Frequently Asked Questions

The initial submission date. 

Expense Reports are submitted in a two-step process: Expense Report and Personal Time Questionnaire. The "initial submission date" is based on the personal time questionnaire's initial submission date. 

All other dates from multiple send-backs and resubmissions, do not override the initial submission date, as Workday records every submission (Oldest - Top of Page, Newest - Bottom of Page).

No, once submitted and fully approved, a Workday integration will take place that will create a report that will be sent to Payroll. 

This will depend on the reason for the reissue. 

ACH and wire returns do not require a new reimbursement payment request, which can continue to use the initial submission date. 

Returned checks that require a new reimbursement request, must be discussed with the department on why the check is being reissued, as there may be factors within or outside of the employee's control. 

Please choose the delayed submission caused by the SE and/or department personnel exception. The required documentation will be a note from the funding source or manager that the funding is not available or will be available at [MM/DD/YY].

There is no final cutoff date for reimbursement submissions. The department may create its own internal policy if preferred. 

The expense is to be reimbursed as non-travel with the "Professional Licenses and Accreditation" expense item. Please use the date of certification as the date of purchase (Expense Date). Do not use the actual date of purchase. In the Expense Report notes or comments, please explain that the date of certification is used and attach the certification document. 

No, the worktags used on the Expense Report will only be charged for the reimbursement amount when the ER is paid. No additional amounts will be charged to the worktags used on the ER, and no additional costs will be incurred by the departments for these taxes.

If the employee has received W-2 reportable wages in the current year, the payroll team will make the required adjustments to ensure accurate tax reporting. If the employee has no W-2 reportable wages, the imputed income will be reported on a Form 1099 instead of a Form W-2.

Yes, the end date on the personal time questionnaire will include personal time. 

Unless the employee is the initiator of the Expense Report, there is no notification within Workday to the payee about their reimbursement being marked as taxable income. The department is to communicate with the payee about the policy. 

Aggregating expenses into one Expense Report is not recommended. Best practice is to reimburse one trip per ER. If the travel does not fit into any of the specified exceptions and is aggregated, the request will be sent back to update to follow the policy.

There may be selected scenarios for mileage aggregation, and those should still be submitted monthly.

The expense date will remain the purchase date for non-travel expenses. The user may select "the employee was on business travel status for over 60 days" exception and obtain documentation in the form of trip pre-approval and/or documentation substantiating continuous 60-day travel.

The employer tax will be absorbed by the current/existing UW fringe benefit rate.  There is no additional cost to departments.

There is no fringe attached to these payments. The payments are not processed in Payroll, only the amount to be taxed is transmitted to payroll.