GAP Award Usage

You will need:

• Receipts
• Screenshots showing currency exchange rate, if necessary
• To review UW’s Receipt Requirements

How To:

1. Open Workday
2. Select “Create Expense Report”
3. In the “Memo” section, prefix your description of your trip with the following:

GAP_(your last name)_FY(last two digits of current fiscal year)

In your description of the expenses, mention broadly what this expense report will contain. Mention the Grant Accelerator Program, the total award amount, and the balance available for this expense report.

4. For “Expense Report Date”, use the date from the earliest expense to be reimbursed in this report.
5. For “Business Purpose”, if the item was originally purchased with a PCard, select “Purchasing Card Reconciliation”. If not, choose the business purpose that best describes the expenses being submitted.
6. Do not touch the “Company on Expense Line”, “Program”, “Grant”, or “Project”.
7. For “Gift”, searching your name should make your award account appear. If not, please see your award notification email for your award account  details.
8. Select “OK” at the bottom of the screen to create the expense report.
9. Under “Attachments”, drag and drop anything that is not directly related to a receipt. When in doubt, you can always attach these documents again to an Expense Line.
10. Move to the “Expense Lines” tab. Click “Add”.
11. Each receipt will need to be on its own Expense Line. Start by adding a receipt to the Drop File box and giving that receipt a description. Naming it “receipt” is enough.
12. Adjust the Expense Date to the date of the charge if it is not already.
13. For “Expense Item”, use the box to search for an appropriate label for the expense. If you are unsure what to use, selecting a category will make a description for what that category applies to pop up on the right of the screen.
14. For “Total Amount”, put the final amount that was charged to you on the receipt.
15. If the receipt is for an amount that is not in USD, change the “Currency” box to the currency that was used. This will make a “Currency Rate” and “Converted Amount” box appear. For “Currency Rate”, you will able to get the exchange rate by looking at a credit card statement or bank receipt. Attach a screenshot (with non-related sensitive information censored) of the statement showing the conversion rate to this Expense Line. If you paid in cash, use Oanda and take a screen shot of the rate for the date of the expense and a screen shot of the converted amount.
16. For “Memo”, begin your description with the same prefix you used before, then describe the expense. If there is anything of note about this expense (for example, the total amount on the receipt is not the amount you are claiming on this line), mention that here.
17. As before, ignore the “Program”, “Grant”, and “Project” blocks. Make sure the “Gift” line matches the one you used on line 7 of this guide.
18. Depending on the “Expense Item” used, you may have additional information to fill out. Fill out any blanks that have a * in front of them. Some information might have already pulled from the receipt you attached.
19. Ignore the Itemization Line unless you are splitting the reimbursement over several account codes.
20. Once the Expense Line is complete, select “Add” to start a new line or “Submit” if you are done. If there is something you missed, a red exclamation point or yellow question mark may appear under the Expense Line amount at the left of your screen or you may have a red or yellow popup banner on the right side of the screen. Clicking on the banner will explain what information is incorrect or missing from your Expense Line.

When in doubt, consult your financial advisor on the expense reimbursement process.

Please note: expense reimbursements must be submitted within 90 days of the expense occurring.

Award funds can be used on research-related expenses. The funds cannot be used for meeting or conference-related expenses.

Expenses must be submitted for reimbursement within 90 days of the charge occurring and within the award deadline.

You can start using your GAP award on the first day of the month after you are notified.

For example, if you received notification of your award in January 16th, 2026, you will be able to start using the funding on February 1st, 2026.

When in doubt, please consult your Award notification email for details.

GAP awards are non-transferable and unused funds will be returned to the Institute unless a one-year no cost extension is granted.