Update to Spend Authorization process for International Travel with Students

Washington State University (WSU) has introduced an update to the Workday Spend Authorization process for international travel. When submitting a foreign spend request, users will now be asked if the travel involves a student.

For this purpose, a “student” includes anyone enrolled at WSU, undergraduate, graduate, or professional, regardless of assistantship or employment status.

This enhancement allows the University to more clearly identify travel that involves students and ensure that key requirements, such as federal compliance, international program coordination, and risk management review, are addressed early in the process.

Providing this information at the time of submission helps improve safety and risk management, coordination across units, strengthens compliance, and contributes to a streamlined approval experience.

Please note: All International Travelers for WSU must have an approved Spend Authorization in Workday prior to their trip start date.

Additional updates

With this enhancement, travelers will also now receive international insurance information and emergency guidance earlier in the process.

At the time of Spend Authorization submission, travelers will be provided with:

  • Information about WSU’s international travel insurance (On Call International).
  • Guidance on how to access emergency support while abroad.
  • An acknowledgment confirming review of this information.

This ensures that travelers are informed and prepared before their travel is approved and any expenses are incurred.

Please note that WSU international travel insurance applies only to approved University travel.

What this means for travelers

When submitting a foreign Spend Authorization in Workday:

  • Indicate whether student travel is involved.
  • Review the insurance and emergency information provided at submission.
  • Confirm acknowledgment as part of the process.

If your request does not involve student travel, no additional steps are required beyond the standard process.

Why this matters

These updates strengthen WSU’s ability to support international travelers by:

  • Improving visibility into student-related travel
  • Enhancing coordination across International Programs, Risk Management, and Research
  • Ensuring travelers have access to critical safety and insurance information at the right time.

Questions or concerns regarding these changes may be submitted to the following: