T&E Card Management Moves to Workday on June 25

Managing Travel & Expense (T&E) Cards is about to become more streamlined. Beginning June 25, T&E Card applications and card management requests will move from the UVAFinance website into Workday, creating a more centralized experience for cardholders, expense data entry specialists, supervisors, and approvers.

What’s Changing?

Instead of submitting T&E Card applications and change requests through web forms, eligible users will initiate requests directly in Workday and be able to track their status throughout the approval process.

This change is designed to make card management easier and more transparent. Approvers will receive Workday inbox notifications, and users will have visibility into where requests stand—similar to the experience already available for requisitions, expense reports, and other Workday transactions.

Card Activities Moving into Workday

Card Management Changes

Several common T&E Card activities will now be managed through Workday, including:

• New T&E Card applications
• Spending limit changes
• Leave requests
• Card cancellation requests
• Cardholder searches

Benefits of the New Process

• More visibility: Users can check request status directly in Workday.
• Less manual entry: Employee, supervisor, and work location information will populate from Workday HR data.
• Clearer routing: Approval steps will move through Workday inbox tasks.
• Better integration: Data exchange with Bank of America will be more automated behind the scenes.

The new process also uses existing HR data in Workday to populate information such as employee details, supervisor information, and primary work location. New card requests will include a question about the card’s primary business purpose—such as travel, event planning, or procurement of goods—which will help align spending limits with typical business needs.

What’s Staying the Same?

While the process is changing, many aspects of the T&E Card program remain the same. T&E Card policy requirements are unchanged, expense report submission processes will continue as they do today, and Bank of America will remain the University’s card provider.

The T&E Team and Finance Solutions Center will also continue to provide support and assistance through Ask Finance.

Important Process Update

If a card is lost, stolen, or affected by fraud, Bank of America will continue to cancel the card, but replacement cards will no longer be automatically reissued.

Instead, cardholders will submit a request for a new card through Workday. This helps ensure that University records remain synchronized with Bank of America systems.

Support and Resources

To support the transition, UVAFinance is updating training and support resources, including Quick Reference Guides, website content, and cardholder training materials. Topic hours will also be available beginning in July for users who have questions or would like additional guidance.

For more information, including recordings, presentation materials, and training resources, visit the T&E Card Enhancements Resource Center on the UVAFinance website.

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