Workday Payment Options
Incorrect/Lost/Damaged Check Procedure
Payment Tracking
Workday Payment Options
Direct Deposit
- Processed by the Integrated Service Center (ISC) using Workday
- Limited to active UW employees only
- Domestic US Bank Accounts only
- Payment is sent the next business day after final approval is given on the expense report. Deposits typically takes 2-5 business days once payment is sent.
- Direct deposit will default to the account the employee has set for payroll
- Available for Expense Reports, Miscellaneous Payments, and Travel Advances (Spend Authorization)
- In Workday, an employee can set a different account to be set for travel direct deposit:
Check
- Process by Mailing Services in UW Creative Communications
- This option is available for all traveler types
- Can be mailed domestically or foreign
- Available for Expense Reports, Miscellaneous Payments, and Travel Advances (Spend Authorization)
- For Non-employee travelers, a Miscellaneous Payment Payee must be created. See instructions on how to create this type of Payee on the Miscellanous Payment Job Aid, Pages 2-4.
Incorrect/lost/damage check procedure:
- Please fill out a Check Cancellation Request Form from UW Connect.
- Miscellaneous Payments:
- Once the check has been canceled, the MP will be canceled in Workday. If payment is still due, Shared Environment should submit a new MP in Workday.
- Expense Reports:
- Once the check has been canceled, the ER will not be canceled in Workday and instead, the ER will re-run for settlement that evening.
- Refer to payment tracking information below to determine the check status
- Once the check has been canceled, the ER will not be canceled in Workday and instead, the ER will re-run for settlement that evening.
- To expedite, the 'copy' function can be used on the previous ER. Note that all attachments & comments will need to be re-added. Here are the instructions:
- Go to the Expenses App, click on Expense Reports, choose 'Approved' in the status field
- Select the Expense Report by clicking on the Related Actions icon (do not actually open the report)
- Under Expense Report, click on the 'copy' button
- A new copy of ER will open or you can find the new copy in your drafts under My Expense Reports
- Please attach all of the required receipts/documents, as they won’t be automatically copied
- Please re-input line item details and all overall comments, as they won’t be duplicated either
Wire
- Processed by UW Accounts Payable
- Payments are limited to foreign nationals with foreign banks
- No Fee ($0) as of July 2023
- Available for Miscellaneous Payments
- Wire payments typically have longer processing times then the other payment options. Further delays can be based on central office processing times due to high volume.
Payment Tracking
- Once an expense report has been fully processed, payment information can be determined by coming back to the expense report after a couple business days.
- The information is shown below the summary in the 'Expense Report' section