The Workday step-by-step instructions can be found here.
Please read the Business Expense Policy for particulars on expenses.
Expense reports are used to reimburse expenses, close out a spend authorization, or document procurement card charges.
All employees have access to Workday and should input their own expense reports.
Expense reports are limited to 25 lines (receipts) and one trip. Please prepare a separate expense report for every trip you have.
Please make sure to include in PDF format ONLY:
Receipts
Supporting documentation that provides evidence of origination from the vendor that contains details including date, description or itemization of expenses, price, and proof of payment.
Approvals
You will need approval from your supervisor to incur expenses. This is a common preventive control applicable to all types of transactions, even expenses incurred using procurement cards.
- Students and Staff should provide their supervisor’s approval as part of the documentation submitted when initiating a transaction to be processed through WorkDay.
- Faculty members should submit their transactions to be processed through WorkDay as usual. The internal control is applied but at a different stage of the process. In their cases, the supervisor’s approval is granted after the transaction submitted gets reviewed by the Finance Department. Any observation at this point will enable prompt corrective action.
The preferred method of approval is DocuSign on the Payment Request Form , but it can also be done through email. Please be sure to include the dollar amounts, worktag to charge, vendor, and date with the verbiage: “I approve this payment and am certifying, charges appear reasonable, allocable & allowable relative to scope of work, awarded budget, and Sponsor requirements.”
If you have the security to input an expense report on behalf of someone, you will still need to include approval from the worktag FFR owner.
The standard turnaround time for payments is 30 days. If all necessary documents and approvals have been included, and there are no system approver questions, the payment process is usually shorter.
Personal items or services purchased on Procurement Cards in error must be repaid via personal check, cashier’s check, or money order made payable to Washington University and sent to Cash & Credit Operations at Mail Stop 1147-0423-1500.
Items reimbursed in error must be repaid via personal check, cashier’s check, or money order made payable to Washington University and sent to Expense Team at Mail Stop 1056-423-1500.