UW Expense Reimbursement
Definition 
Use Workday to request reimbursement for expenses paid with personal funds by SMPH employees or non-employees.
Before submitting, ensure the expense is allowable, budgeted, and adheres with policy. For travel related expenses, utilize the Travel Guidance Tool.
Related Reference Guide(s): N/A
Who
UW employees and non-employees are eligible to submit for reimbursement through Workday. Non-employees must be reimbursed through Workday, but should first be set up as an External Committee Member.
Department/Unit Initiators
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- Employee as Self
- Expense Data Entry Specialist - This role has the ability to enter reimbursements on behalf of other employees.
Department/Unit Approvers
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- Gift Manager
- Grant Manager
- Program Manager
- Project Manager
- Cost Center Manager
*There are other approver roles at the campus level listed within the Create an Expense Report Workday job aid.
Contract Approvers
Only individuals in Purchasing Services at UW–Madison are authorized to sign contracts with external vendors on behalf of the university. If department staff receive a contract, agreement, or lease requiring signatures, the staff must attach the related document to the requisition and route the requisition through normal approval channels. For purchases of $5,000 or less that do not require a requisition and the vendor is external to the university, any associated contracts must be emailed to Purchasing Services for signature.
(NOTE: Internal UW–Madison vendor contracts may be signed by appropriate designated department staff.)
Obtaining Access
Setting Up Access to Submit Expenses on Behalf of Someone Else (Expense Data Entry Specialist)
If you need any security roles, including Expense Data Entry Specialist (EDES), to complete this process, discuss with your next level leader. If approved, reach out to your department/unit’s Workday Role-Based Access Requester.
To check your security role access set up prior to Workday :
- Click on the Employee Lookup tab in Tableau.
- Enter your name in the legal name field (last name, first name).
To find your department/unit’s Workday Role-Based Access Requester:
- Go to your Workday profile and click "Job” in the left navigation menu.
- Click “Support Roles” in the top header.
- In the Assignable Role column, scroll to find the Role-Based Access Requester.
Setting Up an External Committee Member
An External Committee Member is a non-employee or guest that is getting paid through the Expenses module.
To set up an External Committee Member follow the Create an External Committee Member Workday job aid.
See the How section for Workday jobs aid on how to pay a non-employee.
Training
- Expense Reports and Credit Cards in Workday Part 1
- Expense Reports and Credit Cards in Workday Part 2
- Workday for Finance: Expenses for Support Staff
Prerequisites
How
SMPH Standardized Workday Pre-Transaction Process
Core Workday Job Aids
Related Workday Job Aids
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- 3024.2 How to Use “Hold” Business Purposes in Expense Reports and Identify Reports on Hold via Reporting
- 3024.3 How to Find Expense Report Payment Details and Process Payment Void/Reissue Requests
- 3024.4 Working with Shared Liability Card Transactions in Workday Expenses
- 3024.7 How to Process an Expense Report Not in Compliance with the University’s Accountable Plan Procedure
- 3024.8 Using UW Foundation Funding in Workday Expenses
- 3024.9 Expense Report Review and Approval Procedure (for Driver Worktag Managers)
- 3025.1 How to Obtain and Reconcile a Cash Advance (Employee Traveler)
- 3025.2 Cash Advance Approval Process and Reconciliation
- Award Header and Award Line Lifecycle Status
- Business Meal Calculator
- Expenses Hub Overview
- How to obtain a policy exception for a noncompliant expense report or expense lines (Claimant/Cardholder/Submitter)
- Scan Receipts, Enter Quick Expenses, and Submit Expenses Through the Workday Mobile App
- Terminate an External Committee Membership
- Workday Expenses Business Purposes for Expense Reports
Related Reports
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- SMPH Fiscal Master Report Inventory (Excel) – Filter the Category column to show Expenses.
Questions
For help with content questions or technical issues, please visit the ATP in SMPH – How to Get Help section. It includes instructions for submitting tickets and connecting with SMPH subject matter experts or technical support teams.