Skip to main content
Documentation
Documentation
Administrator Guide
Last Updated: 2023-06-23
Example: Create Per Diem Expense Items for 24-Hour Period Travel Journals

Example: Create Per Diem Expense Items for 24-Hour Period Travel Journals

This example illustrates how to configure travel journals that are based on 24-hour periods, enabling you to calculate per diem reimbursements for expense payees.
Rachel is traveling on a business trip from Helsinki to Dublin on February 1 at 13:00 and will arrive back on February 3 at 19:40. You want to configure a per diem expense item for European travel to calculate her reimbursement values automatically, allocating:
  • 50 EUR for each complete 24-hour travel period.
  • 35 EUR for travel periods that range from 10 and up to 24 hours.
  • 0 EUR for days including fewer than 10 hours of travel.
Security:
Set Up: Expense Item
 domain in the Expenses functional area.
  1. Access the
    Create Expense Rate Table
     task.
  2. Specify these values:
    Option Description
    Expense Rate Table Type
    Amount
    Effective Date
    Select the current date.
  3. Click
    OK
    .
  4. Specify these values:
    Option Description
    Expense Rate Table Name
    European Travel - Fixed Amount
    Default Currency
    EUR
    Attribute to Evaluate
    Number of Hours
  5. In the
    Amounts
     grid, enter:
    Condition Rule or Criteria
    Amount
    Currency
    Leave blank.
    50
    EUR
  6. Click
    OK
    .
  7. Access the
    Create Expense Rate Table
     task again.
  8. Specify these values:
    Option Description
    Expense Rate Table Type
    Graduated Percent
    Effective Date
    Select the same date set on the
    Amount
     rate table.
  9. Click
    OK
    .
  10. Specify these values:
    Option Description
    Expense Rate Table Name
    European Travel - Graduated Amount
    Attribute to Evaluate
    Number of Hours
  11. In the
    Graduated Percentages
     grid, enter these values within the same condition rule:
    Condition Rule or Criteria
    Start of Range
    End of Range
    Percent
    Leave blank.
    0
    9
    100
    10
    23
    30
  12. Click
    OK
    .
  13. Access the
    Create Expense Item
     task.
    Create a child expense item that contains the expense item attributes that Rachel needs.
  14. Specify these values:
    Option Description
    Item Name
    z - do not select - Travel Journal Item - European Travel
    Spend Category
    Business Travel
    Expense Item Amount Type
    Fixed Amount
    Expense Item Calculation
    Use Expense Rate Table
  15. In the
    Expense Item Attributes
     grid, add a row with these values:
    Option Description
    Attributes
    Number of Hours
    Expense Report: Display to User
    Select.
    Expense Report: Required
    Select.
  16. In the
    Rate Tables
     tab, select
    European Travel - Fixed Amount
     from the
    Base Expense Rate Table
     prompt.
  17. Add this row in the
    Adjustment Rate Tables
     grid:
    Option Description
    Add/Subtract
    Subtract
    Adjustment Expense Rate Table
    European Travel - Graduated Amount
  18. Click
    OK
    .
  19. Access the
    Create Expense Item
     task again.
    Create a parent expense item that Rachel can select to enable the
    Travel Journal
     section on her expense report.
  20. In the
    Summary
     section, specify these values:
    Option Description
    Item Name
    European Travel
    Spend Category
    Business Travel
    Per Diem
    Select.
    Enable Travel Journal
    Select.
    Travel Journal Item
    z - do not select - Travel Journal Item - European Travel
    Travel Journal Configured as
    24-Hour Periods
    Rounding Option for Hours
    Round up
  21. Add these rows in the
    Expense Item Attributes
     grid:
    Attributes
    Expense Report: Display to User
    Expense Report: Required
    Arrival Date
    Select.
    Select.
    Departure Date
    Select.
    Select.
    Arrival Time
    Select.
    Select.
    Departure Time
    Select.
    Select.
  22. Click
    OK
    .
Workday generates a 24-hour period travel journal when Rachel:
  • Selects the
    European Travel
     expense item on her expense report.
  • Populates dates and times for her departure and arrival.
Workday evaluates these dates, times, and hours, and allocates these per diem amounts:
Start Date
Start Time
End Date
End Time
Number of Hours
Per Diem Amount
February 1
13:00
February 2
13:00
24
50 EUR
February 2
13:00
February 3
13:00
24
50 EUR
February 3
13:00
February 3
19:40
7
0 EUR
Configure segment-based security to unrestrict the
European Travel
 and
z - do not select - Travel Journal Item - European Travel
 expense items for expense payees.