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Welcome to Travel in Workday

Browse travel information that our team has compiled. If you have any questions, please contact us.

 

CAHNRS Business Center OPEN HOUSE

Please zoom in and ask any questions you may have or if you would like to start a Spend Authorization or Expense Report with a Travel Specialist, we are here to help!

Every Wednesday Morning from 10:00am to 10:30am
Meeting ID: 919 4964 1734
Passcode: 273248

TRAVEL TIP: Expense Reports Meals and Lodging – Date must match first day of travel date

Travel

Before Travel

What do I need before I begin my travel?

Out-of-State

You will need to submit a spend authorization. 

What you need to fill out the spend authorization ( PDF)

Foreign Travel

You will need to submit a spend authorization AND have additional requirements completed. 

Additional Requirements for foreign travel:

  • Dean’s Approval

What you need to fill out the spend authorization ( PDF)

 

In-State

No spend authorization needed. 

If you are traveling within Washington as an employee, a Spend Authorization does NOT need to be completed. Please see WSU’s B.P.P.M. 95.01 for further detailed information.

Once you complete your travel, you will create an Expense Report.

After Travel

What do I need after my travel is complete?

 

Expense Report

Here is a helpful list of what you’ll need to fill out the Expense Report :

To avoid tax implications please submit Expense Report within 60 days after travel is completed.

When I create a new expense report from spend authorization, do I need to click on the Final Expense Report box? A: Yes, this helps close out the Spend Authorization attached to the expense report and releases encumbered estimates not spent.

Resources

Find Expense Report

How to video to Find Expense Report

Find Spend Authorization

How to video to Find Spend Authorization

Global Travel Contact Information

Global Travel

If you need support from the Global Travel Agency, their online office is open Monday – Friday 8am-6pm Mountain Time. They can be reached at 800-388-3828 or at the direct line 208-387-1001, or by email to their Corporate Department.

Global Travel Team:

Crystal Pryor
Jill Huffman
Linda Polk
Shelbi Hoffman
Tina Jones

Concur

https://www.concursolutions.com/

Concur contact: Judy Karrels – 208-387-1112

www.globaltrav.com

Information on Ground Transportation

Motor Pool vs. Personal Vehicle Usage

BPPM 95.11 Normally, the use of a privately-owned motor vehicle is based upon University-related requirements rather than the personal preference or convenience of the traveler. A WSU traveler may use a privately-owned motor vehicle for official University travel when: A Motor Pool vehicle is not available, or It is more advantageous or economical to the University to use a privately-owned vehicle than a Motor Pool vehicle as determined by the approving administrator.

International Travel Resources

N.I.M.S.S. Multi-State Travel Information

Multi-State Travel Policies Memo

For more information please contact:

Ellen Yeates
509-335-4563
eyeates@wsu.edu

Per Diem Rate by State

Per Diem – by state

Travel & COVID Restrictions

Resource: CDC – Travel

Travel Policies & Procedures

BPPM – Travel

Workday Budget-Project Crosswalk

Workday Budget-Project Crosswalk

WSU Central Travel Division - Webpage

WSU Travel Division

Announcements

Did you know ..

  • As part of the July 1st, 2022 revisions, the reimbursement rate for motor vehicles went from $0.585 to $0.625 per mile. SAAM 10.90a. (PDF)  
  • With the implementation of Workday there has been some confusion of how the Motor Pool process works for CAHNRS travelers. The CAHNRS Travel Team will continue to facilitate the reservation process for vehicles as we…

Requirements for Foreign Travel

 

You will need to submit a spend authorization AND have additional requirements completed. 

Additional Requirements for foreign travel:

  • Dean’s Approval

What you need to fill out the spend authorization ( PDF)

Tutorials

Create Spend Authorization: Employee as Self

Create Spend Authorization

Create Expense Report (Travel): Employee as Self

Create Expense Report – Travel

Create Expense Report (Confirming Reimbursement): Employee as Self

Create Expense Report – Confirming Reimbursement

External Committee Member Requests: (Students, Pre-Hires, Candidates, and Affiliates)

Spend Authorization – Travel:

Expense Report – Travel:

Expense Report – Confirming Reimbursement:

Mileage Micro Training

Mileage Micro Training

Lodging & Meals Micro Training

Lodging & Meals Micro Training

CAHNRS Full Length Travel Training

Available via Microsoft Teams ONLY. Email Adriana Rivera to have the training shared.

Frequently Asked Questions

Do I need to do a Spend Authorization?

Before you start travel: Spend Authorizations are only required for Out of state or Foreign travel. If you are traveling within Washington as an employee, a Spend Authorization does NOT need to be completed. Please see WSU’s B.P.P.M. 95.01 for further detailed information.

How do I cancel my Spend Authorization?

Here’s a quick how-to:

How to cancel a spend authorization

For an expense report you would follow similar steps to cancel.

What are the current COVID restrictions for travel?

The CDC Travel page shares updated travel information for domestic and international travel.

Where do I find current Per Diem rates?

The U.S. General Services Administration page for Per Diem Rates, you’ll find rates for Lodging and Meals. The map on the page also shows per diem rate for other countries as well.

Where do I find my Expense Report or Spend Authorization I created in Workday?

You can find your Spend Authorizations or Expense Reports in Workday by searching:

  • My Spend Authorizations
  • My Expense Reports

 

Where do I find the Motor Pool Request form?

On our travel page under Forms ⇒ Other Forms ⇒ Motor Pool Request

What mileage can I claim as reimbursable?

WSU’s Business Policies and Procedures Manual (BPPM 95) for travel offers information about what mileage is reimbursable.

Travel Mileage

We also offer a mileage log that can be filled out every month as well.

Is there a minimum for Travel/Cash Advances for non employee students or grad students?

No there is no minimum, they just can’t go over per diem meals and lodging for the days they have been gone, but they can request less.

Who can request a Travel/Cash Advance?

Faculty and staff employees can request travel/cash advances ONLY if they will be in travel status for no less than 15 days. (BPPM 95.05).

Nonemployee students and graduate students (even if on paid assistant ships or appointments) are able to request a travel/cash advance even if in travel status for less than 15 days. Referring to the BPPM 95.05:

Guarantee for Advance of Funds to Nonemployee Student

University policy limits cash or travel advances to faculty and staff employees only. The responsible dean or director may request an exception to the Travel Advance policy in order to advance funds to a nonemployee student.

To ensure payment to the University in the event the recipient defaults in accounting for and/or returning the funds, the dean or director completes and signs a Guarantee for Advance of Funds to Nonemployee Student certification form. The dean or director enters the applicable worktags of the gift account that is to support any outstanding balance of funds.

The dean or director must attach the certification form to the Spend Authorization in Workday.


Contact Information

Travel

 

Paula Farley
Interim Business Services Manager
Hulbert Hall 305C
509-335-2910
Charee Morris
Travel 
Hulbert Hall 305
509-335-5779
Adriana Rivera
Travel
Hulbert Hall 305
509-335-3899