Create Expense Report (Travel)

You can submit expense reports for to allocate business travel expenses.

Video Guide

Instructions

1. Search for "Create Expense Report" in the search bar and select the task.
2. In the expense report header information:
   •  Select either Create New Expense Report if a pre-travel spend authorization is not available or Create New Expense Report from Spend Authorization and select the recent spend authorization.
     • To allocate a cash advance that was issued, employees must select the Create New Expense Report from Spend Authorization option to add the cash advance to the report for allocation.
     • Your selection in the Creation Options determines what information prefills and displays on the new expense report. The recommended path is to create from an existing Spend Authorization.
3. In the Memo field type add any additional information regarding the business travel.
4. Add in the Business Purpose from the options available.
5. Required fields should automatically populate. Please update the Fund code to the correct fund code for allocation. If you have any questions about allocation codes, please contact accounting@acu.edu for more information.
6. Scroll down to select the Credit Card Transactions to add to the travel expense report. Please report transactions by trip. If you are a frequent traveler, you may be approved by your department to allocate expenses monthly instead of by trip.
7. Select OK, then Add.

In the expense report screen:

1. The expense transaction items will be on the left side of the screen.
   • If the expense is a travel card expense, the card icon will populate under the amount of the expense item.
     
2. Navigate to each expense item to attach each receipt on the line level.
   • Add receipt attachments in the designated files area by dragging and dropping the receipt file or selecting the Select files button.
3. Select each expense item and add the expense type in the Expense Item field. Additional required fields will populate per expense item for completion.
   • To record Mileage, click Add to add an new Expense Line please type in Mileage to select Mileage-Distance Calculation in the Expense Item field. Add in the Origin Address and the Destination Address for Workday to calculate the mileage.
   • Car mileage should be claimed by the employee who used their personal vehicle for business travel. Please note that fuel should not be purchased for an employee’s personal vehicle for business related travel per IRS guidelines in accordance with the university travel policy. Fuel is approved for purchase for a university vehicle or a rental vehicle for business related travel.
4. In the Memo field for each expense item, please add the business purpose for the expense.
5. Cost Center, Fund, Function, Campus, and Lifetime Value should pre-populate. The Fund number will need to be updated before the report is submitted to the correct fund code.
   • The remaining budget items should prefill. Designated Fund, Project, Grant, and Additional Worktags are only referenced when needed. If you have any questions about allocations, please contact accounting@acu.edu.
6. Complete all required fields denoted with an asterisk.
7. Select Submit.

Itemize Your Expenses

From the Expense Lines tab within an expense report:

1. Under Itemization, select the Add button, or select Edit under Daily Expenses. Fields display based on expense type.
   
2. Enter the necessary information based on the expense type you are itemizing. Your itemized expenses must equal the total of your Expense Report line.
3. Select Done.

View a previous Expense Report in Draft, Pending, Approved, or Paid Status

Navigate to My Expense Reports in the search bar in Workday to select the task from the options. You have the option of filtering expense reports by status or date.

Note: In-progress expense reports display with the role needed for the next action in the Status column, increasing visibility in the expense report approval process.