Expenses: Creating Expense Reports

Expenses:Creating Expense ReportsCREATE AN EXPENSE REPORTExpense reports are submitted so that you are reimbursed forbusiness-related costs, such as airfare or hotel expenses.From the Expenses application:1. Click the Create Expense Report button under Actions.2. Select either Create New Expense Report, Copy PreviousExpense Report, or Create New Expense Report from SpendAuthorization. Your selection determines what informationdisplays on the new expense report.3. Complete required fieldsa. Memo – Add a brief description for the expense report.b. Company – Workday will auto populatec. Date – this defaults to current date.d. Business Purpose – this is a Required field, select from thedrop-down menu.e. Budget Worktags – see next page4. If you are creating an expense from Corporate credit card charges,then scroll down and select the transaction(s) to include in theexpense.5. Click OKNote: When you enter Origination and Destination on theexpense line, it will auto populate the itemization lines.

Expenses:Creating Expense ReportsADD WORKTAGSIt is important the correct Worktags are used on expenses to ensurethe correct budgets are charged and the expense routes properly forapproval. Workday will auto populate the Worktags based on whatWorktags are configured for your spending. If a gift, grant, programetc. should pay these expenses, then enter those tags. Additional Worktags: If you are using a Gift, Grant, Program,Event or Other designated Balance, enter that tag first and theFund, Cost Center and Function will auto populate.Fund: FD1000 should be used if the expenses are coming out ofyour Operating budget, if an additional Worktag is added, use thefund associated with that Worktag.Cost Center: Workday will auto-populate this field; it should onlybe modified as needed.Function: Workday will auto-populate this field; it should only bemodified as neededNote: If you are unsure of what tags to use, please refer tothe Crosswalks on the Accounting Services website.

Expenses:Creating Expense ReportsADDING EXPENSE ITEMS1. Select the transaction from the left-hand side, enter the ExpenseItem and attach a receipt.2- If you need to add another Corporate Card transaction or anitem that was paid for with a personal credit card, then click theAdd button and pick Credit Card Transaction (Corporate Card)or New Expense (Personal credit card/cash).

Expenses:Creating Expense ReportsItemize Your ExpensesSome expense lines must be itemized. For example, your hotel billmay include your room rate, room service, internet fees, and more.4. Add the attachment for your expense.5. Click Done.From the Expense Lines tab within an expense report:2. Click the Add button under Itemization for vehicle itemization andEdit for lodging. Fields display based on expense type.Note: You do not need to break out sales tax on your hotelbill. Also, if you enter the days stayed and Total Amount,Workday will calculate your Daily Rate.3. Enter the necessary information, based on the expense type youare itemizing. Your itemized expenses must equal the total of yourExpense Report Line.

Expenses:Creating Expense ReportsCOMPLETING YOUR EXPENSES1 - Once all expense lines are completed, the amounts in the top rightshould look like this (see below): Personal – amount charge to Vassar card that employeewill reimburse the college Company Paid – amount paid via Vassar Corporate card Cash advance Applied – amount from a previous cashadvance Reimbursement – amount that will be paid to you either byDirect Deposit or Check Total – total amount of the expense report2 – Once all items have been entered and attachments added, clickthe submit button and the expense will route for approval.Note: You can check the status of your expense report bygoing to your Expense worklet and click Expense Reportsand pick a status option from the drop-down menu.

Expenses: Creating Expense Reports ADDING EXPENSE ITEMS 1. Select the transaction from the left-hand side, enter the Expense Item and attach a receipt. 2 - If you need to add another Corporate Card transaction or an item that was paid for with a personal credit card, then click the