Email Receipts for Expenses

University cardholders and their delegates can email expense receipts to Workday, streamlining the process to create and submit expense reports. Instead of downloading receipts and manually uploading them, employees and their delegates can email receipts and Workday will:

• Create Quick Expenses for the purpose of attaching receipts (optional feature for receipt uploads).
• Convert HTML receipts to PDF to attach as a Quick Expense.

Quick Expense

Quick Expenses can be used as receipt copies on the Workday mobile app. To assign a Quick Expense to a posted credit card transaction, review that the expense line notates Credit Card Transaction in the information on the expense line and click in the Linked Quick Expenses field to assign a Quick Expense as a receipt copy.

Please note that an error will be generated if employees attempt to use quick expense for submitting an out of pocket expense because the Quick Expense feature is intended internally to be used for receipt images only. Quick Expenses should be attached to a posted card transaction in Workday. Please contact travel@acu.edu if you have any questions regarding the Quick Expense feature.

Workday supports:

• Attached receipts.
• Receipts in the email body (HTML format).
  • If you attach multiple receipts to an email, Workday creates separate Quick Expenses for each receipt.
  • If an email contains a receipt in the body of the email and an attachment, Workday only creates a Quick Expense for the attached receipt.

If you opt in to receipt scanning for expenses, Workday populates values in these fields in a Quick Expense:

• Amount
• Currency
• Date
• Merchant

Expense Payee Email Address

Business receipts can be sent by email to: receipts@acu.expenses.myworkdayapps.com. To send email receipts, expense payees must:

• Configure their email address in their Workday Contact Information. An expense payee can have more than 1 email address in their Contact Information.
• Use the email address in their Workday Contact Information to send receipts to the specific domain.

Workday uses the email address to match the receipt to the expense payee, and then creates the quick expense.

Delegates must enter the expense payees email address in the CC field of an email to create a quick expense on their behalf. Workday uses the expense payee’s email and the delegate’s email to evaluate the delegate relationship, and create a quick expense for the expense payee. If a delegate relationship doesn't exist, Workday creates a quick expense using the delegate’s email address.

Emailing Expense Receipts

Workday recommends:

• Avoiding multiple forwards in the email body (example: FWD: FWD:) for better OCR accuracy.
• Sending receipts either as attachments or in the email body.
• Sending these attachment file types supported by OCR: JPEG, JPG, PNG, WEBP, BMP, PDF, TIFF, TIF, GIF.

Images such as logos, ads, or maps referenced in the email body can't be included in the generated PDF file if they reside outside the Workday tenant firewall.

To create a quick expense, file types must meet these size requirements:

Workday doesn't support these file types: CSS, CSV, ICS, MSG, PGP, PROPERTIES, RPTDESIGN, SVG, TXT, WSDL, WXF, XML, XLS, XLSM, XLSX, XPD, XSL, XSLT, ZIP.

Do not submit expense reports with HEIC files attached. HEIC files are video files that will not be accepted as an attachment for a business expense receipt copy.

Note: For expense payees, If there are errors creating a quick expense, Workday sends a task to the expense payee's My Task. For delegates, if Workday doesn’t establish a delegate relationship, Workday creates a quick expense for the delegate. The delegate will then receive a task in their My Tasks.