Reimbursements

Topics Covered

• What is Not Allowed
• Access
• Best Practices
• Documentation
• Approval Process

Expense Reports 

Expense Reports are a tool in Workday used to reimburse UW employees only for travel and non-travel related expenses made on behalf of UW business.

• For Travel Expense Reports, visit https://finance.uw.edu/travel/ for more information.
• For reimbursing a Non-UW employee for expenses made on behalf of UW business, visit https://finance.uw.edu/ps/how-to-pay/payments-to-individuals

Non-Travel Related Expense Reports (formerly eReimbursements)

This is for reimbursement of goods that have been purchased on behalf of UW. They are for rare occasions when other procurement methods are not an option. This should be done as a last resort.  As with other procurement methods, you must have department approval.  

In Workday, your task options are:

• Create Expense Report (for self)
• Create Expense Report for Worker (on behalf of employee)

Business Purpose to select in Workday:

• Non-Travel Reimbursement

Access:

• Users will need an Expense Data Entry Specialist role to complete an Expense Report in Workday.

Training:

In UW Connect Finance Portal:

• Job aid "EXP-J-03 How to Create Travel and Non-Travel Spend Authorizations and Expense Reports."

Not allowed on Non-Travel Reimbursements

All individuals seeking or approving reimbursements should be familiar with the below.

 Documentation

• Documentation is required for every expense made on behalf of the University of Washington. Examples include receipts and invoices. These documents support accounting and reconciliation best practice.
• A receipt is a written acknowledgment of having received, or taken into one's possession, a specified amount of money, goods, etc. A receipt is not a confirmation notice or quote.
• Receipts should be itemized to show exactly what was purchased. For example, if a meal is being reimbursed, include the itemized receipt showing the food and beverages being purchased at that meal. 
• If the purchase is food related, include a list of attendee names. This list will demonstrate adherence to the per diem limit.
• Make every attempt to retrieve a receipt from the supplier for the purchase. If a receipt cannot be collected, have supporting documentation available such as a bank statement, confirmation email of purchase, packing slip etc and an itemized list of what was purchased.
• For destruction of receipts after scanning, each department must create a scanning policy that is in compliance with Records Management

To read more about the UW receipt policy, click on the link below:

UW Receipt Policy Information

Approval Process

Expense Reports will be reviewed in their department by:

• SE Requisition Specialist
• Funding Approver (Grant Manager, Cost Center Manager etc) if it is not applied to a spend authorization.

If the Expense Report is over $3,500 it will also route to:

• AP Data Entry Specialist

Payment Method

• Employees who currently receive their payroll by direct deposit to their bank account will be able to choose to receive their reimbursement by direct deposit to the same account, or a different bank account.  The banking information from Payroll does not default.
• New employees will need to set up their banking information for Travel and E-Reimbursement in Workday.
• You should check the ‘Pay' section in Workday and verify that your account is set properly for Travel and E-Reimbursement under “Payment Elections."
• If a bank account is not set up, the reimbursement will default to check and be mailed to a designated campus box number.