Create a Spend Authorization Request (Travel Request)

Video Guide

Instructions

Spend authorizations provide estimated budget approval future business expenses. The employee submits an authorization, and the cost center manager will then review for budget approval. The travel office will increase the employee’s travel card credit limit for upcoming travel and review issuance of a cash advances when requested by the traveler.

From the Overview section of the Expenses Hub application:

1. Search for Create Spend Authorization in the Workday search bar and select the task.
2. Complete the required fields, including Company, Start Date, End Date, Description, and Reimbursement Payment Type. Please note that some fields will pre-populate.
   • The Start and End Dates are the dates of travel.
   • The Description is the name of the conference or event.
   • The Reimbursement Payment Type defaults with the employee’s payment method on file.
3. Please select the Business Purpose from the drop down menu options.
4. In the Justification field, employees can verify the reason for the upcoming business expenses and provide any additional comments.
5. The Spend Authorization Total will populate as a calculated field after you add the Spend Authorization Lines in the section below the header information.
6. In the Spend Authorization Lines tab, select the Add button to add a spend authorization line item. Complete all required fields for each spend authorization line, adding lines as needed.
   • Enter or select the Expense Item
   • The Memo field is used for additional information regarding the line item
   • Check the Cash Advance Requested checkbox only if you are requesting cash for the referenced spend authorization expense line.
   • The Cost Center, Fund, and Additional Worktags fields should prefill. Please update the Fund code to the correct budget fund code. If you have any questions regarding allocations, please contact accounting@acu.edu.
7. Please Add any additional lines for estimated business travel expenses.
8. Select Submit.

View an Existing Spend Authorization

From the Expenses Hub application:

1. Search My Spend Authorizations in the search bar and select the task.
2. Under the Actions pull-down, choose Change Spend Authorization to modify an existing spend authorization, or Cancel Spend Authorization to cancel an existing spend authorization.
   
3. Select the blue link in the Spend Authorization column to view the spend authorization details.
4. Select the Process History tab to check the status of the spend authorization request.

Note: Employees can also start a new spend authorization from the My Spend Authorizations page by selecting the Create Spend Authorization button to create a new spend authorization.