Setting up guest travelers in Workday (non-employees traveling for university business)
Guest travelers must be set up as Non-employee Traveler in Workday. This step precedes the completion of a travel expense report to reimburse them.
Things to remember
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Before taking steps to set up a Non-employee Traveler in Workday, check with Accounts Payable to find out if the traveler is already in Workday.
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If they are not, set up a Box folder for the Non-employee traveler to submit their W-9 (domestic)/W-8 (foreign). Do not allow them to email their W-9/W-8 to you as email is not secure and the W-9/W-8 will contain sensitive, protected data.
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Departments must ensure a guest is set up as a Non-employee traveler Payee in Workday prior to completing a travel expense report to reimburse them.
Note: The process may take some time, and involves obtaining the W-8/W-9, getting the account set up and the Non-employee traveler Payee showing up in Concur. Please plan accordingly to allow sufficient time.
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After the Traveler’s W-9/W-8 has been received, sign in to Workday and search for Create Request. Select Create Request under Tasks. In the Create Request Box, enter Non-employee Traveler which will bring up the Request type that needs to be completed.
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In the Description box enter the Traveler Name-Non-employee travel reimbursement.
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Complete the rest of the request and attach the W-9/W-8 and submit. Accounts Payable will create the payee record in Workday. Check the status of the request to determine if it has been completed by Accounts Payable. Once completed by Accounts Payable it will be in Concur the following day and the Guest Expense Report can be created and approved in Concur.
Important: Non-employee Travelers are not to be created for employees or for processing of expenses for services being provided under a Purchase Order.
Information supplied to Workday feeds into Concur for use with guest traveler/non employee traveler expense reports.