Topics Map > Accounts Payable & Expenses
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.
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.
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.
See the How section for Workday job aids on reconciling card expenses for someone else.
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 Workday Pre-Transaction Process
Core Workday Job-Aids
Related Workday Job-Aids
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- Determine Business Purpose & Documentation in Expense Reports
- Add Attachments to Expense Reports
- Scan Receipts, Enter Quick Expenses, and Submit Expenses Through the Workday Mobile App
- Business Meal Calculator
- Foundation Items in Expenses
- Update an External Committee Member
- Terminate an External Committee Membership
- Expenses Hub Overview
- Find Expense Report Status and Spend Authorization Status
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.