Travel & Reimbursement

    Upcoming CALS Travel & Reimbursement Training

    CALS offers supplemental travel & reimbursement training to any CALS students or employees who would like to learn more about policy updates, ask questions, and see the process for submitting an expense report in Workday. The Teams links to each meeting are below.

    Travel Policies & Helpful Links

    Airfare

    Per Campus policy, travelers must use Concur/Fox World Travel to book airfare.  Use of third-party online travel sites, such as Orbitz and Travelocity, and booking directly with the airline is prohibited and non-reimbursable. 

    Lodging

    Meals

    Vehicle Use

    International Travel

    NOTE: Hawaii and Alaska are not considered international locations.

    E-Reimbursement

    E-Reimbursements are now submitted in Workday. To create an expense report for yourself, you can begin by typing in “create expense report” in the search bar at the top of the page. Please follow these instructions to help you complete the report.

    Expense Reimbursement Policy UW-3024

    Non-employee travel expenses are typically reimbursed through Workday. If the non-employee is not already set up as an External Committee Member, that will need to happen first before the expense report for a non-worker is created.

    Tax Information

    CALS Policy Exception Request Process

    Now that all of CALS department/unit expense reports are routing to the central campus audit pool for a policy compliance review, claimants will utilize the Policy Exception Approval Request web form to request an exception for any out-of-policy expenses.

    This is also the form that is used for employee reimbursement requests over 90 days (formerly the Accountable Plan Exception Request form). Non-employee reimbursement requests over 90 days must be submitted as a Payment to Individual Report (PIR).

    Instructions for completion of the form can be found on the Division of Business Services website, here.

    Important details:

    • Submission of the Policy Exception Approval Request web form does not guarantee divisional approval
    • Should a policy exception request be approved, know that an employee will likely not be granted any further policy exceptions in the future (policy exceptions are tracked)
    • Student and non-employee policy exception requests will be reviewed on a case-by-case basis
    • For questions about CALS policy exception requests please contact Sandy Peterson