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Administrator Guide
Last Updated: 2023-06-23
Example: Itemize Hotel Expenses Automatically

Example: Itemize Hotel Expenses Automatically

This example illustrates 1 way to configure an expense item so that Workday automatically itemizes hotel charges on expense report lines.
Your expense payees regularly use expense credit cards to pay for hotel charges. During a 2-night hotel stay, your employee uses their credit card for:
  • These nonrecurring charges:
    • Parking for 1 night.
    • 3 meals.
  • These recurring daily charges:
    • Room rate.
    • Room tax.
You want to configure a Hotel expense item that payees can use to itemize the payments on expense report lines.
  1. Access the
    Create Expense Item
     task.
  2. In the
    Summary
     section, specify these values:
    Option
    Description
    Item Name
    Hotel
    Spend Category
    Select.
  3. In the
    Processing
     section, select these options:
    Actual Amount
     from the
    Expense Item Amount Type
     subsection.
    None of the above
     from the
    Expense Item Calculation
     subsection.
  4. In the
    Expense Item Attributes
     grid, add these values:
    Attributes
    Expense Report: Display to User
    Expense Report: Required
    Arrival Date
    Select.
    Select.
    Departure Date
    Select.
    Select.
  5. On the
    Itemization Mapping
     tab:
    1. Select these check boxes:
      • Hotel Expense
      • Automatically Populate Itemization for Level 3 Credit Card Transaction Data
    2. Specify these values on the itemization grid:
      Expense Item
      Itemize Expense by
      Required
      Is Room Rate
      Always Generate Itemization Line
      Product Code
      Meals
      Charge Breakdown
      Leave blank.
      Leave blank.
      Leave blank.
      MasterCard - Restaurant Charges (L-1101)
      Parking
      Charge Breakdown
      Leave blank.
      Leave blank.
      Leave blank.
      MasterCard - Valet Charges (L-1110)
      Room Rate and Tax
      Recurring Daily Charge
      Select.
      Select.
      We automatically select this check box when you select the
      Required
       check box.
      MasterCard - Room Rate (L-1000)
      MasterCard - Room Tax (L-1020)
  6. Click
    OK
    .
  7. Configure security for your expense item.
Workday automatically itemizes hotel charges when expense payees:
  • Create an expense report.
  • Have credit card transactions that include level 3 data that you've mapped to the Hotel expense item.
On the expense report, we display an
Itemization
 section that includes a
Daily Expenses
 subsection that details recurring daily charges. We also display charge breakdowns in a separate subsection beneath the
Itemization
 section.
To review data for automatically itemized hotel expense items, create custom reports and include these report fields from the Expense Report Lines and Itemizations business object:
  • Itemization Includes Lines Created Automatically from Level 3 Transaction Data
  • Itemization Line Created Automatically from Level 3 Transaction Data
Workday doesn't automatically re-itemize a hotel transaction when a user manually modifies the expense item details of an automatically itemized hotel expense. To re-initiate automatic hotel itemization, delete the existing expense report line and re-add the credit card transaction to the expense report.
Workday doesn't automatically itemize hotel expenses when you add an expense item manually. We recommend that you set up expense item defaulting or merchant category codes mapping.