Payment Options & Tracking | Travel Services

Workday Payment Options
Incorrect/Lost/Damaged Check Procedure
Payment Tracking
Payment Returns and Rejections
ACH Verification

Workday Payment Options

Note	Direct Deposit/ACH
Available to	All traveler types
Account type	Domestic US bank accounts
Processed by	Banking & Accounting Operations
Processing time	2-5 business days (sending payment and deposit)
Reimbursement module	Spend Authorizations (Travel Advances), Expense Reports, Miscellaneous Payments
Manage information	Employees: Workday Payment Elections (Travel & E-Reimbursement)¹ Non-Employees: Miscellaneous Payee profile (Banking Information)
Verification documentation	Employees: TBD Non-Employees: Documentation verifying ACH information will be required

¹Travel & E-Reimbursement payment elections will default to the account the employee has set for payroll and may be set as a different account for travel reimbursement.

Note	Check
Available to	All traveler types
Account type	All accounts
Processed by	Creative Communications (Mailing Services)
Processing time	1-3 business days to print and mail 1-3 business days to process (domestic) Varying time to process depending on bank (foreign)
Reimbursement module	Spend Authorizations (Travel Advances), Expense Reports, Miscellaneous Payments
Manage information	Employees: Workday Personal Information Non-Employees: Miscellaneous Payee profile (Contact Information)
Lost/Missing/Damaged check	Proceed with the Check Cancellation procedure. For Expense Reports, departments can create a copy of the canceled ER to expedite the creation process.²

²Find the previous ER # either through the search bar, R1126 Find Expense Reports OR the Expenses Hub. Use the related actions icon () > Actions > Expense Reports > Copy. Creating a new ER from a copy does not include attachments, comments or additional context in fields that have free-form text.

Screenshot of My Expense Report Page showing the Copy button for Expense Reports

Note	Wire
Available to	Foreign National, Non-employee travelers
Account type	Foreign bank accounts
Processed by	Banking & Accounting Operations, Accounts Payable Wires
Processing time	5-10 business days
Reimbursement module	Miscellaneous Payments
Manage information	Non-Employees: Miscellaneous Payee profile (Banking Information)³
Cost	$0

³Wire payments typically have longer processing times than the other payment options.

Payment Tracking

Spend Authorizations (Travel Advances):

Information	Details
Tab name
Viewer	Employee as payee Expense Data Entry Specialist
How to find	R1111 Spend Authorizations Expenses Hub (Employee as payee)

Expense Reports:

Information	Details
Tab name
Viewer	Employee as payee Expense Data Entry Specialist
How to find	R1126 Find Expense Reports R1142 Expense Detail Expenses Hub (Employee as payee)

Miscellaneous Payments:

Information	Details
Tab name
Viewer	Miscellaneous Payment Data Entry Specialist
How to find	R1372 Miscellaneous Payment Search

See Payment Status for additional Workday Payment Status information.

Payment Returns and Rejections

Payment returns and rejections may occur due to incorrect or missing banking information when using ACH or Wire.

Users who have been notified may follow the steps below based on the payee and payment rejection type:

Scenario	Payee + Payment Type	Next Steps
1	Employee + Returned ACH⁵	Employee must update their Payment Elections under Travel/E-reimbursement Once their payment elections are updated, the department must reply to the original notification sent by Travel Services Workday will automate a settlement run to process a new payment
2	Non-employee + Returned ACH or Wire + Single Use Payee is NOT checked⁵	Department is to obtain updated banking information from Non-Employee payee and revise the banking information tab in the payee's profile Once their payment elections are updated, the department must reply to the original notification sent by Travel Services Workday will automate a settlement run to process a new payment
3	Non-employee + Returned ACH or Wire + Single Use Payee is checked	MP will be put into Draft status Department is to obtain updated banking information from Non-Employee payee and revise the banking information tab in the payee's profile and resubmit the MP Once the approval flow is complete, Workday will automate a settlement run to process a new payment

⁵Scenarios 1 and 2: Effective September 1, 2026, the returned/rejected payments for travel reimbursements will remain open up to 60 days from the initial notification from Travel Services. If the payee's banking information has not been updated within this time period, the reimbursement request will be placed into Draft status for the department (MP) or employee (ER) to update the banking information at a later time. This policy will include unresolved returned/rejected payments for travel reimbursements prior to September 1, 2026.

Payment Type	Quick Tips
ACH	Common ACH return codes: R02 Account Closed: the account was already closed prior to the sent payment R03 No Account/Unable to Locate: typo or incorrectly input of payee's name, acct number or routing number R04 Invalid Account Number: typo or incorrectly input account number (number format does not match)
ACH/Wire	Users may receive a notification that the reimbursement payment was returned or rejected, but when viewing the request, may notice a Paid status and Reconciled reconciliation status. The combination of the two statuses do not determine if a payment was successfully deposited into the payee's account.
Wire	Wire requirements vary per country, please have foreign nationals contact their bank for the correct banking information to receive a wire payment from the United States of America in USD.
Check	See Returned Checks for checks that have been identified as not deliverable due to incorrect addresses or missing information.

ACH Verification

Effective July 1, 2026, in compliance with new requirements enforced by the National Automated Clearing House Association (NACHA), the University will be implementing updated guidelines for ACH payments. These guidelines apply to all ACH payments issued by the University, auxiliary enterprises, and service centers to minimize exposure to ACH risk and protect the confidentiality of payee information.

Expense Reports will have a different process to be determined at a future date.

See the full policy on the UW ACH Risk Management & Compliance Policy (Banking & Accounting Operations).

The fraud prevention process for outgoing ACH payments applies only to transactions of $5,000 USD or greater ("ACH Transaction Threshold") involving new payees or any changes to existing payee banking information. BAO will review the ACH Transaction Threshold annually and may adjust it based on the effectiveness of the controls, emerging fraud trends, transaction activity, and other relevant risk factors.

When entering or updating a non-employee payee's ACH banking information in Workday, departments must obtain and attach documentation verifying the following account details:

Bank routing number (ABA)
Bank account number
Account type (checking or savings)
Payee name as it appears on the bank account

Acceptable forms of documentation include:

Document	Details
Phone call (between payee and department) - previously established/independently sourced phone number	Miscellaneous Payment request: Comment date, time, phone number, and name of the person contacted to confirm Payee profile: Under Attachments, upload a call log document that includes the date, time, phone number, and the name of the person they contacted
Official bank document - voided check	Check must state "VOID" and contain account details
Official bank document - signed bank letter	Letter must contain the bank's letterhead confirming account details
Redacted bank statement or online bank screen print	Screen print must contain account details

Emails are not sufficient for verification, including bank information confirmation and requests or instructions to change banking information.

Miscellaneous Payment Job Aid (coming soon)

Non-Employee Travel Miscellaneous Payments that have an ACH payment type and amount of $5,000 or more will be reviewed by the Expense Partner (Travel Services) in accordance with the NACHA requirements.