(ECM Designation, Spend Authorization, Expense Report, T-Card)
Before You Start
- A non-worker is a UAMS student OR guest of UAMS (e.g., contractor, job candidate)
- Resident Physicians are employees of UAMS; residents are not non-workers.
- Travel workflow for a non-worker is the same as for an employee, but the name of the Expense Report task in Workday is different.
- Expense Report for Non-Worker is used when a non-worker incurs travel expenses while traveling on behalf of UAMS and you have departmental approval to cover the cost of travel.
- A non-worker must be designated as an External Committee Member (ECM) in order for the Expense Report to go through in Workday.
- Read Help Page – Spend Authorization for Travel for information that can help you determine if a Spend Authorization is necessary before making travel arrangements.
- Read Quick Reference Guide – Pre-Travel Requirements for information about international travel.
Travel Workflow as Steps
- Spend Authorization*.
- Make travel arrangements (e.g., book airfare or rental vehicle, reserve lodging, any other accommodations that can be arranged prior to travel)
- Travel activities.
- Gather receipts.
- Complete Create Expense Report for Non-Worker in Workday.
- Memo: enter purpose of non-worker travel activities.
- Expense Partner reviews and approves Expense Report.
- Payment is issued to the parties indicated in the Expense Report (e.g., payment issued to Non-Worker if reimbursement is indicated, transactions are verified if T-Card transactions are indicated).
*Read Help Page – Spend Authorization for Travel for information that can help you determine if a Spend Authorization is necessary before making travel arrangements.
Additional Help and Information
UA System QRG – Create an Expense Report
Quick Reference Guides (QRG) contain instructions for completing tasks in Workday, including screen-by-screen and field-by-field information.
Help Page – Spend Authorization for Travel