Travelers should submit lodging requests for their supervisor’s approval through Workday via a or email before traveling even if the expenses are being paid by another entity. This establishes travel approval and satisfies worker’s compensation requirements.

Once travel is completed, an Expense Report must be submitted within fifteen days to ensure reimbursements are processed accurately. If a PCard is used to make purchases, a PCard verification must be submitted within seven days after the end of the purchase billing cycle.

Spend Authorization

Use the to submit travel costs for supervisor approval.

  • Attach hotel folio with the following information:
    • Hotel name
    • Hotel address
    • Dates of stay
    • Stay rate per day
    • Form of payment used
  • Memo portion of the spend authorization should be used to explain lodging exceptions.

Expense Report

Upon completion of travel, reference the spend authorization on the expense report to appropriately utilize the previously committed funding.

Attach the following items:

  • Hotel folio with the following information:
    • Hotel name
    • Hotel address
    • Dates of stay
    • Stay rate per day
    • Form of payment used
  • Lodging exception form or additional supporting documentation if applicable.