Key Policy & System Updates
Note: This information is subject to change, but is accurate as of 5/21/2025
Effective Go-Live: July 7, 2025
Questions: uwstraveloffice@wisconsin.edu
| Topic | Change Type | Current State (SFS) | Workday Future State |
| Funding Information | System | UDDS Codes (SFS Unit/Dept/Fund/Program/Project) | Driver Worktags
(Company/Program/Grant/Project/Gift) |
| Expense Report Types | System | One type for all travelers | Specific types by role: Worker, Non-Worker, Pre-Hire |
| Receipt Requirements for expenses under $50 | Policy | Receipts required for most transactions. | No receipts are required for personal card or shared liability card transactions under $50. |
| Mileage Reimbursement | Policy/System | Campuses may have two rates: Standard ($0.70) and Turndown ($0.45) | All campuses will utilize Single rate: Standard only ($0.70) |
| Exception Requests | System | Manual forms or email correspondence attachments | Use Spend Authorizations in Workday; routed automatically |
| Missing Receipts | System | Handled via attachments of Exception Forms/Missing Receipt Forms | Handled directly in the expense report process via questionnaire |
| Relocation Stipend Payments | System | Via Payroll (post-start) Through e-Reimbursement(pre-start) | Via Payroll (post-start) or Misc. Payment Request (pre-start) |
| Alternates | System | Must be manually added | Expense Data Entry Specialists can create for anyone |
| Non-Employee Profiles | System | Set up via form in SFS or manual form | “External Committee Members” set up in Workday with contact info |
| Travel Authorizations | System | Travel Authorization (TA) in SFS (When used, not required in policy) | Spend Authorization in Workday (When used – not required in policy) |
| Per Diems | Policy/System | First/Last day deduction of 25%, $5 incidental domestically | No First/Last day deductions. incidental included in meals |
| Candidate Travel | System | Non-employee set up in SFS | Auto-created via recruitment, candidate is “pre-hire” processed through Workday |
| Card Transactions | System | Reconciled in SFS or other campus procedure, transactions can be deleted from system | Reconciled in Workday only; cannot be deleted, all transactions must be reconciled |
| Charges to Foundation Accounts | System | Processed and paid outside of e-reimbursement | Paid to foundation accounts via Workday |
Training & Support
You will be enrolled in courses relevant to your position and/or security role(s). You will be notified about training by UW-Shared Services. Training will take place in the System Canvas instance. Log in to Canvas.