The Office of Business and Finance is pleased to introduce process and workflow enhancements to the Travel, PCard and Reimbursement functions in Workday. Shaped by feedback from the President's Listening Sessions, these improvements focus on reducing administrative burden, simplifying requirements, and creating a better overall user experience.
These enhancements represent the first phase of a broader improvement effort. Related policy updates are currently in development and will be shared for campus feedback in early fall 2026. Updates and release details will be communicated through NewsLink and OnCampus.
Overview of Phase I Changes (Effective May 1, 2026)
Spend Authorization
Changes include a simplified workflow that will expedite approval:
- When Spend Authorization total is ≤$5,000
- Initiator → Cost Center Manager (or Grant Manager with grant funding) = Approved
- When Spend Authorization total is >$5,000
- Initiator → Cost Center Director = Approved
Special approval routing for international travel, cash advances and senior leaders (Deans, EVPs, SVPs, Health System Executives) will still apply when applicable.
Department Leader, Service Center Review Steps and some optional approvals have been removed.
Expense Report
Changes include a simplified workflow that will expedite approval:
- When Expense Report is linked to a Spend Authorization for travel-related expenses
- Initiator → Service Center Rep (or Grant Service Center Rep with grant funding) = Approved
Special approval routing will apply with high risk ERs, when different worktags in the ER from SA, when ER total is more than 25% (+$500) over the SA total, and with ERs for senior leaders (Deans, EVPs, SVPs, Health System Executives).
- When Expense Report is for non-travel reimbursements or PCard transactions
- Initiator → Cost Center Manager (or Grant Manager with grant funding) → Service Center Rep (or Grant Service Center Rep with grant funding) = Approved
Special approval routing will apply with special approval categories, when using the Service Center PCard and with ERs for senior leaders (Deans, EVPs, SVPs, Health System Executives).
Watch for additional information through these channels:
- NewsLink
- OnCampus
- HealthBeat Hub/Digest