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Travel, PCard and Expense Efficiencies

By Marie Peterson
July 27, 2026
The Office of Business and Finance is pleased to introduce process and workflow enhancements to the Travel, PCard and Expense 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 Phase I of a broader improvement effort.  Phase II will include policy updates and will be shared for campus feedback in early fall 2026.  
 
Watch for additional information through these channels:
  • Travel, PCard and Expense Office Hours [see link]
  • NewsLink 
  • OnCampus
  • HealthBeat Hub/Digest

 

Phase I:  Overview of 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).
 
Weekly Transaction Summary Report
Since the Department Leader was removed from the Spend Authorization and Expense Report workflows, an alternative method has been provided to maintain visibility into transactions. To support this need while aligning with streamlined business processes, a Weekly Transaction Summary Report will be distributed via email to individuals holding the Department Leader and Cost Center Director roles in Workday. The report is issued every Monday (starting May 11, 2026) and it limited to UNIV and Health System transactions created within the past week:
  • Spend authorizations
  • Miscellaneous payment requests
  • Requisitions
  • Supplier invoices without purchase orders
  • Expense reports without spend authorizations


Transactions charged to Fund FD520 – Grants and Contracts Sponsored Programs are excluded. Transaction types with no activity will not appear in the report.

 
Phase II:  Coming Spring 2027

The Office of Business and Finance is pleased to continue its efforts to improve the Travel, PCard and Expense experience for faculty and staff.

Following the successful implementation of Phase I process and workflow enhancements in Workday, the university is now preparing for Phase II, which will focus on policy modernization and further simplification of requirements. These improvements are guided by feedback received through the President's Listening Sessions and are designed to reduce administrative burden, streamline processes and enhance the overall user experience.

Draft policy updates will be shared with the university community for feedback in early fall 2026, providing faculty and staff an opportunity to review and comment on proposed changes. Following the review period, updated policies are expected to be finalized and released in Spring 2027.

The Office of Business and Finance appreciates the valuable input provided by the campus community and remains committed to creating more efficient, user-friendly business processes that support the university's academic, research and operational missions.

Additional information and opportunities for feedback will be shared as Phase II progresses.

 

 

Tags: PCard Travel Expense