Division of Business Services

3024.4 Working with Shared Liability Card Transactions in Workday Expenses

Procedure # 3024.4; Rev.: 1 (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

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I. Procedure statement

The Shared Liability Card is a shared-liability VISA credit card issued by U.S. Bank to a UW-Madison employee that can be used to pay for UW business-related expenses. Purchases made using the Shared Liability Card appear in the cardholder’s My Expense Transactions list in Workday Expenses. This procedure details how to use Workday Expenses to create expense reports to account for Shared Liability Card activity.

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II. Who is affected by this procedure

  • Employees who are Shared Liability Cardholders
  • Expense Data Entry Specialists who prepare expense reports for Shared Liability Cardholders

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III. Procedure

  1. Viewing your Shared Liability Card activity in Workday and Creating an Expense Report for Shared Liability Card transactions
    1. Sign into Workday.
    2. On the Workday home page, under Timely Suggestions, you will receive a notice if you have university credit card transactions that have been posted to your account:
      Screenshot showing the "Timely Suggestions" box on the Workday login home screen, which shows an alert reading "You Have Credit Card Transactions Ready to Expense"

      1. From this notice, click Create New Expense Report. At the bottom of the Create Expense Report page, you will see a list of all open, unreconciled credit card transactions. Check the box in the column Include? to view and/or add credit card transactions to a new expense report.
        Add a credit card transaction to an Expense Report in Workday by clicking the "Include?" box for that particular transaction
    3. The Workday Menu in the upper-left corner of the Workday home page can also be utilized to access credit card transactions in your account that have not yet been added to an expense report. Click Menu to expand options. Click Expenses Hub.
      Screenshot of how to find the Create Expense Report option using the Menu and then Expenses Hub (under "Personal") option
    4. In the Expenses Hub Needs attention section, a list of Transactions to Expense will populate if a cardholder has unreconciled transactions.
      Screenshot showing examples of "Transactions to Expense" AKA expenses that need to be added to and submitted with an expense report
    5. Click View my Expense Transactions to see a complete list of unreconciled Shared Liability Card transactions for your account. An expense report can be initiated from this screen by clicking the button Create Expense Report.
      Button for "Create Expense Report" found at the top of the My Expense Transactions page in Workday
    6. For full instructions on completing and submitting an expense report, refer to 3024.1 Creating and Submitting an Expense Report Procedure.
  2. Payment
    1. Shared Liability Card expenses are paid directly to U.S. Bank upon approval of the associated expense report.
    2. If a cardholder makes an accidental personal purchase on their Shared Liability Card, it must still be reconciled in Workday Expenses. The transaction will be marked “Personal Expense”, and no payment will be generated from the university. The cardholder must make a personal payment to U.S. Bank for the personal expense(s).
    3. To avoid credit balances on the Shared Liability Card, cardholders must make efforts to avoid duplicate or incorrect payments made to US Bank.

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IV. Contact roles and responsibilities

  • Claimant/Cardholder: responsible for ensuring timely reconciliation and payment of their Shared Liability Card balance.

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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.
  • Expense Data Entry Specialist: An Expense Data Entry Specialist (EDES) is a security role in Workday Expense that grants the ability to create, edit, and submit expense reports on behalf of employees, external committee members, and pre-hires.
  • 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 3024.4
Date Approved
Revision Dates Jan. 19, 2021 – Updated Procedure Number to 3024.4 from 320.4
June 30, 2025 – Updated to reflect Workday procedures and terminology.

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