Create a Spend Authorization Request (Travel Request)

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.

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.

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Note: 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 a Spend Authorization in Draft status in their My Spend Authorizations report to edit the spend authorization to be submitted in Workday. If there is not a Spend Authorization in draft, a new Spend Authorization can be created for upcoming travel.

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1. Search for Create Spend Authorization in the Workday search bar and select the task.
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2. Complete the required fields, including Company, Start Date, End Date, Description, and Reimbursement Payment Type (this requires you have set up a direct deposit Expense Payment election. See Add or Update Direct Deposit Information.). Please note that some fields will pre-populate.
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   • 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.
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   • Enter or select the Expense Item
     • Please note that GSA meal per diems cannot be calculated in Workday Spend Authorizations, so employees would need to navigate to GSA.gov to review the estimated calculation of meal per diems per location if the employee will be claiming a meal per diem for business travel.
   • 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.
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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.