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Reimbursements and Other Payments

• Deadline and Payment Calendar
• Invoice Payments
• Workday Spend Categories and Expense Items

Workday Expense reports replaced Payment Requests to reimburse employees. Workday Spend Authorizations are used to request a cash advance or athletic meal advance request.  Workday Supplier Invoice Requests are used to process payment of honorarium, guest travel reimbursement, and/or foreign wire payments. 

Workday Ad Hoc Payments will be used to Students, Trustees and Alum.  

Please visit the Workday at ²ÝÁñ³ÉÈËÉçÇø website for Workday User Guides. Expense reports can be found in the Financial Systems section. 

Employees should know:

• Reimbursable expenses must be ordinary, necessary, and directly related to your job duties.
• Pennsylvania state sales tax is not reimbursed.

Employees, students and guests are required to provide the following documentation when requesting reimbursement:

• Detailed original receipt/invoice and proof of payment
• Description of purchase and business purpose
• Number and type of attendee for meals; List of names preferred for small group
• For travel, a copy of the daily rate
• For mileage, a copy of driving directions (see Standard Mileage Rate)
• Translation to English for all foreign documents

Student Non-Service Fellowships

• Fellowship Deadline and Payment Calendar

Non-Service Fellowships can be paid to students to aid in the pursuit of their own studies. 

To determine if a student's activity would be considered a fellowship or should be paid through student employment, please use the Student Employment and Fellowship Policy and Procedures document.

Starting with the 2026 tax year federal non-resident withholding taxes will be withheld from any applicable fellowship payment prior to issuance.  

Standard Mileage Rate Payment/Reimbursement Guidelines Finance Key Contacts Expense Policy