Request New or Update to Travel City – Initiator Guide

Purpose

This process ensures that travel requests in Workday use consistent and accurate city data. Submit Request New or Update to Travel City when:

  • You’re completing an Expense Report or a Spend Authorization and the destination city isn’t available to select.
  • You discover the city’s per diem rate is incorrect and needs to be updated.

Doing this prevents errors, supports correct per diem rates, and maintains policy compliance.

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Who Can Initiate

Only users with the Expense Data Entry Specialist role can initiate this request.

Role check: Run the Workday report “My Supporting Roles” to verify your current role assignments before attempting to submit a request. If you don’t see the role but believe you need it, follow the steps in Requesting to Add or Remove a Security Role. For context, see Common Department Security Roles in Workday.

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How to Submit a Request

  1. In the Workday search bar, type Create Request and select the process.
  2. For the Request Type, enter Request New or Update to Travel City.
  3. Select one of the following:
    • Add a New Travel City – if the city is not currently available in Workday.
    • Update Per Diem for an Existing Travel City – if the city is available but the per diem rate needs to be updated.
  4. Enter the City and State in the field City & State of Travel City.
  5. Enter the Country in the field Country travel city is located in.
  6. Enter the Effective Date in the field Please list the date this city needs to be effective.
    • This date must be on or before your travel date so the city is available when you submit your expense.
  7. Provide a clear Justification in the Justification box.
  8. Add any supporting documents to help with approval in the Provide attachments if necessary/requested box.
Note: All fields are required except attachments, which are optional.

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What Happens Next (Workflow)

  1. Review – The request goes to the Expense Settlement Specialist to approve, deny, send back for correction, or add an approver.
  2. Setup – Approved requests route to Workday Support Services (WSS) to add/update the city.
  3. Close – After WSS completes their step, the process closes and final notifications are sent.

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Notifications You May Receive

  • Approval Notification – Sent after Workday Support Services (WSS) adds/update the city and the request is closed.
  • Denial Notification – Sent if the request is denied, including comments.
  • Send Back Notification – Sent if the request is returned to you for corrections.
Approval Notification Example
Example: Approval Notification

Denial Notification Example

Example: Denial Notification
Send Back Notification Example
Example: Send Back Notification"

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What to Do if Your Request is Sent Back

  • You’ll receive a Send Back notification with comments explaining what to correct.
  • The request returns to your Workday Inbox for editing.
  • Review comments, make updates (clarify justification, fix details, attach docs), then click Submit.
  • The workflow resumes and returns to the Expense Settlement Specialist.
Expectations: Send backs are for corrections (not rejections). Items that cannot be corrected may be denied. Please address changes promptly to avoid delays in travel planning.

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How to Check the Status of Your Request

  1. In the Workday search bar, type My Request and select the report.
  2. Look for a request that starts with Request: Request New or Update to Travel City and verify the status.
Note: This can be done for any request submitted through the Create Request process.

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Key Reminders

  • Check whether the city already exists before submitting a request.
  • Use Send Back feedback to correct and resubmit quickly.
  • A submission is not a guaranteed approval; requests may be denied if the city already exists, the per diem is incorrect, or other conditions aren’t met.
  • You’ll receive a notification when the request is fully approved and the city is available to use in travel requests.
  • If you have questions about policy or process, review the University Travel website.

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