• Purpose:Gift cards are primarily for research subjects or as prizes for events/workshops/surveys, not as general gifts or employee compensation. 
• Employee Restrictions:Gift cards should not be given to UW employees, except in rare cases where their participation is incidental to the reason for the gift card. 
• Nonresident Alien Restrictions:Gift cards cannot be given to Nonresident Aliens (NRAs) due to tax regulations; payments must be processed through a Payment to Individual Report (PIR) or Direct Payment (DP)
• Purchase Limits:Gift card purchases on a PCard are limited to $50 or less per card. Larger amounts require Workday Request 
• Pre-Approval:Pre-approval is required for all gift card purchases, regardless of the funding source. This involves submitting a  to the Divisional Business Office. 
• Documentation:Detailed documentation is required, including the Gift Card Recipient Log, vendor receipts, and approval forms

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• Expenses Hub
  • Create expense reports with receipts you upload plus UW Purchasing Card and Shared Liability Card (formerly known as Corporate Card) charges.
  • Use the Workday “Purchasing Card Transactions” report to track your transactions. 
  • See the status of submitted expense reports and view past expense reports.
• Workday Mobile App
  • The Workday Mobile app is a timesaver for employees who travel frequently for work.
  • Take photos of your receipts and upload them immediately to your Expenses Hub.
  • View uploaded expenses in the Quick Expenses section of the Expenses Hub and combine the relevant ones on a single expense report.

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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. In Workday, click on the global navigation Menu.
2. Select Expenses Hub.
3. Click the Create Spend Authorization button.
4. Complete the following fields in the Spend Authorization Information section:
   1. Enter the Start Date and End Date of the Expense Item(s) that were not submitted within the 90-day timeframe.
   2. Enter a Description.
   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.
5. Click +Add option in the Spend Authorization Lines tab.
6. In the Spend Authorization Line:
   1. Enter the Expense Item.
   2. Enter the Total Amount.
   3. Enter the Program, Grant, Project or Gift Worktag.
   4. If applicable, enter Item Details for the Expense Item.
7. If additional Spend Authorization Lines are necessary, click the +Add button and complete step 6 for each line.
   NOTE: If needed, attachments can be added to the Spend Authorization by selecting the Attachments tab.
8. Click 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 My eReimbursement was submitted late, what can I do? appeared first on Purchasing to Payment P2P.

Access the UW System Purchasing Card (Pcard) program documents:

The post Purchasing card and Travel card programs appeared first on Purchasing to Payment P2P.

The first statement to reconcile in Workday will be the 7/4/2025 statement any statements before 7/4/2025 will need to be done through bplogix

Overview:

How to reconcile Purchasing Card transactions and Shared Liability Card (formerly known as Corporate Card) transactions in Workday.

Security Roles

Initiator: Employee as Self

Approver: Expense Partners

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

Create an Expense Report

1. From the Workday home page, click the Menu button and select Expenses Hub.
2. In the Expenses Hub, select the Create Expense Report button.
3. Enter a brief description of the expense report in the Memo section.
4. Review the company listed in the Company field. This must match the company where the credit card was issued.
5. Select a Business Purpose for the expense report. The Purchasing Card Reconciliation business purpose can be used when reconciling unrelated Purchasing Card transactions on the same expense report.
6. Enter a driver worktag in the Program, Grant, Project or Gift field. Expense lines will default to this driver worktag, but can be changed if necessary. It is recommended to group transactions with the same funding on one expense report.
   NOTE: The Company Expense Line field must match the Company field as well as the driver worktag company.
7. Scroll down to view the Credit Card Transactions section and select the transactions to include in the expense report.
   NOTE: Purchasing card and Shared Liability card transactions may be reconciled together. Details of a transaction can be viewed using the Related Actions button (hover next to magnifying glass in Transaction column).

8. Click OK.
9. Select the Expense Lines tab.
10. Select an Expense line (card transaction).
    1. Add pertinent attachments (i.e. receipts).
    2. Add an Expense Item.
    3. Enter the business purpose ofthe transaction in the Memo field.
    4. Depending on the type of Expense Item, additional Item Details may be required.
    5. Ensure funding information is correct. Worktags can be changed at the line level.
    6. Optional: If a transaction needs to be allocated to multiple funding sources, click the Itemization button.
       1. Enter the Total Amount to allocate to the first funding source.
       2. Enter a Memo to describe the funding allocation.
       3. Enter a Program, Grant, Project or Gift worktag.
       4. Click the Add button to add an additional funding source.
       5. Repeat steps i. – iv. until the entire expense is allocated.
       6. Click Done.
11. Repeat step 10 for each expense item (card transaction) on the report.
12. Review the Expense Report and resolve any errors.
    NOTE: A critical warning, denoted with a red exclamation,is a hard stop and must be resolved before the transaction can move forward and be submitted. An alert, denoted with a yellow question mark, won’t stop a transaction from moving forward but alerts an exception approval step.
13. Click Submit.
    

Next Steps

By clicking Submit, the Expense Report has been submitted. Next, this will be sent to an Expense Partner to approve or send back the report.

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The UW System’s procurement card and travel card are two separate and unique products. The procurement card is designed for purchase of products and non-travel related services. The travel card is to be used only for business travel related expenses. Review the and apply on the UW System website:

Review the UW System Shared Liability Card (TCard) information here:

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