Key changes to Travel Cash Advance process

Two key updates to the Travel Cash Advance process will go into place in May 2026. The updates are as follows:

  • New acknowledgement steps within the Spend Authorization business process.
    • These new steps are intended to provide greater clarity on traveler’s responsibilities and policies related to accepting advance monies.
    • The Spend Authorization acknowledgement will be visible to workers  in Workday.
    • For External Committee Members, initiators of the Spend Authorization document for student advances will be required to complete and attach the Guarantee for Advance of Funds to Nonemployee Student form from UPPM 95.05. As part of the new process, Workday will provide a direct link for initiators to access this document; however, required signatures must still be obtained and the completed form reattached to the business process step in Workday.
  • Implementation of taxation on advances not returned within the accountable plan timeline.
    • This update is made in alignment with policy requirements from the Office of Financial Management and the Internal Revenue Service (IRS).
    • For WSU employees, a new acknowledgement will be visible to workers, in the Expense Report business process, in instances where advance monies are not returned within the Accountable Plan.
    • For External Committee Members these are handled separately through internal processes by Central Travel for tax reporting to the department, when and if applicable
A screenshot of the new Cash Advance Acknowledgement for Expense Reports.
A screenshot of the Cash Advance Employee Policy Acknowledgement for Spend Authorizations.

Those with questions or concerns regarding these updates should reach out via the Workday Service Desk.