Spend Authorizations
Requirements
Any employee wishing to be reimbursed with college funds must have an approved Spend Authorization in place BEFORE making a purchase. The college is not obligated to reimburse purchases made without an approved Spend Authorization. This applies to:
- Reimbursement for out-of-district travel expenses
- Reimbursement for purchases made with personal funds
Procurement card (P-Card) purchases and in-district mileage do not require Spend Authorizations.
How to Create a Spend Authorization
- In Workday, open the Expenses Hub app and locate the Create Spend Authorization button in the Overview tab.
- In the Description field, enter a brief description of what you want to be reimbursed for. This can be used as a summary for record-keeping purposes.
- In the Business Purpose field, select from the drop-down menu. There are options for conferences, meetings, no funds requested, and multiple travel categories. For other purchases, choose Reimbursement – Non-Travel.
- To add your first line item, click the plus sign (+) under Spend Authorization Lines.
- In the Expense Item field, search for the option that best describes your purchase. The list is extensive, so you should be able to find an appropriate item type. Begin typing a keyword (such as "hotel" or "registration") and hit enter.
- Enter a Quantity and the Estimated Amount you will need. For example, if you want to buy lunch for a meeting, enter the number of attendees and estimate a per-person amount to calculate the estimated total you’ll need.
- In the Memo field, enter any information your supervisor will need to approve your request.
- Check your Worktags to ensure they’re correct. They can be changed if necessary.
- In the Attachments tab, upload any relevant files (conference agenda, etc.) if applicable.
- If you have another line to add, use the plus sign (+) and repeat the process.
- When all lines are added and documentation attached, select Submit to send the authorization for approval.
- Workday will notify you when the Spend Authorization has been approved. At that time, you can make your purchase or begin your travel.
How to View Your Spend Authorizations
- In Workday, open the Expenses Hub app to view the Spend Authorizations tab.
- You can click on each Spend Authorization to view the details, status, and process history.
Questions
Email Accounts Payable or call 352-395-5214 on Teams to share your screen.