Frequently Asked Questions

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A Travel/Cash Advance (previously Per Diem Advances) are requested through the Spend Authorization task and Expense Report module. Reconciliation of a Travel/Cash Advance is completed through the Expense Report module. Learn more.

Living Allowance: A department may issue a Living Allowance to defray costs that a non-UW Foreign National may incur while in Seattle for UW Business. Living Allowances will be submitted through the Miscellaneous Payment module. 


•limited to the GSA meal per diem rate for actual dates of stay in Seattle

•payment will not be released until all required foreign national documentation is attached to the expense report

•may not be used to defray expenses for others

Time Limitations:

•allowance may not exceed 30 days at a time

•WT/B2 visa types limited to 9 days reimbursement every 6 months

Learn more.

It depends.  The Fly America Act mandates the use of U.S. certificated air carriers for federally funded international travel.  Learn more.

  • Effective January 1st, 2018
  • To ensure expenses are properly accounted for, documentation must comply with the IRS Accountable Plan
  • If itemized receipts are obtainable and compliant with IRS Accountable Plan, reimburse expenses as usual on their appropriate line items
  • If receipts are not itemized and not compliant with the IRS Accountable Plan, use the 'Package Deal' line item in Ariba and follow the built in tax instruction
  • For UW employees, email with employee name, employee ID #, payment description and package deal amount. Please attach proof to the expense report. 
    • The traveler will be taxed through payroll as income based the amount of the non-compliant package deal total:
      • 2018 withholding: 
        • Federal Income Tax = 22%
        • Social Security Tax = 6.2%
        • Medicare Tax = 1.45%
  • For non-UW Individuals, due to tax reporting requirements, non-UW employees are to be paid honoraria through the Miscellaneous Payments process

**All resources should be exhausted to acquire IRS Accountable Plan compliant receipts. The package deal line item should be used as a last resort when those resources have been exhausted.

Contact Accounts Payable (checks) at and provide the check # of the check you wish to cancel. The check # can be obtained by checking my FD.

To reissue the payment, a new ER will need to be processed after confirming the live check has been cancelled.

Please make a comment on the old ER stating the check number and confirmation that it has been cancelled. After confirming cancellation, on the new ER, please make a comment stating that it is replacing the previous ER.

To speed up the process, you can use the ‘copy’ function in Ariba. Note that all attachments will need to be reattached and all comments will need to be re-added. Here are the instructions:

1.            Locate the previous Expense Report by searching for it

2.            Select the Expense Report by marking the check-box to the left of it (do not actually open the report)

3.            Click on the 'copy' button, which will be right below

4.            Click the travel tab at the top of Ariba, the copy report will be in the 'My Documents' section of your dashboard

5.            Please attach all of the required receipts/documents, as they won’t be automatically copied

6.            Please re-create line item comments and overall comments, as they won’t be duplicated either

Here is a screenshot example:

*Signature from previous report may be attached as long as the expense line items/amount has not been changed. 

  • select UW box
  • have the check sent to yourself
  • reroute the check through the us postal service

Sending checks to foreign addresses is highly discouraged as they tend to take a long time to reach their destination and more often than not they are lost. Additionally, most foreign banks do not accept US checks. We recommend processing a foreign wire in lieu of a check to a foreign location.

Tips for transportation, such as taxis and shuttles are ok to reimburse, any other tips are considered an incidental expense which is included in the meal per diem as meal per diem has an added amount for incidentals.

Please prorate the car rental. Take the total amount and divide by the number of days. Multiply the daily rate by the total number of business days (please also do this if they rented at a weekly rate but business days were less).

►Mozilla Firefox:

Go to : Tools->Options->Advanced Panel->Network->Cashed Web Content->Clear Now
After clearing cache log out of all browsers and restart the computer.


►Internet Explore (IE9):

  1. Close all browser sessions (if needed restart computer)
  2. Open a new Internet explorer browser, and go to delete browsing history
    Go to : Tools->Internet Options->Browsing History->Delete or ctr+shift+del
  3. Make sure “Preserve Favorites website date” is unchecked and “Temporary Internet Files” and “Cookies” are checked
  4. Click Delete, it may take some time to complete
  5. Close browser
  6. Open a new browser and login into Ariba
    Note: As a reminder is important to never use the back arrow on the browser, and use the “Logout” button on the screen rather than just closing the browser.


►Other Internet Browsers:

For more information on clearing your internet cache using other browsers, see the WikiHow article: How to Clear your Browser's Cache




Travel charges to grants and contracts should  comply with university travel policies unless the sponsor/award imposes more restrictive travel provisions. Or an exception is approved by the sponsor.

Yes, unless the sponsor/award imposes a more restrictive travel provision. 

Yes, both AirBnB and VRBO are considered commercial lodging facilities. Please be sure to itemize all fees as accurately as possible in the itemization of the expense.

Only if you share a joint account with the person who paid, for example a husband and wife who share the same bank account. If this is the case, add a comment to the expense report (ER) indicating this. In all other instances, reimbursement must go to the traveler who actually paid for the expense. See claimant.

We understand this. From talking to other departments that travel a lot globally, they have said they just carry a receipt book that can be handwritten and have the individual providing the service sign. For taxis and things like this we know this is probably the most we will get unless they pay with a credit card.  We need the amount listed and which currency it was paid in, the service they paid for and the date. 

This is not a proper audit trail.  It is not reimbursable, Either split payment to the vendor directly and obtain receipts showing both payments made or have one person pay for the entire expense (see claimant). 

The following car rental class types are considered upgrades to the full-size sedan and will require a business justification for reimbursement:

  • Premium/Luxury
  • Minivan/Vans
  • SUV
    • Compact
    • Midsize
    • Standard
    • Full-size
    • Premium
  • Truck
  • Electric Vehicle (EVs)
  • Hybrid
  • Jeep

Workday Expense

We recommend using Google Chrome when processing an Expense Report (ER) in Workday as it has reported the least amount of issues. 

Alternative web browsers do work but we have come across some minor bugs in them. Mozilla Firefox we have come across the most issues with over the years. 

We also recommend making sure that your Google Chrome is up to date and is set to automatically stay up to date. The Workday developers match the system with more current versions of web browsers so it's generally best to let your web browsers stay up to date. Here are some screenshots that walk through how to check on this for Google Chrome: 

All UW employee are able to create Expense Reports for themselves. For creating ERs on behalf of others, the Expense Data Entry Specialist Security Role must be assigned to the user. 

The initiator and individuals on the approval flow (Shared Environment Expense Specialist, Funding Manager) receive email notifications indicating the ER status unless each changes their own email notification preferences.

After submitting an expense report, a questionnaire will appear to fill out regarding personal time. Under "Did you take any personal days or trips while traveling for business?", Select "Yes". In the box below, please provide dates, times, and location of personal travel. Airfare costs for destination other than the UW business location is not reimbursable and must be deducted from the total airfare cost. Learn more about responsibilities during personal time.

Click on the County Info link to identify if the city is in a high cost county for domestic locations. Learn more.  Select Other when the location is not listed for Foreign and Non-Contiguous areas. Learn more.

Receipts must be attached to ER for all expenses $75 or over and all receipts regardless of costs for airfare, lodging,rail, car rental, laundry, and meals paid on the behalf for others are required.

* Ensure you check with your department/medical center administrators on which receipts they require.

Miscellaneous Payments may be split by adding a line item. (Click Photo to Enlarge)

Expense Reports may be split under the Itemization or the Daily Expenses of expense items. Users can insert by clicking the Add button. (Click Photos to Enlarge)

Please note: In the ER module, Workday does not allow equal splitting. Using the example above, it cannot be split $35 and $35 as this will cause a "Duplicate" error to appear. The workaround is to put $34.99 on Budget 1 and $35.01 on Budget 2. 

Here is an example for Lodging: (Department splitting 50% between 2 budgets)

For Room Rate, (1) the Confirm Number of Nights field must be the total number of nights (2) the Number of Nights field is the amount of nights being reimbursed by the budget.

Here is an example for Meals

Meal Per Diem budget splitting will be using a different Expense Item, Per Diem - Legacy/Reduced.

In the Memo Field Example: MPD Split 3 Budgets - Seattle, WA - Start 2/18 7AM - End 2/20 8PM

PCA codes will be changed into Worktags in Workday. Please input these Worktags into the "Additional Worktags" in the header or individually per line item.

Travel expenses paid by CTA and Procard will be recorded through a Procard Verification (Task: Verify Procurement Card Transactions) OR a separate expense report (Business Purpose: CTA Verification). They cannot be combined into an ER for Business Travel Reimbursement.