1. Itemized Receipts
2. Reimbursements
3. Purchasing News
4. Workday Release – March 14
5. Prepaid Expenses
Receipts serve as critical documentation to substantiate expenses and ensure compliance with policies and regulatory requirements. When requesting a reimbursement for an out-of-pocket expense, detailed, itemized receipts for transactions exceeding $25 shall be provided ($50 for charges on University PCard). Credit card summary transactions are not sufficient documentation to substantiate an expense.
2. REIMBURSEMENTS – Timely Submission of Reimbursement Payments
If you have a deposit that represents a reimbursement to an expense account, reminder that the current process is to use the “reimbursement” revenue category of RC00110 and put the subsequent spend category in the “Additional Worktags” field.
To ensure reimbursements and repayment receivables are cleared on time, please submit payments to the Student Accounts Office as soon as possible after cash sales are created. Cash payments need to be given in Exact Change. Cash sales that remain in pending status across clearing periods may be missed and delayed until the following month. Prompt submission helps us maintain accurate and timely reporting.
Please see the attached purchasing news for information on shredding, office supply swap and Global Industrial.
As you know, Workday is a cloud based platform with new releases implemented every quarter. The first quarter release will be available on March 14. This release contains significant changes to the user interface. Details are attached.
Year end will be here before we know it. You may already have some prepaid expenses (expenses incurred and need to be paid in Fiscal 26 but pertain to Fiscal 27). This is a reminder of the process (which will be covered in more detail during year end seminars that will be announced soon via Success at Wes).
If the payment is being paid on a supplier invoice there are two steps to take: 1) Check the checkbox right before the “Memo” field on each line labeled “Prepaid”. 2) Tab over to the “Prepaid Details” tab and enter a “Prepaid Amortization Type” of “Schedule”. In certain situations, based on the spend category used, you may get an error message of “1 Error: Prepaid Amortization Type”. If this happens, uncheck the prepaid checkbox and add the prepaid worktag in the “Additional Worktags” section similar to the expense report process below.
If the payment is being made on an expense report or PCard verification, there is no equivalent checkbox. However, we have created an additional worktag that will drive the accounting to a prepaid expense. Simply type the word “Prepaid” in the Additional Worktags box and add it to this field.