Senior Management relies heavily on all individuals with approval roles in Workday to ensure spending adheres to all applicable university policies and spending restrictions. This applies to all expenses including when grant and gift funding are used, when reimbursements are made, and when procurement card transactions are substantiated.
At times, because of unusual situations or special circumstances, it will be necessary to allow policy exceptions. When an exception is necessary, a brief explanation of the exception must be noted on the transaction or as a document attachment. Individuals in the department approving these transactions must forward transactions (via an ad hoc approval) to the respective Senior Finance Approver. Exceptions associated with the Chancellor, Executive Vice Chancellors, Deans, and other Senior Management reporting to the Chancellor should also be forwarded to the CFO Expense Report Approver.
Expense reports with travel related activity incurred by Deans, Executive Vice Chancellors and other Senior Management reporting to the Chancellor will automatically route to the CFO (or the Controller in the absence of the CFO) for approval. The Vice Chancellor & General Counsel will approve travel activity incurred by the CFO.
Under certain circumstances, exceptions to the travel policy resulting in additional expenses to the university may be treated as taxable income to the recipient. Taxable reimbursements will be reported to payroll and included on the employee’s Form W-2. Taxable reimbursements made to non-employees may be reported on the IRS Form 1099-MISC or Stipend Tax Letter.