Travel Authorizations and Expense Reports

This guide will outline the steps required to obtain a travel authorization and create expense reports. Workday travel authorizations and expense reports are available to employees of the Research Foundation. Students and non-employees will requests for travel approval and expense reimbursement using forms found on the Research Foundation intranet site.

Loralee Quintero
139 steps
15 minutes

Workday

Creating a Spend Authorization (Travel Authorization)

To create a Spend Authorization, you must have access to Workday. This is restricted to employees or "contingent workers" with the Research Foundation. Students and other non-employees will continue to use forms that are sent to the Research Foundation Travel Desk.

Tip! Workday uses business process workflows to route expense reports for approval based on the accounts entered. If reporting multiple accounts, be sure that they all have the same approver. Workday can only route to one set of approvers (ex: grants and self-support programs would have different approvers at the analyst level). Workday uses expense types rather than object codes to identify the type of expenses. The descriptions are generally the same as for the object codes in our previous software. You will always search for the description rather than using a number. Faculty who use FTS for travel approval should continue to send a copy of that approval to your Post-Award Analyst. This is especially important for international travel to ensure that Risk Management is contacted to obtain travel insurance.

Navigate to the Workday location provided by IT.

Click "MENU"

Scroll down to the "Personal" section and select Expenses Hub.

The overview page provides information on your cash advances; expense reports in draft status and transactions that need to be linked to an expense report. To create a travel authorization, click "Create Spend Authorization"

This page provides helpful links and instructions. Any fields with a red star are required fields. Click on the calendar icon to add the start and end dates for your travel.

Use the pop-up calendar to add the dates.

Click this icon.

Select the end date.

Click the "Description" field and add a description or purpose for your travel

Click the "Business Purpose" field.

Critical Alert! If you are traveling internationally, you must select International Travel as your business purpose. This will send a notification to the Risk Manager so that they may obtain travel insurance for your trip.

Use the radio buttons to select a business purpose for your travel.

Alert! When traveling internationally, be sure to select the Business Purpose of International Travel so that Risk Management is notified of your trip and can set up insurance on your behalf.

Select the reimbursement type of either direct deposit or check. If you have direct deposit for payroll, your account information should be defaulted for expense reports.

Click the "Justification" field. You may add additional information here.

Under Spend Authorization Lines, click on Add.

In the expense item field, you may either type the expense type (airfare, hotel, per diem, etc.) or you may use the menu to search for available expense types.

After typing Hotel, a list of related expense types appears. Click on the appropriate type.

Click the "Total Amount" field and enter the estimated total for your hotel.

Enter either your grant or program account in the appropriate field. All grants will start with GR followed by the number; programs (self-support, discretionary funds, central office) start with PR followed by the number. You may type the number in or use the menu to open a drop down list and search. The Additional Worktags field is driven by your default (cost center, department, etc.). These may change depending on the account you are using (for example, if you have a grant). If you type in the grant or program, it will automatically update the Additional Worktags for you.

Click the "Hotel" field. You may enter the hotel name here but this field is not required.

Use the Arrival Date and Departure date fields to enter the dates for your hotel stay.

This will open a calendar to select the dates.

Click "Attachments"

You may attach any documents required here.

Click "Add" to add another expense type to your spend authorization.

Click this icon.

Click "By Expense Item Group"

Click "Business Travel"

A drop down list of expense types for travel appears. Select by using the radio button.

Click the "Total Amount" field and enter the amount for your airfare.

Click the "Memo" field to add additional information.

Click the "Airline" field to add the airline, there is also a drop-down list. This isn't a required field.

Click the calendar icon to add the departure and arrival dates for your flight.

Click the "Travel Region" field and type the state (full name). You may also use the drop-down list to search by country and the sub-regions like state.

Click "California"

Click the "City" field and add the city name for your destination.

Click "Attachments" if you have any attachments to add.

Click "Spend Authorization Lines" to return to the lines.

If you wish to request a cash advance, click on the checkbox for cash advance. You must do this for each line of the spend authorization. The advance will only be calculated for the lines with this box checked.

Click "Submit"

Once submitted, this message will pop up. Click on the hyperlink to view the details.

Click this icon.

You will see the details of the spend authorization you have just submitted. When you are finished, click on Done.

Click "View My Cash Advances" to view any open cash advances and their status. this tile will show the total open that you owe. When you have submitted an expense report for the advance, it will reduce this total.

You can review the status of your advances. There are columns for the approval status, the open balance available, etc.

Creating an Expense Report for Travel

Alert! Students and other non-employees should use the the Travel and Expense Reimbursement form found on the Research Foundation intranet site.

From the overview page, click "Create Expense Report"

Alert! Many pages will have instructions specific to the expense type you are reporting. Be sure to review the instructions! Fields with a red asterisk are required fields.

The first page has some general instructions and links to assist you. If you have a spend authorization, you link it by clicking on "Create New Expense Report from Spend Authorization" field. **FACULTY: If your approval went through FTS, please attach your approval on the attachments tab**. **(Instructions following)**

Select the spend authorization to link to your expense report.

If this is the final expense report related to this spend authorization, click the check box to indicate this. If you are submitting a partial report for the trip, leave the box unchecked and you will be able to link additional reports to the authorization.

Enter either your grant or program number in the appropriate field. Grants begin with GR followed by the number, programs begin with PR followed by the number. The Additional Worktags will default based on the grant or program.

Click "OK"

To attach your FTS approval, click on the attachments tab.

Click "Edit"

Click "Select files" to find your approval and attach it.

Click the "enter your comment" field and add the comment "FTS Approval".

Once you've done this, click on the "Expense Lines" tab to begin adding your expenses.

To add your first expense type, click the Add button.

Click "New Expense"

Tip! Adding your expense lines is very similar to what you did when creating a spend authorization.

Click "Select files" to attach your receipts.

Click the Expense date field to use add the date.

Click the "Expense Item" field and use the menu or type the expense type into the field. Click enter.

Click this radio button.

Click the "Total Amount" field and add the amount.

Use the calendar buttons to enter your departure and arrival dates.

Click the "Travel Region" field. You may use the menu to select from the country and region. You may also type the state directly into the field. For the U.S., travel region is the state. Workday uses the full name, not the state abbrieviations.

Click "California"

Click the "City" field and enter the name of the city.

Click here to indicate that the receipt has been included. Receipts are mandatory.

Click "Add" to add your next expense type.

Click "New Expense"

Click this icon.

Click the "Expense Item" field and type "Hotel" [[enter.]]

Click "Hotel - Domestic"

Click the "Total Amount" field and enter the hotel amount.

Click here to indicate that the receipt is included.

To attach your receipt, click "Select files".

You may add the hotel name in the Hotel field. Workday has a list, to choose from or you can type the name. This is not a mandatory field.

Click the calendar icons to add arrival and departure dates.

Click the "Travel Region" field and add the state (for U.S. locations) or chose from the menu.

Click "California"

Click "Add"

Click "New Expense"

Click the "Expense Item" field and enter "Per Diem", enter.

Click the "Quantity" field and enter the number of days you are claiming per diem.

Click the "Per Unit Amount" field and enter the daily rate for the per diem in the city you are visiting. The software will calculate the total per diem due.

Alert! For partial days, like first/last days, enter a separate line and use the alternate rate for the first and last days. Be sure to attach the screen print from the GSA website to support the rate you are claiming.

Click the "City" field and enter the city name.

Click "Select files" to attach the screen print from the GSA website.

Once you've entered all of your receipts, click on the submit button.

Non-Travel Expenses

Expense reports for non-travel expenses are created the same way you would create one for travel. There are only a couple of differences which you can see in the steps below.

Add a description to the Memo field

Click on the Business Purpose field.

Select "Non-Travel Reimbursement" from the drop-down list.

Enter your grant or program number.

Click "OK"

Click "Add"

Click "New Expense"

Click the "Expense Item" field.

Click "By Expense Item Group"

Click "Other Expenses"

You can choose the expense type from the drop-down list. Alternatively, you may type the description into the Expense Item field to search for your expense type.

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Click "Supplies/Tools"

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Click the "Total Amount" field and enter the amount.

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Click the "Memo" field to add additional information.

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Click "Select files" and locate your reciept.

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You may add additional lines or click submit to complete the report.

Adding Receipts captured with the Workday App

Tip! Workday has an app that you can download from the app store for your devise. You can scan your receipts and even create expense reports from your phone. The following will show you how to add a scanned receipt to your expense report.

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Start an expense report, as instructed in the steps above. On the first page, enter your memo, select the business purpose and add your grant or program account. Then, scroll toward the bottom of the page to see "Quick Expenses"

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Click the check box to include the receipt in your report. If you have multiple, you can "Select All".

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Click "OK" and the receipt(s) will be imported to your report. Add the expense type, amount, etc. to complete the entry for each of the receipts you have entered. Proceed with your report as described previously.

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You can also see your scanned receipts by selecting Expense Transactions from the Expenses Hub menu.

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Click here to go to Expense Transactions.

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You can see the scanned receipts below. You may start your expense report from this screen by clicking on the Create Expense Report button, then adding the receipts as described above.

Delegate Expense Report Creation

If you would like for an assistant to create expense reports for you, you can delegate the task. The steps below will walk you through the setup.

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Click the search field and type "my delegations" click on the option in the list.

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Click "Manage Delegations"

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Click this icon to add a line.

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Enter the beginning date and end dates by using the calendar icon. You may also manually type the date.

Tip! Your delegate will only be able to create reports for you during the time period indicated. If this is to be a long term delegation, be sure to set the dates accordingly.

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In the Delegate field, type the name of the person who you will delegate expense report creation to.

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In the "Start on My Behalf" field, type "expense" [[enter]]

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Click "Create Expense Report"

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Click "Submit"

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There will be an alert, click on the alert to read the message.

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This is notifying you that the individual will be able to see any previously created items. Click on the x to close the alert.

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Click "Submit"

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All delegations must be approved by your manager. Once approved, your delegate will be able to create reports on your behalf.

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Delegates can create a report by clicking on the profile icon at the top right of the screen.

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Click "Switch Account"

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Click on the name of the person you will be creating a report for.

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Any activities delegated to you will show up here. Click on "Create Expense Report"

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Note that the expense report is for the delegator. Create the report according to the instructions.

Alert! When you are done processing the report, be sure to switch back to your own profile!

Tour the Expenses Hub

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From the Expense Hub Overview page, you will see a snapshot of any advances, pending expense reports, and transactions to expense. The hyperlinks will take you directly to the pages for those items. You can also go to the menu at the left to navigate to different sections of the hub.

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In the overview page, click on the menu item "Expense Reports".

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You will see a list of all expense reports you have created. You can see the approval status and whether you have been paid. If there is an Actions button, you can change or cancel a submitted report (as long as it is unpaid). Changes will cause your report to go back through the approval workflow.

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Click on Expense Transactions in the menu to view your scanned receipts.

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View your receipts and start or edit expense reports from this page.

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To view your Spend Authorizations, use the menu at the left and click on Spend Authorizations.

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You can see all of your Spend Authorizations and their status here. If there is an Action button, you will be able to change or cancel a spend authorization.

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To view your Cash Advances, click on the menu selection at the left.

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You can view the approval and payment status for your advances. You will see which ones are still outstanding, pending expense reports and which ones have been cleared.

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You can set up your payment information from the Expenses Hub. Navigate to Payment Elections in the menu.

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In the top section, you will see available bank accounts. If you have direct deposit, you this will be populated from payroll. You can add additional bank accounts here by using the add button.

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In the section at the bottom of the page, you will see your payment elections. The payroll election will default from payroll (but can be changed here). Before you create your first expense report, you will need to elect a payment type for your expense reports. You can click on the edit button to change your election between check and electronic payment.

Travel Authorizations and Expense Reports

Loralee Quintero
139 steps
15 minutes

Workday

Creating a Spend Authorization (Travel Authorization)

Navigate to the Workday location provided by IT.

Click "MENU"

Scroll down to the "Personal" section and select Expenses Hub.

This page provides helpful links and instructions. Any fields with a red star are required fields. Click on the calendar icon to add the start and end dates for your travel.

Use the pop-up calendar to add the dates.

Click this icon.

Select the end date.

Click the "Description" field and add a description or purpose for your travel

Click the "Business Purpose" field.

Use the radio buttons to select a business purpose for your travel.

Alert! When traveling internationally, be sure to select the Business Purpose of International Travel so that Risk Management is notified of your trip and can set up insurance on your behalf.

Select the reimbursement type of either direct deposit or check. If you have direct deposit for payroll, your account information should be defaulted for expense reports.

Click the "Justification" field. You may add additional information here.

Under Spend Authorization Lines, click on Add.

In the expense item field, you may either type the expense type (airfare, hotel, per diem, etc.) or you may use the menu to search for available expense types.

After typing Hotel, a list of related expense types appears. Click on the appropriate type.

Click the "Total Amount" field and enter the estimated total for your hotel.

Click the "Hotel" field. You may enter the hotel name here but this field is not required.

Use the Arrival Date and Departure date fields to enter the dates for your hotel stay.

This will open a calendar to select the dates.

Click "Attachments"

You may attach any documents required here.

Click "Add" to add another expense type to your spend authorization.

Click this icon.

Click "By Expense Item Group"

Click "Business Travel"

A drop down list of expense types for travel appears. Select by using the radio button.

Click the "Total Amount" field and enter the amount for your airfare.

Click the "Memo" field to add additional information.

Click the "Airline" field to add the airline, there is also a drop-down list. This isn't a required field.

Click the calendar icon to add the departure and arrival dates for your flight.

Click the "Travel Region" field and type the state (full name). You may also use the drop-down list to search by country and the sub-regions like state.

Click "California"

Click the "City" field and add the city name for your destination.

Click "Attachments" if you have any attachments to add.

Click "Spend Authorization Lines" to return to the lines.

Click "Submit"

Once submitted, this message will pop up. Click on the hyperlink to view the details.

Click this icon.

You will see the details of the spend authorization you have just submitted. When you are finished, click on Done.

You can review the status of your advances. There are columns for the approval status, the open balance available, etc.

Creating an Expense Report for Travel

Alert! Students and other non-employees should use the the Travel and Expense Reimbursement form found on the Research Foundation intranet site.

From the overview page, click "Create Expense Report"

Alert! Many pages will have instructions specific to the expense type you are reporting. Be sure to review the instructions! Fields with a red asterisk are required fields.

Select the spend authorization to link to your expense report.

Click "OK"

To attach your FTS approval, click on the attachments tab.

Click "Edit"

Click "Select files" to find your approval and attach it.

Click the "enter your comment" field and add the comment "FTS Approval".

Once you've done this, click on the "Expense Lines" tab to begin adding your expenses.

To add your first expense type, click the Add button.

Click "New Expense"

Tip! Adding your expense lines is very similar to what you did when creating a spend authorization.

Click "Select files" to attach your receipts.

Click the Expense date field to use add the date.

Click the "Expense Item" field and use the menu or type the expense type into the field. Click enter.

Click this radio button.

Click the "Total Amount" field and add the amount.

Use the calendar buttons to enter your departure and arrival dates.

Click "California"

Click the "City" field and enter the name of the city.

Click here to indicate that the receipt has been included. Receipts are mandatory.

Click "Add" to add your next expense type.

Click "New Expense"

Click this icon.

Click the "Expense Item" field and type "Hotel" [[enter.]]

Click "Hotel - Domestic"

Click the "Total Amount" field and enter the hotel amount.

Click here to indicate that the receipt is included.

To attach your receipt, click "Select files".

You may add the hotel name in the Hotel field. Workday has a list, to choose from or you can type the name. This is not a mandatory field.

Click the calendar icons to add arrival and departure dates.

Click the "Travel Region" field and add the state (for U.S. locations) or chose from the menu.

Click "California"

Click "Add"

Click "New Expense"

Click the "Expense Item" field and enter "Per Diem", enter.

Click the "Quantity" field and enter the number of days you are claiming per diem.

Click the "Per Unit Amount" field and enter the daily rate for the per diem in the city you are visiting. The software will calculate the total per diem due.

Click the "City" field and enter the city name.

Click "Select files" to attach the screen print from the GSA website.

Once you've entered all of your receipts, click on the submit button.

Non-Travel Expenses

Expense reports for non-travel expenses are created the same way you would create one for travel. There are only a couple of differences which you can see in the steps below.

Add a description to the Memo field

Click on the Business Purpose field.

Select "Non-Travel Reimbursement" from the drop-down list.

Enter your grant or program number.

Click "OK"

Click "Add"

Click "New Expense"

Click the "Expense Item" field.

Click "By Expense Item Group"

Click "Other Expenses"

You can choose the expense type from the drop-down list. Alternatively, you may type the description into the Expense Item field to search for your expense type.

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Click "Supplies/Tools"

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Click the "Total Amount" field and enter the amount.

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Click the "Memo" field to add additional information.

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Click "Select files" and locate your reciept.

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You may add additional lines or click submit to complete the report.

Adding Receipts captured with the Workday App

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Click the check box to include the receipt in your report. If you have multiple, you can "Select All".

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You can also see your scanned receipts by selecting Expense Transactions from the Expenses Hub menu.

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Click here to go to Expense Transactions.

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You can see the scanned receipts below. You may start your expense report from this screen by clicking on the Create Expense Report button, then adding the receipts as described above.

Delegate Expense Report Creation

If you would like for an assistant to create expense reports for you, you can delegate the task. The steps below will walk you through the setup.

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Click the search field and type "my delegations" click on the option in the list.

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Click "Manage Delegations"

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Click this icon to add a line.

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Enter the beginning date and end dates by using the calendar icon. You may also manually type the date.

Tip! Your delegate will only be able to create reports for you during the time period indicated. If this is to be a long term delegation, be sure to set the dates accordingly.

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In the Delegate field, type the name of the person who you will delegate expense report creation to.

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In the "Start on My Behalf" field, type "expense" [[enter]]

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Click "Create Expense Report"

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Click "Submit"

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There will be an alert, click on the alert to read the message.

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This is notifying you that the individual will be able to see any previously created items. Click on the x to close the alert.

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Click "Submit"

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All delegations must be approved by your manager. Once approved, your delegate will be able to create reports on your behalf.

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Delegates can create a report by clicking on the profile icon at the top right of the screen.

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Click "Switch Account"

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Click on the name of the person you will be creating a report for.

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Any activities delegated to you will show up here. Click on "Create Expense Report"

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Note that the expense report is for the delegator. Create the report according to the instructions.

Alert! When you are done processing the report, be sure to switch back to your own profile!

Tour the Expenses Hub

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In the overview page, click on the menu item "Expense Reports".

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Click on Expense Transactions in the menu to view your scanned receipts.

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View your receipts and start or edit expense reports from this page.

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To view your Spend Authorizations, use the menu at the left and click on Spend Authorizations.

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You can see all of your Spend Authorizations and their status here. If there is an Action button, you will be able to change or cancel a spend authorization.

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To view your Cash Advances, click on the menu selection at the left.

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You can view the approval and payment status for your advances. You will see which ones are still outstanding, pending expense reports and which ones have been cleared.

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You can set up your payment information from the Expenses Hub. Navigate to Payment Elections in the menu.

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In the top section, you will see available bank accounts. If you have direct deposit, you this will be populated from payroll. You can add additional bank accounts here by using the add button.

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