Travel and Expenses

Requesting non-travel cash advances

To ensure correct reporting on 1099 tax forms, it is important that stipends and non-travel cash advances be correctly processed in Workday. When requesting cash advances for the purpose of distributing stipends, or for any purpose other than travel costs, employees should use the non-travel cash advance process, and ensure that advances are cleared using […]

Categories: Workday

Make sure your primary address is correct in Workday

All WSU staff, faculty, and student employees are asked to verify and update their home (primary) address in Workday by Thursday, November 3 to avoid issues with payroll and state income tax deductions.   Additionally, employees who updated their personal information prior to Monday, October 31, are encouraged to verify and resubmit any changes in […]

Categories: Uncategorized

Update to Expense Report routing

Beginning September 12, Workday delivers the ability to route Expense Reports based on employee positions. When completing an Expense Report for an employee with multiple positions, a new field is available allowing the process initiator to select which position travel relates to. Once a position is indicated, the Expense Report will route to the manager […]

Categories: Uncategorized

New receipt scanning feature in Workday Mobile

An upcoming receipt scanning feature in Workday Mobile will make the process of adding receipts to expense reports quicker and easier. Beginning September 10, WSU employees will use a new OCR, or Optical Character Recognition tool, to photograph or upload legible images of receipts to Workday using the mobile app. This new technology scans the […]

Categories: Workday

Changes in Workday to support 11-hour travel rule

This month, we implemented a new Workday enhancement to ensure compliance with the IRS 11-hour travel rule, which impacts reimbursements for meals during non-overnight, single-day travel. Employees who are in travel status for fewer than 11 hours during a single-day trip will not receive reimbursement for meals. Reimbursements for employees travelling over 11 hours are […]

Categories: Workday

Change in processing for taxable travel expenses

Beginning with the June Workday monthly update, the departmental expenses associated with taxable travel (see BPPM section 95.20) will be charged to the active Costing Allocation assigned to the employee’s primary position. In the past, departmental tax expenses were charged to the worktags where the travel was originally charged. This change is being implemented simplify the process, and to prevent […]

Categories: Uncategorized

Issue Resolved: Per diem meal rates incorrect in Workday

Known Issue: Per diem meal rates were incorrect in Workday from October 1 until October 24, 2021, which affected any expense reports submitted during that time. We have fixed this issue, and employees will now be reimbursed. Estimated Time to Resolution: Resolved. Details: As reported previously, per diem meal rates for the contiguous US were incorrect within Workday […]

Categories: Uncategorized

Text added to Spend Authorization about Public Health Service requirement

For awareness and to ensure compliance for grant-funded and research-related travel, we added help text to the Spend Authorization about the Public Health Service requirement. Similar language was in the Travel Authority in legacy. The new language reads: “RESEARCH-RELATED TRAVEL (See Executive Policy 27.) – Public Health Service Requirement for Significant Financial Interests – NOTE: If […]

Categories: Uncategorized

Changes in Workday to support travel reimbursement deadlines

Beginning in February 2022, expense reports submitted past the deadline of 60 days will include a new step requiring the employee/traveler to acknowledge the travel being reimbursed will impact their taxable income. The 60-day deadline is an IRS requirement, and WSU’s Business Policies and Procedures Manual (BPPM) section 95.20 states that “Employees who do not meet this deadline […]

Categories: Uncategorized