3024.5 How to Create, View, and Update External Committee Member Profiles in Workday

Procedure # 3024.5; 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

Procedure statement
Who is affected by this procedure
Procedure
Contact roles and responsibilities
Definitions
Related references
Revisions

I. Procedure statement

External Committee Members (ECMs; non-employees) are reimbursed for out-of-pocket travel and business expenses through Workday Expenses. Expense Data Entry Specialists request profiles for new External Committee Members and then create and submit expense reports on their behalf. ECMs will receive a mailed check for payment unless the payment method is modified to wire transfer on the expense report.

Expense Data Entry Specialists utilize the Create Request task to request a new non-employee profile in Workday Expenses. These requests are typically processed by the Division of Business Services within three business days. Expense Data Entry Specialists receive a Workday inbox notification when the External Committee Member profile has been set up, at which point they can begin preparing expense reports for the ECM.

II. Who is affected by this procedure

Expense Data Entry Specialists who request Workday Expenses profiles for guests, students and other non-employees
Expense Data Entry Specialists who prepare reports on behalf of External Committee Members.

III. Procedure

Confirm whether an External Committee Member profile already exists prior to submitting a new request.
1. Before requesting a new External Committee Member profile, check if one already exists for the recipient. If one does exist, use this search to find the profile.
2. Sign into Workday.
3. Utilize the main Search bar at the top of the home page to search for a profile. Type the name or portion of a name for the External Committee Member. Press Enter.
4. If the External Committee Member exists, the record will populate under the section People. See below for an example with External Committee Member “Tina Ballerina”:
5. Click the hyperlinked name of the ECM to view the profile. Due to security reasons, Expense Data Entry Specialists cannot currently see the Contact information or Personal information sections in the example profile below (updates are planned to security settings for Expense Data Entry Specialists to allow them to view this). If the contact information needs to be validated, the Expense Data Entry Specialist should contact nonemployee@bussvc.wisc.edu to verify current address, email address and/or phone number on file for the ECM.
6. A portion of the contact information can be validated (city, state) by running the report External Committee Member List (UW). Once run, it delivers a list of current External Committee Members and includes their city and state from the contact information. This is a good starting point for verifying the correct ECM has been found. If additional questions remain, Expense Data Entry Specialists may contact nonemployee@bussvc.wisc.edu.
7. Once the profile has been confirmed, the Expense Data Entry Specialist may initiate an expense report for the ECM by searching for the Workday Task Create Expense Report for Non-Worker in the Search bar at the top of the page. After clicking on the task Create Expense Report for Non-Worker, the expense report entry page will pop up. Payee Type should be set to External Committee Member. The ECM’s name can then be put into the Pay To line, and the remainder of the report can be filled out on behalf of the ECM. For more comprehensive instructions on how to create and submit an expense report, see 3024.1 Creating and Submitting an Expense Report Procedure.
8. If the search yields no matching results, proceed to the following section of the procedure to initiate a new request for an External Committee Member.
Request External Committee Member
1. Type “Create Request” into the search bar. Press Enter to view search results, or just click the task Create Request, which appears under the search bar.
2. A pop-up will appear to Create Request. Under Request Type, click the menu icon to see Request Types by Workday Object, then click Committee, then click to select External Committee Member. Alternately, you may start typing “External Committee” in the Request Type box and hit enter for External Committee Member to populate. Click OK.
3. In the box Describe the Request, write the name of the guest or student.
  1. Note: When the request is processed, the Expense Data Entry Specialist who filled out this Create Request form will receive a notification regarding the status that references the text in this box, and this will be the only field available to connect the request with a specific ECM name.
4. For Request Type, select Add New External Committee Member to add a new ECM.
5. In the section Expense Dates, enter the first date of expenses for the ECM. This should be the earliest date for expenses claimed by the ECM in Workday Expense.
6. A Date of Last Expense may be entered if desired. This field is optional.
7. In the section titled Please select the appropriate Committee Affiliate, select Madison-Guests and Students. This is the UW-Madison group for guests and students.
8. Under Please select the membership type, identify whether this ECM is a Guest or Student.
9. In the section ECM Name, enter the ECM’s legal name in the following fields. First name and last name are required.
  1. Prefix
  2. First Name (Required)
  3. Middle Name
  4. Last Name (Required)
  5. Suffix
10. In the section Contact Information, enter the ECM’s phone number, email address, and mailing address.
  1. Provide a phone number and/or email address for recipient (required). It is recommended to provide both phone number and email address in order to distinguish between ECMs with common names, but only one of the two is required. This information would be used to contact the ECM regarding the payment.
  2. Address line 1: Enter Street address. (Required)
  3. Address line 2: Enter additional information (e.g., apartment or unit number) (Not Required)
  4. City: Enter name of city/town. (Required)
  5. State: This field is only required for US and Canada addresses. For addresses outside of the US and Canada, enter “N/A.” (Required)
  6. Postal Code: Enter the postal code (Required)
  7. Country: Enter the country for the address (Required)
11. The section Document Review contains details regarding appropriate documentation for departments to obtain and keep on file for non-resident alien guests and students. This documentation is not required to be submitted to campus but must be kept on file by the department. In this section, the EDES filling out the form must complete an attestation regarding this paperwork. If the ECM is a non-resident alien, the department must obtain and file the paperwork, and then select Yes-I have obtained and reviewed the required documents. If this requirement does not pertain to the ECM request, select No-Not applicable.
12. The Comments section is not required.
13. Click Submit. The Create Request > External Committee Member form will be sent to a Division of Business Services External Committee Partner for profile setup. After submitting, the Expense Data Entry Specialist who submitted the request will receive a bell-icon notification in the upper-right corner of the Workday homepage when the request is closed with one of the following responses:
  1. Done– The request has been accepted and the profile has been created.
  2. Denied – The request has been denied and the profile will not be created. The initiator will be notified and a reason for denial will be included in the comments of the task.
  3. Duplicate – The request is a duplicate and will be denied. The initiator will be notified and a reason for denial will be included in the comments of the task.
Request an Update to an Existing External Committee Member Profile
1. Type “Create Request” into the search bar. Press Enter to view search results, or just click the task Create Request, which appears under the search bar.
2. A pop-up will appear to Create Request. Under Request Type, click the menu icon to see Request Types by Workday Object, then click Committee, then click to select External Committee Member. Alternately, you may start typing “External Committee” in the Request Type box and hit enter for External Committee Member to populate. Click OK.
3. In the box Describe the Request, type the name of the non-employee, their ECM ID number, and a description of the change(s) being requested.
  1. Note: When the request is processed, the Expense Data Entry Specialist who filled out this Create Request form will receive a notification regarding the status that references the text in this box, and this will be the only field available to connect the request with a specific ECM name.
4. For Request Type, select Update Existing External Committee Member.
  1. Note: If requesting a change to an existing ECM profile, this may require entering information that is not being changed, but which is necessary to identify which profile to update.
5. In the section Expense Dates, enter the first date of expenses for the ECM. This should be the earliest date for expenses claimed by the ECM in Workday Expense.
6. A Date of Last Expense may be entered if desired. This field is optional.
7. In the section titled Please select the appropriate Committee Affiliate, select Madison-Guests and Students. This is the UW-Madison group for guests and students.
8. Under Please select the membership type, identify whether this ECM is a Guest or Student.
9. In the section ECM Name, enter any updates to the ECM’s legal name in the following fields. First name and last name are required.
  1. Prefix
  2. First Name (Required)
  3. Middle Name
  4. Last Name (Required)
  5. Suffix
10. In section Contact Information, you are prompted to enter the ECM’s phone number, email address, and mailing address.
  1. Provide an updated phone number and/or email address for recipient (required). It is recommended to provide both phone number and email address in order to distinguish between ECMs with common names, but only one of the two is required. This information would be used to contact the ECM regarding the payment.
  2. Address line 1: Enter Street address. (Required)
  3. Address line 2: Enter additional information (e.g., apartment or unit number) (Not Required)
  4. City: Enter name of city/town. (Required)
  5. State: This field is only required for US and Canada addresses. For addresses outside of the US and Canada, enter “N/A.” (Required)
  6. Postal Code: Enter the postal code (Required)
  7. Country: Enter the country for the address (Required)
11. The section Document Review contains details regarding appropriate documentation for departments to obtain and keep on file for non-resident alien guests and students. This documentation is not required to be submitted to campus but must be kept on file by the department. In this section, the EDES filling out the form must complete an attestation regarding this paperwork. If the ECM is a non-resident alien, the department must obtain and file the paperwork, and then select Yes-I have obtained and reviewed the required documents. If this requirement does not pertain to the ECM request, select No-Not applicable.
12. The Comments section is not required.
13. Click Submit. The Create Request > External Committee Member form will be sent to a Division of Business Services External Committee Partner to update the profile. After submitting, the Expense Data Entry Specialist who submitted the request will receive a notification when the request is closed with one of the following responses:
  1. Done– The request has been accepted and updated.
  2. Denied – The request has been denied and will not be updated. The initiator will be notified and a reason for denial will be included in the comments of the task.
  3. Duplicate – The request is a duplicate and will be denied. The initiator will be notified and a reason for denial will be included in the comments of the task.
Requesting payment via wire transfer for External Committee Members
1. Non-employee payments must be made via wire transfer when the address is outside of the United States or Canada. External Committee Member profiles cannot be set to pay by wire transfer by default. Rather, payment by wire transfer must be selected on each expense report where that payment method is required.
2. When creating the expense report, choose Manual (Expenses ONLY) as the Reimbursement Payment Type. This requires navigating to the expense lines then back to the expense report header to be able to edit the Reimbursement Payment Type.
3. Once the expense report is fully approved, the expense report initiator (an Expense Data Entry Specialist for an External Committee Member or Pre-Hire, or an employee as self if selecting this for their own expense report) receives a to-do step (“Complete To Do”, pictured below) that instructs them to provide the wire transfer information:
4. A link to the Universities of Wisconsin Shared Services Online form will be visible in the to-do step. Users fill out the form to send the wire information to banking and settlement.
5. The Expense Data Entry Specialist completes the to-do step and the expense report is advanced to the payment step at roughly the same time the banking team is receiving the wire information.

IV. Contact roles and responsibilities

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.

V. Definitions

Expense report: Electronic submission to request reimbursement for out-of-pocket expenses and/or to submit card-product expenses for approval.

External Committee Member: Non-employee or guest that is getting reimbursed for UW business expenses through the Expenses module.
Workday Expenses: The Workday module used to create, submit, and approve expense reports for out-of-pocket, Shared Liability Card, and Purchasing Card transactions.

VI. Related references

VII. Revisions

Procedure Number	3024.5
Date Approved	May 8, 2017
Revision Dates	Dec. 6, 2019 – Updated links Jan. 19, 2021 – Updated Procedure Number to 3024.5 from 320.5 June 30, 2025 – Updated to reflect Workday procedures and terminology.

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