Reimbursing UW Employees
This page will review Expense Reports related to Non-Travel expense. For Travel Expense Reports, visit the Travel website for more information.
Expense Reports are a tool in Workday used to reimburse UW employees only for expenses made on behalf of UW business. 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)
Access:
- Users will need an Expense Data Entry Specialist role to complete an Expense Report in Workday.
Training:
- Job aid How to Create Travel and Non-Travel Spend Authorizations and Expense Reports (UW Employee reimbursements)
All individuals seeking or approving reimbursements should be familiar with the below.
- Effective July 6, 2026: IRS 60 Day Reimbursement Policy
This policy will be implemented only through the Expense Report module, affecting employees and student employees. Students, candidates, and visitors reimbursed through the Miscellaneous Payment module are not affected at this time.
Effective July 6, 2026, UW will adopt Rule 2 of the IRS Accountable Plan (also referenced in SAAM 10.80.70.b.). Under this policy, expenses must be substantiated within a reasonable time period. Failure to do so will result in the expense being treated as taxable income, and the reimbursement will be processed through payroll to ensure the applicable payroll withholding taxes are applied from the individual's next semi-monthly earnings.
For purposes of this policy, as stated in the Safe Harbor established in IRS Section 1.62-2(g)(2)(i), a "reasonable period" will be defined as 60 days from the date of purchase of the expense. Please note: the reasonable period definition state above is applicable to non-travel expenses. For details on how a reasonable period is defined for travel expenses, please refer to Travel Service's website here.
Expenses substantiated on an Expense Report within the 60 day time period state above will satisfy the reasonable time period requirement and will not be considered income.
If you are claiming an exception to this policy, substantial documentation must be attached to the delayed Expense Report and will be subject to review by Accounts Payable.
Allowable exceptions to this policy include:
- The employee was on an approved extended leave of absence.
- Documentation requirement: Department confirmation of extended leave of absence.
- The delayed submission of the Expense Report was caused by the Shared Environment and/or department personnel other than the Payee.
- SE Director (or SE highest reporting authority) explanation and approval.
Please note: please refer to the Travel Services website for details on exceptions accepted on Travel Expense Reports.
The How to Create Travel and Non-Travel Spend Authorizations and Expense Reports Job Aid will include updated procedures as we approach the effective date of July 6, 2026. This web page will be revised once the job aid is updated.
- The employee was on an approved extended leave of absence.
- Not Allowed on Non-Travel Reimbursement Expense Reports
Reimbursement Type Instead Reimburse payments for personal services Visit our How to Pay page for guidance on the best payment method Prizes and Awards for UW employees or UW students Contact the Integrated Service Center for prizes/awards for UW employees. See the Tax Office webpage for more information on prizes/awards for UW students Gift Certificates for Employee Recognition Gift certificates given to UW employees should be reported to Integrated Service Center Travel for UW employees Travel related reimbursement should be on a separate Expense Report for business related travel. See UW Travel Office webpage. Housing See the Real Estate webpage for more information on leases. Reimbursements to individuals for rent must have the appropriate approvals and be submitted through the Travel Office. UW Tuition See the UW Student Fiscal Services webpage Amazon Mechanical Turk Use a department ProCard. Check the Quick Links on the ProCard page for the policy. Prolific Use a department ProCard. Check the Quick Links on the ProCard page for the policy. Expenses purchased using any personal rewards program rewards (rebate, mileage points, credit card travel points, my wallet refunds, gift cards etc.) This includes Amazon, Costco Executive memberships (due to annual rebate) and other personal rewards programs. - Documentation
- Documentation is required for every expense made on behalf of the University of Washington. Examples include receipts and bank statements. These documents support accounting and reconciliation best practice.
- If reimbursing multiple purchases, list each receipt as a separate line item.
- 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.
- 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
- If the purchase is food related, include a list of attendee names. This list will demonstrate adherence to the per diem limit.
To read more about the UW receipt policy, click on the link below:
- 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.
- Reimbursing Non-UW Individuals
Non-UW employees can be reimbursed for travel and non-travel expenses through Miscellaneous Payments in Workday.
- For non-travel reimbursement, review this page below for what is not allowed and documentation. For more Miscellaneous Payment entry guidance, review the Miscellaneous Payments page. Job aid How to Perform Miscellaneous Payments in Workday (Non-UW Employee reimbursement).
- For travel, review the Travel website for policy