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University of Washington
Travel Services

Reimbursement System Approvals

How to Assign WD Security Roles
Approval Flow
Workday Security Roles
Travel Services Review

How are Security Roles assigned in Workday? 

Security Roles are assigned through a Security Role Request on Workday. Please note that users requesting a security role change must contact their department administrator or supervisor before submitting a request. 

Approval Flow

Expense Report

  1. Compliance Approver (SE Requisition Specialist) 
  2. Funding Approver (CC/Grant/Project Manager)
  3. Expense Partner (Travel Services) 

Miscellaneous Payment

  1. Funding Approver (CC/Grant/Project Manager)
  2. Compliance Approver (SE Requisition Specialist) 
  3. Expense Partner (Travel Services)
  4. Accounts Payable Data Entry Specialist
  5. Tax Office (if Payee is a Foreign National) 

Workday Security Roles

Initiator: Expense Data Entry Specialist OR Miscellaneous Payment Data Entry Specialist

Responsibilities: 

  • Initiate and complete expense report for themselves or on behalf of another traveler (EDES)
  • Initiate and complete miscellaneous payment request on behalf of another traveler (MPDES)
  • Completes report in accordance with UW and department policy
  • Attaches all required documentation (receipts, approvals, etc.)
  • Ensures documentation is in accordance with retention & scanning policy set forth by UW Records Management

Compliance Approver: Shared Environment Requisition Specialist

Responsibilities:

  • Reviews report in entirety to confirm adherence to UW and department policy
  • Ensures documentation is in accordance with retention & scanning policy set forth by UW Records Management
  • Ensures all expenses are necessary and critical to UW business, obtained at the most economical logical cost
  • Ensures same expenses have not been previously reimbursed on an expense report or other payment module
  • Edit expense line items if necessary and add documentation if missing. The report can be sent back to the preparer to make changes when needed.

Funding Approver: Cost Center Manager, Project Manager, Grant Manager

Responsibilities:

  • Reviews report in entirety to confirm adherence to budget/funding policy
  • Encouraged to review report in entirety to confirm adherence to UW and department policy as a back up to compliance role

Travel Services Review

  • Travel will focus the approval review on the high risk flag(s) that prompted our approval 
  • Approval does not constitute a complete review of the expense report

2024 Review Flags: 

Personal Time + Airfare
Personal Time + Car Rental

Car Type Other
(larger than full-size sedan)

All Non-Employee Travel
Non-US + B2/WT Visa Types

Not Sole Driver (rental car)

Living Allowance

Airfare Change Fee, UW Business
Travel Advance (Per Diem)

1st Class Airfare

Meals Paid for Others

Business Class Airfare – not 14hr rule
Per diem - legacy/reduced  

**Travel may perform random reviews to conduct a risk analysis

Please note at this current time, all Miscellaneous Payment Requests with the "Non-Employee Travel (SC2566)" Spend Category will be reviewed by Travel Services.