October 2025

U.S. Bank has confirmed an extension of the late fee waiver for Shared Liability (SL) cards through end of October. This extension provides additional time to work through expense report approval queues.

Please note:

• UW Purchasing cards are not affected, as they are automatically paid and do not incur late fees.
• Employees are encouraged to plan ahead for longer turnaround times expected through early November, and to submit expense reports promptly to avoid any late fees once the waiver period ends.

Questions? Contact your Campus Travel Manager or visit Shared Services Credit Card Products Page.

Beginning the week of September 22, the UWSS Travel Expense Audit team is temporarily assisting UW-Madison to address a significant backlog of expense reports. This support effort may extend our review timeline for other universities to more than 10 business days through mid-November.

UW-Madison currently has over 6,000 pending reports, with processing times averaging 30 business days. UWSS is uniquely qualified to help due to the complexity of UW and state travel policies.

We appreciate your patience and understanding during this time. For urgent situations, please contact GetHelpUW@support.wisconsin.edu or your campus Travel Manager.

• New: Free WiFi on unlimited eligible devices for Rapid Rewards Members starts October 24, 2025.
• In-seat power ports and larger overhead bins on all new 737 MAX 8 aircraft delivered to Southwest, and in the process of adding them to their existing planes.
• Faster WiFi for their entire fleet.
• App features to make your day-of-travel even easier to navigate.

Travelers should prepare for potential disruptions at airports across the country. While flights will continue to operate, the shutdown could significantly affect staffing and services that keep air travel running smoothly. Travelers may experience longer security lines and flight delays with fewer air traffic controllers.

Tips for Travelers

• Arrive Early - to allow extra time
• Check for Updates - with your airline and airport
• Be Patient - with essential staff working unpaid

Q. Why won't an error disappear after I've made the correction?

A. Once the correction is made click elsewhere on the expense report (ex: a different expense line, or the header tab) so that the expense report will refresh. In most cases, the error will disappear after the refresh, however, some soft alerts (orange error) will remain to alert approvers while they are reviewing. Expense reports can be submitted when there are soft alerts, but cannot if the error is a red error. Red errors must be corrected before the expense report can be submitted.

Credit Card Transactions in Workday Expense Tips

How are P-card Transactions reconciled in Workday?

Purchase Card transactions will be reconciled with expense reports, as will Corporate Card transactions (also known as Shared Liability card).

How does a cardholder know they have a credit card transaction ready for reconciliation?

Transactions ready to be expensed appear in the worker's Expenses Hub, as well as in the Timely Suggestions area on their Workday home page. Weekly alerts will also be emailed to workers who have open transactions needing to be expensed.

How do credit card transactions that originate in foreign currency appear?

Transactions are loaded into a Workday expense report in USD, regardless of the type of currency that was paid. Cardholders can view the Workday report, "My Expense Transactions" to view the Transaction amount (currency charged) as well as the Billing amount (converted USD amount).

Need more help?

Visit the full FAQ page: Travel FAQs – Workday Expense

Workday Job Aid Library Knowledge Base

This Workday Knowledgebase site is your resource for finding job aids, how-to videos, and more to help you work with Workday.

Top Documents:

• Create an Expense Report - Employee
• Submitting Expenses on Behalf of Other Employees 
• Create a Spend Authorization and Cash Advance Request
• Entering Personal Expenses in an Expense Report
• Create an external committee member (non-employee)
• Reconciling UW Credit Cards in Workday
• (Video) Card Reconciliation in Workday

Training

Expense reports and credit cards

If you submit or approve expense reports, or use a university-issued credit card, these two courses are recommended:

• Expense Reports and Credit Cards in Workday Part 1
• Expense Reports and Credit Cards in Workday Part 2

Training is available in a variety of formats. Explore Training Resources in workday training.

Always friendly and helpful. Easy to reach and not long hold times. - UW Eau Claire

A reminder that After-Hours support should be limited to emergency situations.

Contact Information for Fox Employee Service/Individual Travel:

• Local: 608-710-4172
• Toll Free: 844-630-3853
• Email: UWtravel@foxworldtravel.com
• Monday-Friday 7am-7:30pm. After Hours 24/7/365.

NOTE: Each call or chat outside normal business hours incurs a $20 after-hours fee.

We welcome feedback and suggestions. Please send us a note at uwstraveloffice@wisconsin.edu