Expense Reporting

1. In Workday, in the Expenses Hub app, select Create Expense Report.
2. In the Memo field, enter all the information your supervisor needs to approve the purchase.
3. The Expense Report Date is today’s date, not the transaction date.
4. In the Business Purpose field, select Procurement Card Purchases from the drop-down list.
5. Check your Worktags to ensure the expense will be paid from the appropriate account.
6. In the Credit Card Transactions section, select the transactions you want to include (or check the Select All box) and click OK to continue.
7. Use Select Files or drag files to attach your receipt, invoice, or similar documents.
8. Scroll down to enter the transaction date, Expense Item, total amount, and memo.
9. Check the Worktags and update if necessary.
10. Repeat with each transaction until are completed with documents attached.
11. When the report is ready, select Submit to send it for approval.

Tips & Reminders

• Best practice is to create an Expense Report for each transaction when it appears in your transaction list, rather than saving them up for one big report. This saves you time, makes it easier to catch fraudulent or incorrect charges, and reduces the risk of lost receipts.
• To find your Expense Item, begin typing a keyword (like “books” or “food”) and hit enter. The list is extensive, so you should be able to find an appropriate item.
• If you used the Workday Mobile App to take a photo of your receipt, it will appear as an option when you click the Select Files button.
• You can view all your Expense Reports in the Expenses Hub app.
• All P-Card purchases must comply with college rules as set forth in the Procurement Card Manual.

1. In Workday, in the Expenses Hub app, select Create Expense Report.
2. For in-district travel, choose Create New or Copy from Previous. 
3. In the Memo field, enter any information your supervisor will need to approve the expense.
4. The Expense Report Date is today’s date, not the travel date.
5. In the Business Purpose field, select a category from the drop-down list.
6. Check your Worktags to ensure the expense will be paid from the appropriate account.
7. Click the OK button at bottom to begin adding expense lines.
8. To add the first expense line, use the Add button in the upper left.
9. Use Select Files or drag files to attach your receipt, invoice, or similar documentation.
10. Scroll down to enter the transaction date, total amount, and memo (optional).
11. For Expense Item, select Mileage. 
12. The Google Maps integration will appear to the right. Enter your start and end point to calculate mileage, and check the round trip button if applicable.
13. Check the Worktags to ensure the expense will be paid from the appropriate account.
14. To add another expense line, scroll up and use the Add button in the upper left. Do not use the Submit button at bottom – that will submit your report. Scroll back up to find the Add button.
15. When all lines are added and documentation attached, select Submit to send it for approval. 

Tips & Reminders

• In-district travel (mileage) does not require a Spend Authorization. However, your request for reimbursement must be approved by the Cost Center Manager.
• If you accrue in-district mileage once a week or more, you may wish to submit one Expense Report per month. You can do this by saving the report for later and adding a new line item for every trip, then submitting it at the end of the month. This is optional.
• There is no need to attach maps or other mileage charts, as the Google Maps Integration will be used to calculate your mileage. Don't forget to check the round trip box if applicable.

1. In Workday, in the Expenses Hub app, select Create Expense Report.
2. Choose Create New Expense Report from Spend Authorization and select the applicable Spend Authorization from the drop-down list.
3. In the Memo field, enter any information your supervisor will need to approve the expense.
4. The Expense Report Date is today’s date, not the travel date.
5. In the Business Purpose field, select a category from the drop-down list.
6. Check your Worktags to ensure the expense will be paid from the appropriate account.
7. Click the OK button at bottom to begin adding expense lines.
8. To add the first expense line, use the Add button in the upper left.
9. Use Select Files or drag files to attach your receipt, invoice, or similar documentation.
10. Scroll down to enter the transaction date, Expense Item, total amount, and memo (optional).
11. Check the Worktags to ensure the expense will be paid from the appropriate account.
12. To add another expense line, scroll up and use the Add button in the upper left. Do not use the Submit button at bottom – that will submit your report. Scroll back up to find the Add button.
13. When all lines are added and documentation attached, select Submit to send it for approval. 

Tips & Reminders

• To find the appropriate Expense Item, begin typing a keyword (like "hotel" or "registration") and hit enter. There is a "no funds requested" option available if applicable.
• If you used the Workday Mobile App to take a photo of your receipt, it will appear as an option when you click the Select Files button.
• You must check the Lost Receipt box for any transaction without a receipt and enter an explanation as to why you do not have a receipt.
• Airfare must include a departure date. If the departure date is less than fourteen (14) days from the expense date, you must complete the Reason for Last Minute Travel
• All out-of-district travel must comply with college travel rules as set forth in the Travel Manual.

Before making any college purchase with personal funds, you must have an approved Spend Authorization in place.

1. In Workday, in the Expenses Hub app, select Create Expense Report.
2. Choose Create New Expense Report from Spend Authorization and select the applicable Spend Authorization from the drop-down list.
3. In the Memo field, enter any information your supervisor will need to approve the expense.
4. The Expense Report Date is today’s date, not the transaction date.
5. In the Business Purpose field, select a category from the drop-down list.
6. Check your Worktags to ensure the expense will be paid from the appropriate account.
7. Click the OK button at bottom to begin adding expense lines.
8. To add an expense line, use the Add button in the upper left.
9. Use Select Files or drag files to attach your receipt, invoice, or similar documents.
10. Enter the expense date, Expense Item, quantity, unit cost, total, and memo (optional).
11. Check the Worktags and correct if necessary.
12. To add another expense line, scroll up and use the Add button in the upper left. Do not use the Submit button at bottom – that will submit your report. Scroll back up to find the Add button.
13. When all lines are added and documentation attached, select Submit to send it for approval.

Tips & Reminders

• To find your Expense Item, begin typing a description in the field (like “books” or “paper”).
• If you used the Workday Mobile App to take a photo of your receipt, it will appear as an option to attach when you click the Select Files button.
• The college is not obligated to reimburse any purchase made without an approved Spend Authorization in place, including travel expenses. Verbal agreement is not sufficient.