Workday Expense Hands-on Training (06.26.25)
This class will be remote/online using the Zoom webinar online meeting platform.
On class day you will need to access the presentation using the following link:
https://washington.zoom.us/j/93754664429
You will have the option to call in or connect via computer speakers/headphones to listen in. Questions will be addressed using the Q&A function in the Zoom toolbar.
Topics
Travel Policies and Procedures (06.24.25)
This class is not Workday training and we will be focusing our lesson and discussion on travel policies only.
This class will be remote/online using the Zoom webinar online meeting platform.
On class day you will need to access the presentation using the following link:
How I do determine if a lodging receipt is prepaid?
Prepaid lodging receipts may state the prepaid date, payment method, amount paid, etc. The email confirmation may also show an amount of $0 due at the hotel (other than resort fees for selected hotels).
For travelers to use a prepaid lodging receipt for prior-trip reimbursement, the lodging amount may be paid in full or as a deposit.
How do I reimburse a traveler's expenses that were paid by their spouse?
Expenses paid on behalf of another are reimbursable but are not recommended.
If a spouse incurs travel expenses on behalf of the traveler, there are two options:
- If the spouse and traveler are connected to the same credit card account, the traveler may be reimbursed directly. The department can clarify the context in a comment.
- If the spouse and traveler are not connected, then a separate miscellaneous payment in the name of the spouse must be submitted claiming expenses on behalf of the traveler. Additionally, please note the context in a comment.
What is guidance between purchasing a non-refundable versus refundable airfare ticket?
The Change/Cancellation Policy is sufficient in most instances for reimbursement when a non-refundable ticket is purchased. We recommend having a business purpose for purchasing a fully refundable ticket.
What car service types are considered upgrades and what types are reimbursable without approval?
The following car service types are considered the lowest logical cost/most economic
Can I average the lodging room rates for reimbursement?
No, averaging room rates are not allowed. If they are under per diem, please create additional room rate itemization expense items. If they are over per diem, please add the Lodging Per Diem Overage itemization expense item and input the per diem exception with documentation.
Are travel expenses for spouses and family reimbursable?
No, travel expenses for spouses and family are not reimbursable. Spouses and family must have a bona fide business purpose when participating in UW business.
Examples of a bona fide business purpose:
Are mobile payment applications (Venmo, PayPal, etc) allowed as payment methods?
Yes, mobile payment applications such as Venmo, PayPal, Apple Pay, and Google Pay, are reimbursable payment methods. Please contact your department if they have internal policies for additional documentation.
Mobile payment applications are not allowed to be used for an Exchange of Funds.
What car rental types are considered upgrades?
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