Reimbursements, Other Payments, and Fellowships

Reimbursements and Other Payments

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. 

Electronic Form requests will still be needed to process Workday Ad Hoc Payments to reimburse Candidates, Trustees and Alum.  These forms are available upon request.  Please email accountspayable@brynmawr.edu if you need to process an Ad Hoc payment. 

Please visit the Workday at Bryn Mawr 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 per diem Meal and Incidental 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

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.  

Recurring RequestUse to pay a student the same amount multiple times.
One-Time RequestUse to pay multiple students once.
Citizenship Documentation InstructionsUse to determine what Citizenship Documentation is required to be submitted with a Recurring/One-Time Request.

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