Workday Manage Travel Reimbursements FIN 111 B VILT
Workday Manage Travel & Reimbursements FIN 111 B; VILT
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Course Overview Course Description Audience This course is for: This course will provide information on how to • Expense Data Entry Specialist create spend authorizations and expense reports in Workday. It also covers the approval workflow and expense credit card transaction assignment.
Course Agenda (1 of 2) Lesson # Lesson Name Duration Lesson 1 Travel and Expense Overview 10 mins Lesson 2 Spend Authorizations 15 mins Lesson 3 Assign Central Travel Account Transactions 10 mins
Course Agenda (2 of 2) Lesson # Lesson Name Duration Lesson 4 Expense Reports 15 mins Lesson 5 Workday Reports 10 mins Course Wrapup 05 mins
Course Objectives After completing this course, you will be able to: • Create a Spend Authorization • Assign a Central Travel Account transaction to a worker • Create an Expense Report • List the key Workday reports
Lesson One Travel and Expense Overview Lesson 1
Key Terms (1 of 2) Term Definition Expense Item An Expense Item is used to define the spend authorization or expense report line and determines what information is required for the line. Spend Category A Spend Category is used to group goods and services, and associates them with account posting rules to drive accounting. An Expense Item is assigned one and only one Spend Category.
Key Terms (2 of 2) Term Definition Worktags are named attributes that can be assigned to transactions to indicate their business purpose, for example, Project, Program, Gift, Grant, Cost Center, etc.
Key Process Changes • Reimbursements for travel expenses will no longer be initiated in E-Forms • Paper Travel Expense Vouchers will be replaced by Workday’s Expense Report for Non-Worker, including students, affiliates, candidates, and pre-hires • Receipts and supporting documentation can be uploaded via mobile device
Roles: Initiators and Reviewers Role Name Description Employee As Self Initiates spend authorizations and expense reports as self Expense Data Entry Specialist Initiates spend authorizations and expense reports for workers and nonworkers Reviews spend authorizations and expense reports for workers and nonworkers
Roles: Approvers (1 of 4) Role Name Employee As Self Manager Description Approves spend authorizations and expense reports when created by an Expense Data Entry Specialist Approves spend authorizations and expense reports for subordinates
Roles: Approvers (2 of 4) Role Name Description Gift Manager Approves spend authorizations and expense reports related to a Gift Grant Manager Project Manager Program Manager Approves spend authorizations and expense reports related to a Grant Approves spend authorizations and expense reports related to a Project Approves spend authorizations and expense reports related to a Program
Roles: Approvers (3 of 4) Role Name Description Cost Center Manager Approves spend authorizations and expense reports not related to a Gift, Grant, Project, or Program Area Finance Officer Approves spend authorizations with foreign expense items and confirming reimbursement expense reports over $500
Roles: Approvers (4 of 4) Role Name Description Controller Approves confirming reimbursement expense reports over $5, 000 Expense Partner Accounts Payable Data Entry Specialist Approves spend authorizations with travel advances and high risk expense reports Approves confirming reimbursement expense reports
Roles: CTA Credit Card Role Name Description Custodian Assigns expense credit card transactions for the central travel account to employees to use on Expense Reports
Lesson Two Spend Authorizations Lesson 2
Lesson 2 Objectives After completing this lesson, you will be able to: • Explain when a Spend Authorization should be created • Explain how to create a Spend Authorization for self, worker, and non-worker • Explain the Spend Authorization approval process
Spend Authorizations • Spend Authorizations allow pre-approval of travel expenses • Expense Reports for the out-of-state and foreign travel cannot be submitted without an approved Spend Authorization • The Expense Data Entry Specialist can create a Spend Authorization on behalf of workers and non-workers • A commitment is created with Spend Authorizations
Spend Authorization Tasks Task Initiated By Create Spend Employee by Self Authorization Create Spend Expense Data Entry Specialist Authorization for Worker Create Spend Expense Data Entry Specialist Authorization for Non. Worker
Create Spend Authorization (1 of 6) Screenshot of Workday search field with the text create spend authorization. The result list with create spend authorization task highlighted.
Create Spend Authorization (2 of 6) Screenshot of create spend authorization. To create a spend authorization for pre-approval of travel expenses in Workday: On the Create Spend Authorization page, add details to all the mandatory fields marked with asterisks including Company, Start Date, End Date, and Reimbursement Payment Type
Create Spend Authorization (3 of 6) Screenshot of create spend authorization for worker. To create a spend authorization for worker in Workday: 1. 2. 3. • • • Access the Create Spend Authorization for Worker – Task through the Workday Search field Select the employee’s name in the For field Provide the details for all the mandatory fields: For Company Start date End date Reimbursement payment type
Create Spend Authorization (4 of 6) Screenshot spend authorization for non-worker. To create a spend authorization for a non-worker in Workday: 1. 2. 3. Access the Create Spend Authorization for Worker – Task through the Workday Search field The “Payee Type” is defaulted Select the required non-worker in the For field Note: If the non-worker is not in the system, refer them to the ECM Reference Guide.
Create Spend Authorization (5 of 6) Screenshot of the spend authorization and spend authorization details sections. To create a spend authorization for a non -worker in Workday: 4. Scroll down and add details in the Spend Authorization Information and Spend Authorization Details sections 5. Company should be Washington State University 6. Select the travel Start Date and End Date, enter a Description, and select a Business Purpose 7. Select the Reimbursement Payment Type Note: Refer to the Payment Elections Reference Guide to make changes 8. Select the Add icon to add spend authorization lines
Create Spend Authorization (6 of 6) Screenshot of the spend authorization line and Worktags section. To create a spend authorization for a non-worker in Workday: 9. Once you select the Add icon to add spend authorization lines, provide the required details. Note that the exact details may differ depending on the expense item selected.
Spend Authorization: Self • Initiate: Employee as self • Review: Expense data entry specialist • Approve: Employee as self, Manager, Financial managers, area finance officer, or Expense partner
Spend Authorization: Worker • Initiate: Expense data entry specialist • Approve: Employee as self, Manager, Financial managers, Area finance officer, or Expense Partner
Spend Authorization: Non-Worker • Initiate: Expense date entry specialist • Approve: Financial managers, Area finance officer, or Expense partner
Demonstration 2. 1 Task: create a spend authorization. Select to view the step-by-step instructions. Duration 5 minutes.
Practice 2. 1 Activity: create a spend authorization. 1. Log in to the Workday system 2. Follow the steps to complete the task Duration 10 minutes
Things to Remember 1 • Employees must have an approved Spend Authorization in Workday to create an Expense Report for out-of-state and foreign travel • Spend Authorization can be used to request cash advances • A single Spend Authorization can be associated to multiple Expense Reports • If a Spend Authorization is edited, it will restart the approval workflow
Lesson 2 Summary Now that you have completed this lesson, you should be able to: • Explain when a Spend Authorization should be created • Explain how to create a Spend Authorization for self, worker, and non-worker • Explain the Spend Authorization approval process
Lesson three Assign Central Travel Account Transactions Lesson 3
Lesson 3 Objectives After completing this lesson, you will be able to: • Assign Expense Credit Card transactions to workers
Key Things to Remember • Central Travel Accounts are associated with a Cost Center • The Cost Center’s Custodian can assign credit card transactions to workers to use in Expense Reports • A credit card transaction can be reassigned to another worker if it was initially assigned incorrectly
CTA Transactions Task Initiated By Assign Central Custodian Travel Account (CTA) Transactions
Assign CTA Transaction (1 of 3) Screenshot of Workday search field with the text assign central travel card transactions. The result assign central travel card transactions task.
Assign CTA Transaction (2 of 3) Screenshot of assign central travel card transactions. To initiate the Assign Central Travel Card Transactions task: 2. Provide the details in all the required fields on the Assign Central Travel Card Transactions page
Assign CTA Transaction (3 of 3) Screenshot with the new assignee fields highlighted. To initiate the Assign Central Travel Card Transactions task: 3. Select the appropriate worker in the New Assignee field
Things to Remember 2 • A credit card transaction can be reassigned to another worker if it was initially assigned incorrectly • Additional information about a transaction can by viewed by clicking the magnifying glass button
Lesson 3 Summary Now that you have completed this lesson, you should be able to: • Assign Expense Credit Card transactions to workers
Lesson Four Expense Reports Lesson 4
Lesson 4 Objectives After completing this lesson, you will be able to: • Explain the difference between an Expense Report for travel and an Expense Report for confirming reimbursements • Explain how to create an Expense Report for self, worker, and non-worker • Explain the Expense Report approval process for different scenarios
Expense Report • An Expense Report is used to request reimbursement for travel expenses and for confirming reimbursements • The Expense Data Entry Specialist can create expense reports for workers and non-workers • In general, receipts should be attached for travel expenses more than $50, all CTA transaction expenses, and all confirming reimbursement expenses • Expense Reports are posted to the actuals ledger
Expense Report Tasks (1 of 3) Task Initiated By Create Expense Report Employee by Self Create Expense Report for Non. Worker Expense Data Entry Specialist Create Expense Report for Worker Expense Data Entry Specialist
Expense Report Tasks (2 of 3) Screenshot of Workday search field with the text create expense report. To create an expense report, select the Create Expense Report - Task through the Workday Search field. The purpose of this task is to create an expense report to reimburse employee expenses, reconcile CTA transactions, and account for any cash advances.
Expense Report Tasks (3 of 3) Screenshot of the create expense report screen. The expense report information section is displayed. The purpose of this task is to create an expense report for Employee As Self.
Expense Report for Worker Screenshot of create expense report for worker. The purpose of this task is to create an expense report for another worker.
Expense Report for Non-Worker Screenshot of create expense report for non-worker. The following fields are required payee type and pay to. The purpose of this task is to create an expense report for a non-workers including students, affiliates, candidates, and pre-hires.
Create Expense Report (1 of 4) Screenshot of expense report information. You can create an expense report in three different ways, select any of the following required radio button: 1. Create New Expense Report : To create a new blank report which is not linked to a spend authorization 2. Copy Previous Expense Report : To copy a previously created expense report 3. Create New Expense Report from Spend Authorization : To create a new blank expense report linked to a spend authorization To create an expense report: 1. Select one of the required Creation Options. 2. Add details in the Memo, Company (Washington State University), and Expense Report Date fields. 3. Scroll down and complete the business purpose. 4. Review the defaulted Cost Center, Fund, Function and Region fields and update if required. 5. Select the Additional Worktags that will auto-populate the expense lines. 6. Select the OK button. This will route you to the next page to add expense lines in the report.
Create Expense Report (2 of 4) Screenshot of the expense line section. To create an expense report: 7. Select the Add button to add an expense line. 8. Complete the required fields as determined by the individual Expense Item selected. Help text is unique for each expense item.
Create Expense Report (3 of 4) Screenshot of expense report fields. To create an expense report: 9. In the Itemization section, select the Add button. This will open up a separate pop-up window. 10. Complete the required fields as determined by the individual expense item selected. 11. Select the Done button.
Create Expense Report (4 of 4) Screenshot of the attachments from file section. To create an expense report: 12. In the Attachments from File section, select the Select Files button to upload the attachments 13. Select the Submit button to submit the expense report for further approval
Expense Report: Worker Travel (1 of 2) • Initiate: Employee as self • Review: Expense data entry specialist • Approve: Employee as self, Manager, Financial managers, or Expense partner
Expense Report: Worker Travel (2 of 2) • Initiate: Expense data entry specialist • Approve: Employee as self, Manager, Financial managers, or Expense partner
Expense Report: Non-Worker Travel • Initiate: • Approve: Financial managers Expense data entry specialist
Confirming Reimbursements (1 of 2) • I n i t i a t e : E m
Confirming Reimbursements (2 of 2) • Initiate: Expense data entry specialist • Approve: Employee as self, Manager, Financial managers, AFO, Controller, or AP data entry spec
Demonstration 4. 1 Task: create an expense report. Select to view the step-by-step instructions. Duration 5 minutes.
Practice 4. 1 Activity: create an expense report 1. Log in to the Workday system 2. Follow the steps to complete the task Duration 10 minutes
Things to Remember • An Expense Report must be completed in order to report expenses incurred for business travel or for confirming reimbursements • To close out a spend authorization, you must link it to your expense report by choosing the Create a New Expense Report from your Spend Authorization and check the Final Expense Report checkbox
Lesson 4 Summary Now that you have completed this lesson, you should be able to: • Explain the difference between an Expense Report for travel and an Expense Report for confirming reimbursements • Explain how to create an Expense Report for self, worker, and non-worker • Explain the Expense Report approval process for different scenarios
Lesson Five Workday Reports Lesson 5
Useful Reports • Find Expense Reports • My Spend Authorizations • Find Spend Authorizations
Knowledge Check 1 A Spend Authorization is required to submit an Expense Report for out-of-state and foreign travel in Workday. State True or False. a. True b. False
Knowledge Check 1 Answer a. True b. False
Knowledge Check 2 What type of expenses are allowed to be submitted on Expense Reports in Workday? Select all that apply. a. Travel Expenses b. Confirming Reimbursements c. Supplier Invoices d. Only Travel Expenses
Knowledge Check 2 Answer a. Travel Expenses b. Confirming Reimbursements c. Supplier Invoices d. Only Travel expenses
Additional Resources WSU Knowledge Base • Create Spend Authorization - Reference Guide • Create Expense Report - Reference Guide
Course Summary You should now be able to: • Create a Spend Authorization • Assign a Central Travel Account transaction to a worker • Create an Expense Report • List the key Workday reports
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You have successfully completed the Workday Manage Travel & Reimbursements course! Questions? Please contact support. workday. wsu. edu
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