Reimbursements in Workday - alternatives to check requests

Overview

In legacy systems, many payments and reimbursements were completed by doing a "check request." In Workday, several tasks can replace "check request," depending on various circumstances. This guide attempts to identify some of the Workday tasks that replace "check request" and the circumstances in which you would choose those tasks over other available options. 

How do I get a person paid in Workday?

1. If the payment recipient has provided an invoice AND we have paid them as a supplier in the last twelve months: 
   1. Use “Create Supplier Invoice Request”
2. If the recipient has provided an invoice and the supplier is new (or not on file): 
   1. Send the supplier the supplier registration form so they can securely provide their sensitive information: https://wd5.myworkdaysite.com/supplier/mtholyoke/sup_reg . Once they have completed the form, their supplier profile will be available in Workday. You can then use the task "Create Supplier Invoice Request" to complete the payment. 
   2. OR Use “Create Supplier Request,” in which case the staff member enters sensitive data. This is less recommended, but is an option if you can’t wait for the supplier and/or already have the necessary information.
      1. NOTE: Suppliers and individuals acting as suppliers (e.g., guest speakers, consultants who provide an invoice) cannot be paid using Zelle or Paypal. Suppliers can only receive payment by check or direct deposit.
3. If the recipient is an individual who needs to be paid using Zelle or Paypal: 
   1. “Create Miscellaneous Payment Request” (Suppliers cannot be paid via the above electronic methods)
4. If the recipient is a student: 
   1. Send the student this link to set up their electronic payment account choices https://my.mtholyoke.edu/ellucian_const_student/_layouts/15/Ellucian/SSO/ColleagueSelfServiceSSO.aspx?provider=Colleague&page=%2fEpay. Once the student has entered their information, you can use “Create Miscellaneous Payment Request." You do not need to enter the student’s financial data. Instead, Accounts Payable will update the payee file with information provided via the link above. 
      1. NOTE: this process can be used to pay students for any of the following reasons (this list is not comprehensive)
         1. Credit balance refunds
         2. Safety net payments
         3. Lynk fellowship payments
         4. Prizes and awards
         5. Reimbursements
5. If the recipient is getting an honorarium:
   1. If they are only coming to campus once, use "Create Miscellaneous Payment Request"
   2. If they come to campus annually or with any degree of regularity, send them a link to the Supplier Registration form (https://wd5.myworkdaysite.com/supplier/mtholyoke/sup_reg) so they can enter their own information and be paid via "Create Supplier Invoice Request." Those who have Virtru and are able to handle sensitive information can instead create the recipients supplier profile themselves by using "Create Supplier Request." When the supplier request is approved, they can then "Create Supplier Invoice Request."

How do I get a person reimbursed in Workday?

1. If the recipient is a student: 
   1. Send the student the link to set up their electronic payment choices (https://my.mtholyoke.edu/ellucian_const_student/Pages/WebAdvisor.aspx?title=Electronic+Payment+Service&pid=ST-XWPAYS01). Once the student has entered their information, you can use “Create Miscellaneous Payment Request." You do not need to enter the student’s financial data. Instead, Accounts Payable will update the payee file with information provided via the link above. 
      1. NOTE: this process can be used to pay students for any of the following reasons (this list is not comprehensive)
         1. Reimbursements
         2. Credit balance refunds
         3. Safety net payments
         4. Lynk fellowship payments
         5. Prizes and awards
2. If the person being reimbursed is MHC staff or faculty:
   1. They can initiate the reimbursement themselves, using the "Create Expense Report" task
   2. OR Some employees have security settings that allow them to "Create Expense Report for Worker" on behalf of others. Academic department coordinators should have access to this task. If you expect to be able to create an expense report on behalf of others and cannot, please create a Workday Help Ticket so it can be determined whether or not your settings must be updated
      1. NOTE #1: The person being reimbursed must have their expense elections set up in order to be reimbursed via direct deposit. View this help article for instructions on updating your payroll and expense elections in Workday. 
      2. Note #2: If the expense reimbursement is greater than $2,000, the requester will need to "Create Spend Authorization" before submitting the expense report. 
      3. NOTE #3: Though "expenses" are typically intended for costs related to travel/events/entertainment/hospitality, "Create Expense Report" can also be used to reimburse individuals for costs related to general purchases, such as supplies, dues, teaching materials, etc. 
      4. Note #4:  Instead of paying for business costs out-of-pocket, it is strongly recommended that all employees use their Mount Holyoke-issued purchasing card (P-card) or travel and events card (T&E card)
3. If the person being reimbursed is not MHC staff or faculty (e.g., alumni volunteers, visiting prospective students, board and committee members): 
   1. “Create Miscellaneous Payment Request” 
      1. If the payee/s are not in the system, send a spreadsheet with a list of payees to payables@mtholyoke.edu. Include all of the following: legal name, phone number, and address. 
         1. Note: Checks must be written to the payee's legal name for federal and state tax purposes

Note: The end-of-year tax implications vary based on whether the payee was paid as a supplier, as a miscellaneous payee, or through an expense report. If you are unsure which task is appropriate for your payee, please create a Workday Help Ticket and the Workday Support Team will help you make that determination.