Workday Updates and Important Links
Posted: 2025-07-17 13:45:19 Expiration: 2025-09-26 13:45:19
Employees in L&S will have a specific process for the intake of reimbursement requests that is different from the rest of campus. These intake forms are designed to gather the information necessary for reimbursement within Workday.
The following message was sent to all L&S employees in July 2025.
TO: Members of the L&S Community
ACTION: Please read the message below regarding how to initiate activities within Workday via the L&S way. Processes like expense reports and university card product transactions (complete list below), require the use of Halo intake forms. Please visit L&S Financial Intake Forms to submit requests.
WHY THIS MATTERS: Employees in L&S will have a specific process for the intake of reimbursement requests that is different from the rest of campus. These intake forms are designed to gather the information necessary for reimbursement within Workday. If you attempt to submit directly in Workday, that submission will be denied as it bypasses the necessary review by financial staff with policy expertise.
Please use the intake forms, if you need assistance with any of the following processes:
- Expense Reports
- University Card Product transactions (p-card, department card, shared liability (formerly known as a corporate card))
- Non-Catalog Purchasing
- Payments (formerly known as PIR and DPs)
- Billing
- Payroll Accounting
To get transactions created in Workday for the processes listed above, use the appropriate form linked in this KB to submit requests through Halo forms.
- The form will prompt you to submit the information needed to get your reimbursement loaded into Workday.
- Following this process allows the submission to be sent to your financial support team for review of policy and documentation and enter the submission with practiced procedure.
- The submission of the form will generate a ticket where you have the ability to talk with your finance support team as there are questions or issues that arise.
- If you attempt to submit directly in Workday, that submission will be denied as it bypasses the necessary review by financial staff with policy expertise.
As a note, here is the list of things that you will be able to do in the Workday system like any other employee at UW-Madison:
- Attesting to expense or card transactions
- Creating catalog requisitions – must enter correct Gift, Grant, Program or Project code
- Apply for a purchasing or department card – employee applies and HR supervisor approves
- Request a change to a purchasing or department card– employee enters change and HR supervisor approves
- Apply for a shared liability card (formerly corporate card) – employee applies and HR supervisor approves
- Creating receipts for POs over $5,000 – can only do if marked a Requester on a requisition, ART Initiator can also do this after confirmation.
-- L&S KB: Amanda Mahr