Create Expense Report (Travel)

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

Employees can navigate to the Payment Elections task in the Workday search bar to ensure that they have a payment election designation for Expense Payments. Once the payment election is designated for Expense Payments, Workday users can navigate to an Expense Report in Draft status in by searching My Expense Reports in the Workday search bar to Edit the report to be submitted in Workday. If there is not an Expense Report in draft, a new Expense Report can be created to allocate travel expenses

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. If the expense report is the only or final expense report that will be used to record expenses for the referenced trip, please select the Final Expense Report for Spend Authorization checkbox.
   • It is suggested that employees add all trip related expenses to one trip expense report if possible.
4. In the Memo field type add any additional information regarding the business travel.
5. Add in the Business Purpose from the options available.
6. 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.
7. 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.
8. 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.
   • Workday Mobile Information: Please note that if receipts are uploaded as a Quick Expense on the Workday mobile app, please ensure that the Quick Expense receipt image merges with the correct transaction in Workday. Please do not submit a quick expense allocated as a travel card transaction. To allocate travel card transactions, please ensure that the card icon and receipt image are visible before submitting the expense within an expense report. Quick expenses are primarily used to upload a copy of receipts via the mobile app.

• A Quick Expense is a feature that allows users to quickly record expenses created via a
  mobile device on the Workday app. Key points about Quick Expenses:
  • Creation: Users can create Quick Expenses from scanned receipts or credit card
    transactions.
  • Linking to Expense Reports: Quick Expenses can be linked to an Expense Report. If the Expense Report is cancelled, the Quick Expense becomes available again for use in a new report.
  • Editing: Users can edit or delete Quick Expenses. If a Quick Expense line is deleted from an Expense Report, it will be available for selection in a new report.

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.
   1. To claim an Out of Pocket business expense, incurred with personal funds, select Add to
      create a new expense line.
      • For out of pocket expenses, the Expense Date should reflect the date on the receipt attached.
      • In the Memo line for an out of pocket expense, please verify the business purpose.
      • 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 as an out of pocket expense. 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.

How to Claim Student Entertainment Reimbursement

The Student Entertainment program exists to support faculty and staff in hosting students in their homes for a meal. It is not intended for the regular meeting of a group. When faculty & staff host a minimum of 5 students in their home for a meal, they can be reimbursed $8 per student in attendance. The university budget will be used on a first-come, first-serve basis. Any reimbursements exceeding the budgeted amount will be charged back to the employee's respective department.

To claim a Student Entertainment reimbursement after hosting students, an employee can complete the following steps in Workday:

1. Navigate to Create Expense Report
2. Creation Options: Create New Expense Report
3. In the Memo field add Student Entertainment Voucher
4. Select Employee Student Entertainment Voucher as the Business Purpose
5. Change the Cost Center field to CC54000 Employee Benefits
6. Change the Fund field to FD1000 Current Unrestricted Fund
7. Select OK to edit the expense report
8. Select Add to add a new Out of Pocket expense line
9. Edit the Expense Date to be the date of the event.
10. Enter Student Entertainment Vouchers as the Expense Item.
11. Select Files to attach the student roster, which includes a list of all of all the currently enrolled ACU students that were present at the event. The sign in sheet must include the student’s printed names.
12. Add the reimbursement amount claimed in the Total Amount field for the expense line.
    • Optional: Add the student event details in the Memo field.
13. Submit the expense report to route to HR for final approval in the approval flow.

If you have any questions, please contact the Travel Office at travel@acu.edu.

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.

How to Allocate an Issued Cash Advance in a Workday Expense Report

When cash is issued via a cash advance requested in a Spend Authorization, employees are required to maintain receipts for cash transactions and allocate the cash expenses within an expense report. If the cash was used for student meal per diems, the employee who received and distributed the cash is required to record how the cash was disbursed in a cash log to record the name of the cash recipient, the amount in cash that they received, and the date the cash was disbursed.

Please note: The expense report must be created from the spend authorization that referenced the issued cash advance to assign the cash advance to the travel expense report for expense reconciliation purposes in Workday.

Please reference the steps below for allocating a cash advance in a Workday expense report:

1. Search for "Create Expense Report" in the search bar and select the task.
2. In the expense report header information, select Create New Expense Report from Spend Authorization and select the correct spend authorization.
3. In the Create New Expense Report from Spend Authorization field, select the correct Spend Authorization that populates in the drop down menu.
   • The spend authorization selected should correspond with the Spend Authorization where the cash advance was requested initially.
4. If the expense report is the only or final expense report that will be used to record expenses for the referenced trip, please select the Final Expense Report for Spend Authorization checkbox.
   • It is suggested that employees add all business trip related expenses to one trip expense report per trip if possible.
5. The Memo field will populate information based on the spend authorization selected in the Creation Options.
6. The Expense Report Date should auto populate also based on the original spend authorization details
7. The Business Purpose field should auto populate based on the original spend authorization details
8. Review the Cost Center and Fund information that populates from the original spend authorization information to ensure that the allocation fields are correct for expense report allocations.
9. Scroll down to select any corresponding travel card transactions for the referenced trip that may need to be allocated in the same travel expense report as the cash advance before selecting OK.
10. In the Create Expense Report View, Select Add > New Expense to add a cash expense line
11. On the line level, upload a copy of the cash expense receipt as the Attachment. If cash was used for meal per diems, upload the cash log as the Attachment.
    • If the cash was used for meal per diems, the employee who received and distributed the cash is required to provide a cash log that records how the cash was disbursed including the name of the cash recipient, the amount they received, and the date the cash was disbursed.
12. Select the Expense Item that references the business purpose for how the cash was used.
    • Example: If cash was used for meal per diems, select Group Meal – Per Diem as the Expense Item. Add the list of attendees who received cash in the Attendee(s) section of the line item.
13. Type in the Total Amount of cash that was used for the Expense Item.
    • If all cash issued was not used, please return the unused cash amount to the ACU cashier’s office. Attach a copy of the cashier’s receipt for the cash advance return to a cash expense line to reference the amount of unused cash for audit purposes. For return of a cash advance, the cashier’s receipt would be a second attachment to the expense line in addition to the cash receipt attachment. When you submit the expense report, please review that the Cash Advance Applied balance at the top of the expense report references the correct amount of cash that was used for business purposes. The unused cash amount returned to the cashier’s office will be reconciled separately by Accounting in Workday when the cash is returned to the cashier’s office.
14. When all expense lines have been added, allocated, and receipts attached, please Submit the expense report.
    • If you need to reopen the report at a later time to complete allocations, employees have the option to select Save for Later and Close the expense report to be edited at a later time.
15. Navigate to the My Cash Advances report to review if there is an outstanding balanced owed in Workday for cash advances that were issued.

Please contact the travel office at travel@acu.edu if you need assistance with reconciling a cash advance.