The following is a list of training videos created by eFAST to assist employees, administrators, and new eFAST team members with the expense report process, organized by expense type. You can refer to these videos to submit expense reports on your own behalf or on behalf of another individual who needs to be reimbursed for their business expenses.
Travel
Airfare Reimbursement Request
How to request an airfare reimbursement in Workday – Reimbursements for airfare expenses can be processed as soon as your flights have been purchased and a receipt has been obtained.
Conference Related Travel Expenses
How to request a conference registration reimbursement related to travel – This video is for anyone wanting to request reimbursement for a conference registration related to conference travel.
Meals, Lodging and Food
How to process a reimbursement for meal and lodging per diem – You can request a reimbursement for per diem expenses using this training video. Note that per diem is only reimbursable after a trip has been completed.
How to enter lodging over per diem in Workday – In some instances, lodging overages may be justifiable. This training video explains how to enter those overages in your expense report.
How to enter reduced meal per diem expense (travel) – Faculty, non-student employees, and students traveling on award funds can claim meal per diem less than the standard rate. Refer to this training video for how to enter reduced-rate meal per diem expenses.
Mileage Reimbursements
How to create a Spend Authorization for mileage – This is specifically for employees to enter their own spend authorization, and is a recommended option for those who travel multiple times in a month.
How to create a mileage reimbursement request – This is specifically for employees to enter their own mileage reimbursement request.
Non-UW Employee Travel
How to process a non-employee travel reimbursement – We often have external guests and visitors traveling on UW funds, and the reimbursement process is different for non-employees.
Car services
How to process a car service reimbursement – This training video goes over the process of submitting reimbursement requests for taxi rides, shuttle services, or ride share apps like Uber and Lyft.
Non-Travel Reimbursements and payments
How to process a key deposit reimbursement – This video is intended for staff who need to refund a key deposit that an employee paid, and is owed a refund because they are leaving the department and turned in their key.
How to process a food or meal reimbursement (non-travel) – Use this business process for food reimbursements that are not included in meal per diem for business travel. Please note that non-travel food reimbursements must still not exceed the location’s per diem limit for the meal(s) being reimbursed.
Employee as Self
How to use the Workday mobile app to upload your receipts – The Workday mobile app has a useful feature where receipts can be uploaded directly from your smartphone, which can expedite the reimbursement process.