Summary
This guide explains how to use the Workday Finance Expense Module to submit, approve, and track expenses. It is intended for faculty and staff who incur business expenses or manage approvals. Following these steps helps ensure accurate reporting, policy compliance, and timely reimbursement.
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Objective or Task:
Submit, manage, and track expense reports using the Workday Expense Module.
Instructions:
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Open Workday Finance and navigate to the expense area to begin managing expenses.
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Create a new expense report to record business-related expenses.
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Enter expense details and categorize each expense according to policy requirements.
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Upload or attach receipts to support each expense entry.
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Review entries to ensure they align with organizational expense policies.
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Submit the expense report for approval.
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Monitor the approval workflow as the report routes to designated approvers.
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Await approval decisions before reimbursement or processing continues.
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Track the status of your expense report from submission through final resolution.
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Reallocate credit card transactions as needed after approval.
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Receive reimbursement for approved expenses through the assigned payment method.
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Use the system to manage both individual and group travel expenses.
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Enter travel-related expenses including transportation, lodging, and meals.
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Submit spend authorizations in advance for planned or anticipated expenses.
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Track authorized spending against actual expenses to ensure budget compliance.
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Use the system’s reporting tools to monitor expense activity and trends.
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Review system-generated checks that enforce compliance with expense policies.
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Access the module from mobile devices to submit or approve expenses while traveling.
Outcome:
You successfully enter, submit, approve, and track expense reports in Workday Finance. You understand how to manage travel expenses, submit authorizations, and ensure compliance with policies while supporting efficient reimbursement and reporting processes.