Will the fringe benefit rate be applied to taxable reimbursements, like we do for salary or wages?
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.
How will any related employer-side taxes, deductions, or fringe costs be funded? Are there any additional cost impacts to the departments?
The employer tax will be absorbed by the current/existing UW fringe benefit rate. There is no additional cost to departments.
I purchased non-travel expenses during business travel. What is the expense date for the non-travel expenses? What exception applies?
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.
How does this apply to aggregating expenses/multiple trips into one ER?
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.
Is there a notification to employee when the reimbursement is marked taxable?
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.
Does the travel end date include personal time?
Yes, the end date on the personal time questionnaire will include personal time.
What happens if the employee has been terminated?
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.
Will the Cost Center used on the Expense Report be charged with the additional tax amount?
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.
Procurement Information Meeting - 60 Day Reimbursement Policy (06.16.26)
A special Procurement Information Meeting is to be held on Tuesday, June 16, 2026, from 3:00 PM to 4:00 PM. This will be a remote session using the Zoom webinar platform.
Use this Zoom link to access the meeting.
Location
Online meeting
I prepaid for Continuing Education and/or Accreditation Fees, how do I request reimbursement?
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.