Create Expense Report for Billable Project | Scribe

    Create Expense Report for Billable Project

    • Andrea Jaroslawski |
    • 0 step |
    • 5 minutes
    **Important Details on Expense Reports:** - Expense Reports have a 1:1 relationship with a Project - If you need to record expenses against multiple projects, you will need to create an expense report **per** project - All expense report lines for billable projects should be marked **[[Billable]]** - This allows the PM/Approver to manage billing the transaction **Submission / Pay:** - Expense Reports are to be submitted within 15 days of a completed trip or incurred expnese. Best practice is to submit weekly. - Expense Reports that are approved on Monday/Tuesday will be reimbursed by Friday the same week.

    Create Expense Report

    - Verify your Payment Election is setup for Expense Payments **before** submitting your first expense report. - The Payment Election task can be found via the Workday Homepage: [[Menu]] > [[Apps]] > [[Pay]]
    - To create an expense report via the Expenses Hub, - Click [[Menu]] on the top left corner - Under Apps, click [[Expenses Hub]]
    - Click [[Create Expense Report]]
    You can also type [[Create Expense Report]] in the Workday Search Bar to get to the next screen

    Expense Report Header

    Creation Options: - [[Create New Expense Report]] will be automatically selected - [[Copy Previous Expense Report]] will be available after you've created your first expense report
    - Enter [[Memo]] (REQUIRED) - This will be the name/title of your expense report
    The [[Company]] field will default to what is listed on your WD Employee Profile - For Billable Projects, change the [[Company]] to match the company linked to the Project Record
    - The [[Company]] field **cannot be edited** after clicking [[OK]] - To correct, you will need to cancel the Expense Report and start over
    - The [[Expense Report Date]] will default to the current date - The [[Company on Expense Line]] field must match the [[Company]] field
    - For [[Business Purpose]], select [[Billable Project]]
    - Select [[Project Task]] (the Project Task can be edited per expense line) - The [[Cost Center]] and [[Additional Worktags]] (Customer) will autofill
    **Tax Information:** - In Canada, taxes apply to all Expense Items with the exception of Per Diem - The [[Enable Tax]] field **must** be selected on the Expense Header, and can be modified individually per Expense Line
    - Confirm [[Enable Tax]] is selected
    - Click [[OK]]

    View / Edit Header Information

    - Click [[Header]] tab
    - Click [[Edit]]
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