How much time does it take to receive the travel reimbursement check?
If the ER or MP is submitted and completely approved prior to 6:00pm, the check is issued the following day.
How do I request travel reimbursement if I paid for someone else?
For all expenses, when reimbursing travelers who paid on behalf of others, please include the other travelers' names, purpose of trip, home address (city and state), and duty station (city and state) in the comment section of the travel reimbursement request.
How do visitors, students, faculty/staff candidates, and travelers being reimbursed for relocation?
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.
How do UW employees approve their Expense Report?
UW employees are no longer required to approve their expense reports and are not part of the approval flow process in Workday.
How are travel expenses that were charged to the CTA, Procard, or other Expense Reports recorded?
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.
Can I use project cost accounting codes (PCA) ?
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.
How do I split worktags?
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)
What type of receipts must be submitted with the travel reimbursement request?
Receipts must be attached to ER/MP 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.
How do I find per diem rates (meals and lodging) if location is not listed?
Use the County Search to identify if the city is in a high-cost county for domestic locations.
Select Other when the location is not listed for Foreign and Non-Contiguous areas.
How do I claim airfare reimbursement when a personal airfare portion is included in the UW airfare expense?
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.