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.

• Under the Handling Code field, choose "Campus Mail"
• Under the Miscellaneous Fields tag, under Miscellaneous Field 7, input the Box Number
• Have the check sent to yourself or your department
• Reroute the check through the USPS (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.

Only use Workday Expense if you are reimbursing the traveler. Pertinent information to be included: proof of payment, lease/rent agreement and validation of commercial lodging facility. If reimbursing property management company contact Real Estate Office.

To review transactions in Workday Expense a UW NetID and password are required as well as a Workday profile. We have taken additional security measures to protect what may be considered sensitive information by limiting access to documentation: Attachments (receipts) and comments in the system will only be visible to those authorized on the ER business process: expense data entry specialist (if applicable), approvers, procurement analysts, and you, the traveler of course.

• Please fill out a

• 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 Workday and follow the built in tax instruction
• For UW employees, email travel@uw.edu with employee name, employee ID #, exp

It will depend on the type of funding. The Fly America Act mandates the use of U.S. certificated air carriers for federally funded international travel. Non-federal funding is not subject to air carrier restrictions.

Expense Reports: Wires are currently not an option to choose for expense reports.

Miscellaneous Payments: When creating a miscellaneous payee profile, under the Banking Information tab, please input the wire information to the relevant fields (required fields will vary as every country has different requirements). 

If the ER or MP is submitted and completely approved prior to 6:00pm, the check is issued the following day.

For UW Employees, input the total amount for all participants (including themselves) into the Lodging Per Diem item. If there is an overage, input the overage amount under the Daily Expenses in the Lodging Per Diem - Overage item and write into the memo field, "Claimant - # of travelers". Please enter the other travelers' names, purpose of trip, home address (city and state), and duty station (city and state) in the ER comment section.