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:

  1. 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.
  2. 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.

Are travel expenses for spouses and family reimbursable?

No, travel expenses for spouses and family are not reimbursable. 

If the department would like to continue to reimburse the spouse and family travel expenses, the department must do the following:

(1) Discretionary funding must be used. (The Resource Worktag must state one of the following: "RS100203 Discretionary Gift Resource" OR "RS100376 Other Discretionary Gift Resource")

(2) The spouse and family travel expenses will be considered taxable income to the traveler. 

Workday Expense Hands-on Training (04.10.25)

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

Location
Online meeting

How do I input different daily rates from my lodging receipt?

Here are two methods to show how to input different daily rates:

Example: Traveler A went to San Diego from 7/3-7/5 and had two different nightly rates.

  • Nightly Rate: 7/3 - $150, 7/4 - $100
  • Daily Tax: $25
  • Total: $300

1. Itemization > Daily Expenses > Edit

You can change the number of nights to 1 and input the amount into the "Daily Rate". To add the other nights, click on "Add".