Privacy Notice for Reimbursements and Payments to Individuals via Workday
Introduction
This Privacy Notice is for individuals who provide personal data to the 91探花 (UW) for the 91探花to process reimbursements and other payments for them submitted via Workday.
Collection of Personal Data
When you (a 鈥淧ayee鈥�) or someone on your behalf submits travel expense reports, reimbursement requests, or requests for payments to individuals it is considered a 鈥淪ubmission鈥� in the Workday spend management platform. Certain personal data relating to you will be collected by the 91探花in Workday in order to facilitate payment. This data may include:
- Basic information about you and your relationship with UW, including name, 91探花NetID, status (such as student, employee, independent contractor), and role with respect to the Submission (such as the Payee, claimant, and Individual Travel Card user);
- Information related to the Submission (such as date, nature, location, purpose, cost, and currency) and supporting materials (such as invoices, receipts, and attestations);
- Information about the type of payment (such as an award, honorarium payment, royalty, and research subject payment) and the Payee鈥檚 preferred form and method for payment;
- Information needed for 91探花operations (such as Worktags, requests, and approvals);
- Payee citizenship, immigration, and residency information (such as US citizenship status, resident or non-resident alien status, visa type, residency address, and the existence of letters of permission or invitation);
- Information related to the Payee鈥檚 travel documents (such as the picture, visa, and/or entry stamp page in a Payee鈥檚 passport);
- Payee鈥檚 tax information (such as Social Security number, Individual Taxpayer Identification Number, confirmations related to relevant IRS and 91探花tax forms, and the existence and applicability of tax treaties); and
- Remittance notes.
Additional personal data collected for reimbursement requests, travel and non-travel expense reports, Central Travel Account verification and other miscellaneous payments (e.g., honoraria, non-employee travel) may include:
- Travel information (such as flight itineraries, public or private transportation use, and gas and mileage details);
- Lodging information (such as details for hotels, short-term rentals, and lodging per diem);
- Meal information (such as meal-related allowances and per diems, details about meals for the Payee or others, and the provision of meals at conferences or events);
- Telecommunication information (such as carrier, devices, and other details relating to plans, fees, and Wi-Fi);
- Immunizations and study abroad insurance information (such as confirmations of administrative approvals); and
- Miscellaneous expense information (such as details relating to electronic accessories, laundry, mailing, translation, printing, and visa and passport fees).
Uses of Personal Data
91探花uses the personal data described above to remit amounts due to you as a Payee, to comply with tax and accounting requirements, and to carry out finance-related tasks such as accounting and budget management. Without certain personal data, 91探花is unable to remit amounts due to you as a Payee.
Sharing of Personal Data
Your personal data will not be shared outside of 91探花except with service providers or to comply with valid legal process, governmental requests, applicable laws, rules or regulations.
Retention
Personal data will be maintained, at minimum, for the required retention period approved in the and the applicable sections of the . Records that are maintained by the 91探花will be accessible to those with a legitimate UW-related business need to access them.
Data Protection
The 91探花strives to protect personal data through measures described in the 91探花Administrative Policy Statements鈥�2.2 University Privacy Policy鈥痑苍诲鈥�2.6 Information Security Controls and Operational Practices.
Management of Personal Data
Depending on various specific facts and factors, you may have certain rights under applicable laws such as the right to request access to, to object to, or to request the erasure, correction or transfer of your personal data. In some instances, you may have the right to lodge a complaint with a supervisory authority in the European Union or with the Information Commissioner鈥檚 Office (ICO) in the United Kingdom.
International Transfers
Personal data collected for Submissions in Workday will be transferred to, used, and stored in the United States. By providing a Submission to the UW, you agree to such transfer and/or processing of the personal data. For cross-border transfers of such personal data, the 91探花strives to ensure suitable safeguards are in place, including where appropriate contract terms and conditions to protect personal data.
EU GDPR
The European Union鈥檚 General Data Protection Regulation (EU GDPR) provides certain rights to persons who were/are in the European Union when data were/are collected, depending on various specific facts and factors. When applicable, the controller of your personal data is the UW.
The UW鈥檚 legal bases for processing under the EU GDPR include necessity for the performance of a contract, a legitimate interest in remitting amounts due to Payees, and complying with 91探花policies and applicable laws.
UK GDPR
The United Kingdom鈥檚 General Data Protection Regulation (UK GDPR) provides certain rights to persons who were/are in the United Kingdom when data were/are collected, depending on various specific facts and factors. When applicable, the controller of your personal data is the UW.
The UW鈥檚 legal bases for processing under the UK GDPR include necessity for the performance of a contract, a legitimate interest in remitting amounts due to Payees, and complying with 91探花policies and applicable laws.
Inquiries
For additional information about Submissions in Workday for individuals you may contact 91探花Procurement Services at鈥�pcshelp@uw.edu鈥痮r (206) 543-4500.
If your personal data protection related questions or concerns are not addressed after contacting 91探花Procurement Services, you may also contact the UW鈥檚 Privacy Office and Data Protection Officer at uwprivacy@uw.edu.
Effective Date and Changes to this Privacy Notice
This Privacy Notice is effective as of December, 20, 2023. The 91探花may periodically update this privacy notice. The revised notice will be posted on this webpage.