As of January 1, 2018, due to changes in the tax code, all moving and travel expenses regarding relocation has been moved to Workday through the Moving Expenses "Request One-Time Payment" Module.
UW employees are no longer required to approve their expense reports and are not part of the approval flow process in Workday.
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.
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.
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)
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.
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.
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.
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.
Restrictions:
•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
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.