UW Parkside Additional Travel Authorization Guidance for Frequently Asked Questions
Effective July 1, 2025, all university-related travel must comply with travel authorization requirements.
- Spend Authorizations are Required for All Travel
- All travel, regardless of prior approval or historical practice, must have a Spend Authorization submitted and approved in Workday.
This includes travel that was previously approved under different processes or fiscal years.
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- Grant-funded travel is not exempt and must follow the same Spend Authorization process to ensure compliance with both university and sponsor requirements.
- If travel for FY26 was scheduled or booked during FY25, this must be clearly identified in the Spend Authorization. This exception applies only during the FY25–FY26 transition period and is intended to ensure continuity and proper documentation.
- No travel-related expenses may be incurred or reimbursed without an approved Spend Authorization.
- Semester-Based Spend Authorizations for Recurring Travel
- Employees who are required to travel regularly as part of their documented job responsibilities (e.g., student recruitment, outreach, fieldwork) may submit a single Spend Authorization per semester.
- The Spend Authorization should:
- Clearly describe the nature of recurring travel.
- Include estimated cost for the entire semester.
- Be updated as needed if significant departures from the authorization occur.
- Candidate Interview Travel
- Travel for candidates interviewing for university positions during a hiring search requires a Spend Authorization for Non-Workers.
- Once candidates have been selected for interviews, a Spend Authorization for a Non-Worker must be completed and approved prior to travel arrangements being made.
- This ensures compliance with university financial controls and supports timely reimbursement processing.
- Travel Using CRCA, FASPOF, or Other Types of Institutional Funds
- Additional information coming soon
Support and Resources
- For step-by-step instructions, refer to: