Total Trip Accounting practice elimination - effective January 1, 2025
Colleagues,
As part of the Universities of Wisconsin’s transition to Workday on July 7, 2025, UW-Whitewater will be eliminating the practice of Total Trip Accounting, effective January 1, 2025.
This change is necessary to align with Workday’s Expense System, where expense reports and UW card product purchases (both purchasing cards and shared liability cards) will be reconciled within the same system. Making this change in advance of Workday Go-live is to ensure employees have time to acclimate to the new process before it becomes mandatory on July 7, 2025.
What This Means for You:
- UW Shared Services Travel and Expense Auditors will no longer be auditing expense reports for Total Travel Accounting as of January 1, 2025, even if the trip occurred ahead of the effective date
- As of January 1, 2025, Travel Authorizations (TA’s) in SFS will no longer be required at the campus level for overnight trips
- Note: Travel Authorizations may still be required by your department.
- Expenses paid on a UW Purchasing Card no longer need to be included on expense reports
- Prepaid expenses (e.g., airfare, conference registration fees, hotel deposits) can be reimbursed prior to travel
- Multiple expense reports for a single trip will be allowed—one before travel to reimburse prepaid items, and a second after the trip for remaining expenses
- US Bank Corporate Card (aka Shared liability card) purchases can be paid directly to US Bank by UW by selecting ‘US Bank Corporate Card’ as the reimbursement method in the expense report
Note: This is not new functionality but since prepaid expenses can now be reimbursed ahead of travel, there will be fewer instances where US Bank Corporate cards will need to be paid personally while awaiting ‘personal funds’ reimbursements after the trip
- US Bank Corporate Card transactions can be pulled into an expense report via the ‘My Wallet’ functionality in SFS
If you have any questions, please don’t hesitate to reach out.
Kind Regards,
Becky Kopidlansky
Interim Co-Director of Travel Management Services
Universities of Wisconsin
On July 1, 2024 all individual travel services transitioned to Fox World Travel