Division of Business Services

3024.3 How to Find Expense Report Payment Details and Process Payment Void/Reissue Requests

Procedure #3024.3; Rev.: 2 (Effective July 1, 2025)
Related Policy: UW-3024 Expense Reimbursement Policy
Functional Owner: Accounting Services, Division of Business Services
Contact: Expense Reimbursement Program Manager – Allie Watters, expensereimbursement@bussvc.wisc.edu, (608) 263-3525

Contents

  1. Procedure statement
  2. Who is affected by this procedure
  3. Procedure
  4. Contact roles and responsibilities
  5. Definitions
  6. Related references
  7. Revisions

I. Procedure statement

Payments are processed within 3-5 business days of the final approval of an expense report. Employees are able to specify the Reimbursement Payment Type on each expense report. The default Reimbursement Payment Type for an employee will match the payroll mechanism of payment and account on file.  The payment will be a separate deposit from the employee’s regular paycheck. External Committee Members and Pre-hires may be paid via mailed check or wire payment.

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II. Who is affected by this procedure

  • Employees who seek reimbursement for out-of-pocket or shared liability card expenses
  • Expense Data Entry Specialists who prepare expense reports
  • Employees who may be contacted by an External Committee Member or Pre-hire regarding their reimbursement payment

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III. Procedure

  1. How to use Workday Expenses to find information on expense report payments
    1. Ensure the expense reports has been fully approved and search for payment and/or processing details:
      1. Sign into Workday
      2. In the Search bar at the top of the page, type Expense Report (UW). Press the Enter key. A link to the report Expense Report (UW) will then populate under the section titled “Tasks and Reports.”

        1. Expense Report (UW) can be used to check the approval status of an expense report. Employees can click on the hyperlink of an expense report in search results to open expense reports and view the payment information on a report.
      3. Click Expense Report (UW) and search parameters will appear in a popup. For Company, type “UWMSN” and press the Enter key. This restricts search results to University of Wisconsin-Madison reports. Enter additional search parameters to narrow your results.
        1. When searching for the payment status of a report for a specific payee, enter the payee’s name into Expense Report Payee.
        2. When you have completed filling out the fields, click OK to run the search.
        3. Review search results and column Expense Report Status. The column Expense Report Status will show whether the report is in draft status, in progress, approved or paid. To view additional details, click the hyperlinked value in the column Expense Report to view the full expense report.
          1. If the report has been paid, navigate to the tab Expense Payment to view payment details including payment type and payment date.
          2. If the report is in progress, click the tab Business Process to view required approval steps.
    2. If payment was made by ACH, the claimant should review their bank history for a deposit that matches the information shown in the Expense Payment search.
      Example of the Expense Payment tab for an Expense Report; shows the payment date, payment amount, and payment type lines

      1. Note: If multiple expense reports are paid on the same date, a cumulative ACH will be sent. The claimant should look for the cumulative total of the expense reports paid in their bank history. Individual payments for each report will not be visible.
  2. Voiding or Reissuing an Expense Payment
    1. Payments made via check can be cancelled or cancelled and reissued by filling out a Request to Void Check. To allow time for the check to arrive, a Request to Void Check should only be submitted at least 30 days after the payment date.
    2. To initiate a Request to Void Check (with or without reissue), type “Create Request” into the Search bar at the top of the Workday home page. Press Enter to complete the search.
    3. The Workday task Create Request will populate on-screen.
    4. Type “Void” and press enter. The Request Type Request to Void Check will now be shown. Click Ok.
      Shows that "Request to Void Check" will appear under the "Request Type" after user types in "Void" (part of Create Request task)
    5. Fill out the required fields in the Request to Void Check:
      1. What type of Payment is this? Select Expense Payment.
      2. Name on Check: Write the full name of the claimant.
      3. Check Number: The check number can be found on the Expense Payment tab of the expense report. The Transaction Reference number is the check number.
      4. Date of Check: The Payment Date can be found in the Payee section of the Expense Payment tab of the expense report.
      5. Reason for Request: Select the reason for the request to void (and reissue) the check.
      6. Does this need to be reissued? If the check needs to be reissued, select Yes. If the check does not need to be reissued, select No.
      7. Other Information: If applicable, indicate the new address for check reissue or confirm the current address is accurate. If an address needs to be updated for an External Committee Member for ongoing use, email nonemployee@bussvc.wisc.edu with the External Committee Member name and new address.
      8. Please provide the following information as the requester: The submitter of the Request to Void Check should record their contact information, including name, phone number, email address, and Universities of Wisconsin campus for which they work.
    6. Click Submit. The request will route to a Settlement Specialist for processing and reissue, if applicable.

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IV. Contact roles and responsibilities

  • Employee claimant – Employee receiving reimbursement for UW-Madison business or travel expenses paid out-of-pocket. Responsible for monitoring payment status and/or reaching out to the appropriate UW-Madison Division Coordinator if payment has not been received.
  • External Committee Member – Responsible for reaching out to UW-Madison staff contact and/or departmental Expense Data Entry Specialist if payment has not been received.
  • Expense Data Entry Specialist – Responsible for monitoring payment receipt for External Committee Members. May be asked to submit the Request to Void Check on behalf of employee claimants or External Committee Members.
  • Department/Divisional staff – Responsible for looking up payment status of expense reports and submitting the Request to Void Check, when necessary.

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V. Definitions

  • Expense report: Electronic submission to request reimbursement for out-of-pocket expenses and/or to submit card-product expenses for approval.
  • Purchasing Card: University-liability credit card that is intended for low-dollar, best-judgment purchases to be paid directly by the University. The card is assigned to a specific UW–Madison employee and may only be used by that individual.
  • Shared Liability Card: A UW-Madison Shared Liability Card is a shared-liability VISA credit card issued by U.S. Bank to University employees for UW-Madison business use only.
  • Workday Expenses: The Workday module used to create, submit, and approve expense reports for out-of-pocket, Shared Liability Card, and Purchasing Card transactions.

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VI. Related References

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VII. Revisions

Procedure Number 3024.3
Date Approved May 8, 2017
Revision Dates Jan. 19, 2021 – Updated Procedure Number to 3024.3 from 320.3
June 30, 2025 – Updated to reflect Workday procedures and terminology.

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