Creating Expense Reports and Spend Authorization Requests

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1 ALL employee reimbursement will be submitted through Workday, including: mileage, travel, memberships, professional dues, license payments, gift card purchases, webinars, recruitment activities, other business expenses that provide a clear and necessary business benefit to the system. All supporting documentation for expense reimbursement is required to be scanned or uploaded from the mobile app in to Workday. No more paper receipts will be accepted. Expense reimbursement will be paid in the default form of the bi-weekly pay (check or direct deposit). All expenses (except fitness) must be submitted within 60 days from the receipt date or they will be taxed. All expenses (except fitness) must be submitted within 90 days from the receipt date or they will NOT be reimbursed. Tuition reimbursement must be submitted within 30 days from the class end date to be reimbursed. Creating a Spend Authorization Request Spend Authorizations are used to grant permission for future expenses for international travel only. Spend Authorizations are initiated by employees before travel takes place, and must be approved by the manager in advance. From the Expenses Worklet: 1. Click the Create Spend Authorization link. 2. Enter a description and a justification to clarify the reason for the future expense. 3. Modify the Spend date, if needed. 4. Enter an Estimated Amount for the anticipated air expense. 5. Click the Plus icon to add spend authorization line item detail. 6. Enter Airfare. 7. Select International Airfare. 8. Enter Quanity and Per Unit Amount. 9. Enter brief description in Memo field. 10. Click Submit. 1

2 4. Click the Process History tab to check the status of the spend authorization request. Viewing An Existing Spend Authorization From the Expenses Worklet: 1. Click the Spend Authorizations link. 2. Click the Magnifying Glass icon to view report details or 3. Click Change Spend Authorization to modify the existing spend authorization. 2

3 Creating an Expense Report for a Conference The Expense Item Date needs to be the receipt date (the date the expense was incurred). If there are multiple receipts and/or dates, each should be entered as a separate line item by clicking on the Add icon. Expenses can be reimbursed once the charge is incurred rather than waiting for travel to take place. Receipts are required for all travel expenses greater than $ Click the Expense Items Prompt. 10. Click Expense Item Group, By Spend Category, or By Alphabetical Order to select the appropriate expense item. (Note: If you know the specific expense item, you can also type it in the field and hit enter, then choose from the available options.) 11. Select Air Travel. 12. Click Airfare-Domestic. 13. Click the Related Actions icon within the field and review the Instructional Text. From the Expenses Worklet: 1. Click the Create Expense Report link. 2. Select either Create Blank Expense Report or Copy Previous Expense Report. Your selection determines what information displays on the new expense report. 3. Review Instructional Text. 4. Click OK. 5. Click the Prompt icon to select the Business Purpose. 6. Select Conference. 7. Enter a Memo to provide a more detail. 8. Enter the expense item Date. 14. Enter a Per Unit Amount (i.e., $500). 3

4 15. Enter in additional relevant information in the Memo Field. 16. Add Additional Item Details related to airfare (Note: Depending on the expense item you choose, additional fields may appear to be completed.). 17. Attach a boarding pass or plane ticket receipt for supporting documentation. The Supporting Documentation can be from your personal drive or from uploaded photos from your Workday mobile app. 18. Click Submit. Entering Meal Expenses Incurred During Travel Daily meal reimbursement for travel has been increased from $57 to $ If you are working within the same expense report, you can click the Add icon in the Expense Report Lines tab to insert an additional expense item to be added. Otherwise, you can create a blank expense report (i.e. if you are submitting your meals after your travel has taken place, but you submitted your airfare expense prior to your travel dates.). 2. Enter the expense item Date. 3. In Expense Item, type in Meals. 4. Choose Meals Daily Total. 5. Click the Related Actions icon within the field and review the Instructional Text. 6. Enter the amount (i.e per unit). 7. Enter a brief description in the Memo field (i.e. meals for the day). 8. Add Additional Item Details related to airfare (Note: Depending on the expense item you choose, additional fields may appear to be completed.) 4

5 has taken place, but you submitted your airfare expense prior to your travel dates.). 2. Enter the expense item Date. 3. Type hotel in Expense Item field. 4. Choose Lodging. 5. Type in the amount (i.e. $950). 6. Add Additional Item Details related to airfare (Note: Depending on the expense item you choose, additional fields may appear to be completed.) 9. Attach Supporting Documentation from your personal drive or from uploaded photos from your Workday mobile app. 10. Click Submit. Entering Hotel Expenses All hotel folios must be attached, regardless of amount. Additionally, all items on the folio must be accounted for in the expense report, even if personal. 7. Click on Itemize. 1. If you are working within the same expense report, you can click the Add icon in the Expense Report Lines tab to insert an additional expense item to be added. Otherwise, you can create a blank expense report (i.e. if you are submitting your meals after your travel 5

6 8. Enter the Daily Room Rate, Room Tax, and any other items listed on the hotel folio, even personal charges. 22. Click the minus icon if nothing else to itemize. 9. If there are personal charges on the hotel folio, those should be listed in the Itemization window (i.e. Hotel Fitness Center). 19. Click on Related Actions Icon and read the Instructional Text. 20. Enter Daily Rate. 23. Click Done. 24. Attach the Hotel Folio as supporting documentation. 25. On the Attachments Tab, attach conference flyer or pamphlet that indicates the dates, location, and purpose of the conference. 26. Click Submit. 21. Click the box that says Personal. Once all of the hotel charges have been itemized, the Lodging expense in the upper right corner should read

7 Viewing An Existing Expense Report From the Expenses Worklet: 1. Under View, Click the Expense Reports link. 2. Click the Magnifying Glass icon to view report details or 3. Click Edit Expense Report to modify the existing Expense Report. 7

8 Creating a Mileage Reimbursement Expense Report From the Expenses Worklet: 1. Click the Create Expense Report link. 2. Select either Create Blank Expense Report or Copy Previous Expense Report. Your selection determines what information displays on the new expense report. 3. Click OK. The mileage reimbursement rate has increased for Health Services from $0.45 to $0.56. As a best practice, mileage reimbursement should be submitted every 30 days. VNA Staff who currently submit mileage through Horizon will continue to do so. Those who submit mileage through Kronos will now submit for reimbursement through Workday. 4. Click the Prompt icon to select the Business Purpose. 5. Select Mileage Interdepartmental Travel. 6. Enter a Memo to provide more detail (i.e., Interdepartmental Travel between 7/1/14 7/31/14). 7. Type in the Date for the trip/report. 8. In Expense Item select Expense Item by Group. 9. Select Ground Transportation 10. Select Mileage Personal Auto-CCHS or Mileage Personal Auto VNA. 11. If you are submitting a log that journals each individual trip for the expense report period, you can enter the total number of miles in Quantity. 12. If you are adding each trip individually, you can enter the number of miles for that trip in Quantity. (Note: You will need to click the Add icon to add additional trip dates.) 13. Enter a Memo in the Expense Report Line area (i.e. site travels for July 2014) 14. Click Add Attachment to attach Mapquest driving directions, your logo, or other supporting documentation. 15. Click Submit. When submitting mileage reimbursement, you can submit a log that journals each individual trip, and enter the total number of miles to be reimbursed. Otherwise, you will need to add an expense line item for each individual trip date. In that case, the Date entered should be the date of each individual trip. The Date entered should be the first day of the period you are requesting reimbursement for. For example, if you are requesting reimbursement for 6/1/14 6/30/14, you should enter 6/1/14. 8

9 6. Select Meetings 7. Enter a Memo to provide more detail (i.e., Team Lunch for employee engagement discussion). 8. Type in the Date lunch was paid for. 9. Type meeting in Expense Item field. 10. Type in the amount paid in the Total Amount field. 11. Add description in Memo field (i.e., Team lunch for employee engagement discussion). 12. Attach Supporting Documentation from your personal drive or from uploaded photos from your Workday mobile app. 13. Click Submit. Creating a Non-Travel Reimbursement Expense Report (i.e. team lunch) A receipt is required for ALL non-travel reimbursement, regardless of the amount. From the Expenses Worklet: 1. Click the Create Expense Report link. 2. Select either Create Blank Expense Report or Copy Previous Expense Report. Your selection determines what information displays on the new expense report. 3. Review Instructional Text. 4. Click OK. 5. Click the Prompt icon to select the Business Purpose. 9

10 Creating a Gift Card Reimbursement Expense Report From the Expenses worklet: 1. Click the Create Expense Report link. 2. Select either Create Blank Expense Report or Copy Previous Expense Report. Your selection determines what information displays on the new expense report. 3. Review Instructional Text. 4. Click OK. 5. Click the Prompt icon to select the Business Purpose. 6. Select Recognition. 7. Enter reason in the Memo field (i.e. Gift Cards for 2 Employees for helping with project). 8. Type in the Date the gift card(s) was purchased. 9. Type in meeting in Expense Item field and choose gift cards employees. 10. Review the Instructional Text. 11. Type in the quantity of gift cards purchased in the Quantity field. 12. Type in the amount of each individual gift card in the Per Unit Amount field. The total amount will update automatically. 13. Enter a brief description in the Memo field. 14. Select Prompt in the Items Detail section. 15. Select select the gift card recipient(s). 10

11 16. Click Itemize. 17. Enter the amount of the gift card that each employee received. (Note: The amount left to itemize would decrease by the amount of each line once it s entered). 18. Click the x sign for the names of the employees that are not applicable. 19. Click Done. 20. Attach Supporting Documentation from your personal drive or from uploaded photos from your Workday mobile app. 21. Click Submit. 11

12 Creating a Fitness Reimbursement Expense Report The requirements for fitness reimbusment have not changed. Rather than faxing documentation to HR, as you do today, supporting documentation should be provided in Workday and will be routeded to HR for review and approval for payment. From the Expenses worklet: 1. Click the Create Expense Report link. 2. Select either Create Blank Expense Report or Copy Previous Expense Report. Your selection determines what information displays on the new expense report. 3. Review Instructional Text. 4. Click OK. 5. Click the Prompt icon to select the Business Purpose. 6. Select Fitness Reimbursement. 7. Enter a description in in the Memo field (i.e. Y Membership 2014). 8. Update the Date field. 9. Click in Expense Item field and type fitness. 10. Select fitness reimbursement. 11. Enter the amount, not to exceed $ Enter a brief description in the Memo field. 13. Attach Supporting Documentation from your personal drive or from uploaded photos from your Workday mobile app. 14. Click Submit. Creating a Tuition Reimbursement Expense Report From the Expenses worklet: The requirements for tuition reimbusment have not changed. Rather than faxing documentation to HR, as you do today, supporting documentation should be provided in Workday and will be routeded to HR for review and approval for payment. 1. Click the Create Expense Report link. 2. Select either Create Blank Expense Report or Copy Previous Expense Report. Your selection determines what information displays on the new expense report 12

13 3. Review Instructional Text. 4. Click OK. 5. Click the Prompt icon to select the Business Purpose. 6. Select Tuition Reimbursement. 7. Enter a description in in the Memo field (i.e., Spring Semester 2014) 8. Update the Date field. 9. Click in Expense Item field and type tuition. 10. Select tuition reimbursement. 11. Enter the amount, not to exceed your remaining reimbursable allowance. (Note: You can check your remaining reimbursable allowance in your worker profile, under the Compensation tab.) 12. Enter a brief description in the Memo field. 13. Attach Supporting Documentation from your personal drive or from uploaded photos from your Workday mobile app. 14. Click Submit. 13

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