This guide will cover:
- How to complete a travel expense reimbursement
Instructions for Completing the Travel Expense Reimbursement:
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The travel expense reimbursement report must be a complete detail of the trip and associated expenses.
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Only one travel expense report must be submitted even if the funding is coming from different department budgets.
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Travel reimbursement must be submitted within 30 days of trip conclusion.
To submit a travel expense reimbursement form.
Step One:
From the Workday Home page:
1. Search and select the Create Expense Report task in the search bar.
2. Based on the type of expense report you wish to create, click between the three options:
- Create New Expense Report if creating a new expense report
- Copy Previous Expense Report, if copying a report from an existing Expense Report
- Create New Expense Report from Spend Authorization if a Spend Authorization has been approved and you wish to create the report from it.
3. If choosing option Create New Expense Report or Copy Previous Expense Report, complete the required fields for the expense report, including the Business Purpose. For Business Purpose, select the Business Purpose that best defines the reason for the travel.
If selecting Create New Expense Report from Spend Authorization, the required fields will populate from the information on the Expense Report being copied/Spend Authorization.
4. Enter the necessary budgetary information needed: Designated Cost Center, Grant, Gift, Program, Project, Activity Code.
5. Click 'Ok'
6. Click Add to enter the Expense Lines for this Expense Report
7. Select the Expense Items type (Business Travel, Other Expenses) and narrow down your expense group type.
8. Fill in the required fields (Total Amount, Currency, Fund, and NACUBO function worktags).
9. Add required receipts
10. Click Submit
Manage Personal Expenses
Review this section if you have a personal expense or one of the expense items is partially a personal expense. (Note, this expense will NOT be reimbursed as part of the Expense Report and will be considered one that will be taken on by the individual)
FULL EXPENSE ITEM IS PERSONAL
If an entire expense item is personal (not business related), it can be marked as personal by checking the Personal Expense checkbox. This marks the entire charge as a personal expense.
To reimburse the institution, you would have to repay the institution in the way defined by your institutions processes and policies.
EXPENSE ITEM CONTAINS PERSONAL EXPENSE
If only part of a transaction was personal, the item must be itemized to separate the personal amount. Do this by clicking Add in the Itemization section.
Next Steps
- The process for creating an Expense Report is complete.
- By clicking Details and Process, you can view the actions taken thus far in the process. Any changes made to the expense report are tracked in the Process History table.
- An approver receives a Workday Inbox task to approve, deny, or send back the change to the expense report. An approver must provide a reason, if the Send Back action is used.
- The expense report is no longer able to be edited once the expense report has been paid.
Editing Expense Report currently In-Progress or Draft
In order to edit an Expense Report currently In Progress or Draft status:
1. Search for an select My Expense Reports.
2. Select Edit Expense Report next to the Expense Report you wish to edit.
3. Edit the Expense Report as applicable.
4. Click Submit.
*Note, the edited Expense Report is then rerouted through approvals.
View Expense Reports
To view any current or past Expense Report submissions for yourself:
1. Search for and select My Expense Reports.
2. (Optional) Enter the following details: Expense Report Status, Report Date On or After, & Report Date On or Before.
3. Click OK.