. Check with your Fiscal Approver. You can also search in Chrome River using any part of the PTAO to locate it.

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Q. I know UVA policy is built in the system, but what about my department's policy, which is different?

A. The system will not allow a report to advance through the system if it isn't in compliance with UVA policy, and the approvers in your area will check for department level compliance issues.

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Q. How do you pay a research participant if the individual is an employee?

A. Human Subject payments for employees cannot be processed through ExpenseUVA. The employee must use the Employee Payment Registration form and payment should be made using the payment voucher including the IRB number.

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Q. If reimbursing for a conference registration that I paid for in advance can I put that expense on the travel expense report so that I can keep all of the travel expenses together?

A. Yes, you can include the conference registration receipt with the travel expense report even if the date of the receipt was purchased in advance. The system will not look at the date of the conference registration receipt and stop you from submitting within the travel start and travel end date.

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Q. How does ExpenseUVA know that the receipts and/or approval requests I sent via email came from me?

A. ExpenseUVA uses your fully qualified email address (i.e. @eservices.virginia.edu or @darden.virginia.edu) to identify the sender of emailed receipts or approval responses. It is important that you use your fully qualified email address to send emails to ExpenseUVA. If you are using an alias (i.e. Joe@virginia.edu), ExpenseUVA will be unable to match those receipts or approval responses to your record. If you wish to continue using an alias, you will need to use other options for getting receipts in the system (i.e. scanning and uploading directly into ExpenseUVA) and for responding to approval requests (i.e. signing in and approving in ExpenseUVA).

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Q. How will the upcoming cutover to Office 365 for email impact emails to ExpenseUVA?

A. ExpenseUVA is dependent upon the email address from which receipts and approval responses are sent matching the email address in ExpenseUVA. As a part of the Office 365 upgrade, your email address will be changed to userid@virginia.edu, which will likely differ from the fully qualified email that was previously loaded to ExpenseUVA. We suggest that you refrain from uploading receipts and/or responding to email approval requests during the Office 365 cutover period established for your school or MBU (you will receive notice from ITS about the cutover wave that you’re a part of well in advance). The ExpenseUVA team will run the required process to update email addresses in ExpenseUVA once each wave’s cutover is complete, so that you will be able to resume email activity with ExpenseUVA. If you have questions, or encounter issues during your cutover, please contact the T&E team at (434) 924-4214

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Q. Are there expenses for which ExpenseUVA CANNOT be used to pay employees?

A. ExpenseUVA cannot be used for the following:

  • Make cash payments to employees: unless the employee has incurred out of pocket costs for business expense.
  • Royalties and human subject (research participation) payments: To receive these types of payment the employee must register using the Employee Payment Registration form and payment should be made using the payment voucher including the IRB number.
  • Revenue Refunds: To receive this type of payment, the employee must register using the Employee Payment Registration form and be paid by a Payment Voucher in the Integrated System or by credit to the employee's personal credit or debit card.
  • Direct purchase of services from an individual or sole proprietor: using your personal credit card/cash/check. Per University policy, employees cannot be reimbursed for these types of purchases - these must be made with a purchase order or the Travel and Expense Card to ensure tax compliance.

 

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Q. How do I upload receipts in ExpenseUVA?

A. Employees/Cardholders should take pictures of receipts and upload them to ExpenseUVA by:

  • Emailing pictures of receipts from their UVA "fully qualified" email address to receipt@chromefile.com. You can find your UVA "fully qualified" email address under settings in ExpenseUVA. It is listed as your primary email.
  • Logging into ExpenseUVA and uploading the pictures of receipts. Once the receipts are received, Chrome River will read the receipt and try to create the expense line.
  • To start expensing, the receipt will be available within your Receipt Gallery. For training, visit Expense Management System - Online Training.


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Q. How can I add ExpenseUVA as a Favorite in the IE browser?

A. This document explains how

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Q. How long do I need to keep receipts after I upload to ExpenseUVA?

A.Details are here on this page.

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Q. When creating an expense report for Airfare, Lodging & Rail should the expense owner enter anything in the description field?

A.Yes, they should include the traveler’s name, location of the trip and the date of the trip so that this information will feed onto the reports for reconciliation

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Q. How do I expense the purchase of gifts for employees and/or non-employees?

A.

  • Employee gifts (including gift cards) should either be charged to Employee Award Non-Taxable or Employee Award Taxable. If taxable, you must select each employee that received a gift. If the expense owner did not receive one of the gifts, make sure to remove their name from the guest list.
  • Non-employee gifts must be charged to Gifts Non-Employee and you must enter the information for each recipient.
  • If you purchase gifts in one transaction for both employees and non-employees, you must enter the expenses on separate lines and use the receipt twice, once for each line.

 

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Q. What do I do if there is a fraudulent expense on my T & E card?

A.First of all, you should contact Bank of America right away and report the fraudulent expense. You should then expense the fraudulent expense, using the correct expense type, to a “standard” department PTAO. The system will require you to enter a justification for not having a receipt, to which you should state that the transaction was fraudulent and that you have filed a report with Bank of America for credit. Once you receive the credit, you should expense the credit to the same expense type and the same PTAO as the initial expense.

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