Overview:

Details how to enter a Spend Authorization in Workday for any 90-Day Accountable Plan Exceptions.

Security Roles

Initiator(s): Employee as Self, Expense Data Entry Specialist

Approver(s): Expense Operations Lead 

Process Considerations:

• All reimbursable expenses (out of pocket and shared-liability card transactions) are to be submitted within 90 days from the date of purchase except for Registration Fees, Airfare, Group Airfare, Lodging, Tuition Reimbursement or any Job-Related Training, in which the expense must be submitted within 90 days of the arrival date listed in Workday. This also applies for any returned expense report, which must be resubmitted within 90 days of the expense report being sent back.
• Exceptions will be considered tax reportable unless extenuating circumstances apply. Extenuating circumstances for employees are defined as a serious illness or other unforeseen emergency out of the control of the employee. Employee negligence and busy schedule/workload is not an extenuating circumstance.
• Expense Operation Leads have the authority to grant exceptions.

Click on the links below to skip directly to a section:

Create Spend Authorization

1. Hover over Personal in the sidebar and select Expenses Hub.
2. Click the Create Spend Authorization�����ܳٳٴDz�.
3. Complete the following fields in the Spend Authorization Information�����𳦳پ��Dz�:
   1. Enter the Start Date�����Ի���End Date of the Expense Item(s) that were not submitted within the 90-day timeframe.
   2. Enter a���ٱ����������پ��Dz�.
   3. In the Business Purpose field, select Policy Exceptions (Spend Auth Only).
   4. In the Justification field, enter a detailed explanation as to why an exception is being requested and include any extenuating circumstances.
4. �����������+�������option in the Spend Authorization Lines tab.
5. In the Spend Authorization Line:
   1. Enter the Expense Item.
   2. Enter the Total Amount.
   3. Enter the Program,��Grant,���ʰ�����𳦳����ǰ���Gift���´ǰ���ٲ���.
   4. If applicable, enter Item Details for the Expense Item.
6. If additional Spend Authorization Lines are necessary, click the��+����� button and complete step 6 for each line.
   NOTE: If needed, attachments can be added to the Spend Authorization by selecting the Attachments���ٲ���.
7. �����������Submit.

Next Steps

After clicking Submit, the Spend Authorization routes to the Driver Worktag Manager and then to the Expense Operations Lead for final approval. Once the Spend Authorization is approved, it can then be attached to the Expense Report.

Additional Resources

Related KBs:

The post 90-Day Accountable Plan Exceptions appeared first on Purchasing to Payment P2P.

NOTE: Only GROUP/HOSTED Meals will be allowed on the PCard

               *Individual meals will continue to be covered by per diem and paid using a personal card or a Shared Liability Card.

The post Are group or hosted meals allowed on the purchasing card (PCard)? appeared first on Purchasing to Payment P2P.

NOTE: Only GROUP/HOSTED Meals will be allowed on the PCard

               *Individual meals will continue to be covered by per diem and paid using a personal card or a Shared Liability Card.

The post Are group or hosted meals allowed on the purchasing card (PCard)? appeared first on Purchasing to Payment P2P.

NOTE: Only GROUP/HOSTED Meals will be allowed on the PCard

               *Individual meals will continue to be covered by per diem and paid using a personal card or a Shared Liability Card.

The post Are group or hosted meals allowed on the Purchasing Card (PCard) appeared first on Purchasing to Payment P2P.

The post How do I download my PCard Statements from US Bank appeared first on Purchasing to Payment P2P.

TMEA Issue/Routing Question

PCard Storage Issue/Routing Question

Adding or Removing User(s) to a TMEA Report or PCard Storage Report Approval Workflow

The post PCard Storage and TMEA Support Form appeared first on Purchasing to Payment P2P.

Adding the security role role of Approver in ShopUW+ should be accomplished by the Dean or divisional UBR submitting the request via email to pre-audit@uwm.edu. Please specify the funding string (ORG) that the Approver will be responsible for, and their Approval Level.

Reminder: Approver Level 1 ($100-$5,000), Approver Level 2 ($5,000 to $50,000), Approver Level 3 ($50,000 and above).

Newly added Requesters and Approvers should self-enroll and complete training at prior to engaging in Requester or Approver activity.

The post Adding Requesters or Approvers in ShopUW+ appeared first on Purchasing to Payment P2P.

• Email: uwsaproblemsolvers@uwsa.edu
• Phone: (608) 263-3100

The post Need Technical Help with ShopUW+? appeared first on Purchasing to Payment P2P.

After logging in, type “ShopUW+” in the search bar and then select it and choose Add to home. (You may need to refresh or log out and back in to make the tile active.)

The Essentials site is your hub for everything related to ShopUW+, from training and resources to the platform (April 16) and announcements.

The post Add ShopUW+ Essentials to your MyUW dashboard appeared first on Purchasing to Payment P2P.

Use of ShopUW+ will be required for all transactions unless specifically excluded on direction from the Director of Procurement or the Accounts Payable Supervisor.

The post ShopUW+ Go Live April 16th appeared first on Purchasing to Payment P2P.