WPI is taking measures in response to the rapidly evolving coronavirus (COVID-19) situation. Get the latest information.

Accounts Payable

Within the Controller’s Office, we process payments to suppliers, employee and student expense reports and issue annual 1099 forms.  Please see the Division of Human Resources for payments to employees of the university.

Expense reports are prepared in Workday. Search “Create Expense Report” in Workday. Use the WPI Portal to access detailed Workday instructions.

See below for directions on how to handle any expenses that have already been paid and have been canceled as a result of the University’s policy regarding COVID-19.

If paid with a Personal Credit Card:

  • Existing Expense Reports in Workday
    • Locate expense report that includes the expense and complete a “change” to the expense report.
    • Delete any lines that have been fully refunded to your credit card.
    • Adjust any lines when only a partial refund was given.
    • Attach the applicable communication from the specific airline or hotel to your expense report that supports any fees charged or that no refund will be issued.  No reimbursement will be made unless documentation is attached.
    • Re-submit the expense report once all your changes have been made to the expense report.
  • Submission of New Expense Report
    • Create a separate report that includes both the original reservation(s)/purchase(s) and related credit(s)
    • Create expense lines for each reservation made where a refund could not be obtained or a cancellation fee was charged.

    Each transaction must be supported by the original receipt along with the communication from the airline or hotel that the reservation could not be cancelled or the amount of the fee charged for the cancellation.

If paid with a PCard:

  • Existing Expense Reports in Workday
    • If you have received credits from cancelled reservations please locate your expense report in Workday and import the applicable credits so they are offset against the original charge.
    • Attach the applicable communication from the specific airline or hotel to your expense report that supports any fees charged or that no refund will be issued. 
    • Re-submit the expense report once all your changes have been made to the expense report
  • Submission of New Expense Report
    • Create a separate report that includes both the original reservation(s)/purchase(s) and related credit(s)
    • Import both the original PCard charge(s) and any applicable credit(s) issued for any refunds

As always providing a comment for each expense line transaction will greatly assist in the review process.  
The attached document will provide you direction on how to change an existing expense report if needed.
Please be advised any credits/waivers given by airlines placed in “On account” or in “Travel Banks” (if not refunded in full to a personal credit card or PCard) must be used for future WPI travel.