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Administrator Guide
Last Updated: 2023-06-23
Example: Create Distance-Based Expense Items

Example: Create Distance-Based Expense Items

This example illustrates 1 way to configure distance-based expense items so you can calculate reimbursement amounts automatically on expense reports.
Members of your sales team drive to different office locations frequently. To control spend and ensure compliance, you want to configure distance-based expense items to calculate reimbursements automatically for distances traveled.
You also want to:
  • Capture when estimated and actual distances differ, such as when payees take alternate routes because of traffic diversions.
  • Deduct daily commute distances from distances traveled.
  1. Access the
    Innovation Services Opt-In
     task.
    1. On the
      Available Services
       tab, select the Financials category.
    2. In the
      Financials
       grid, select the check box for the
      Distance Calculation for Expenses
       service.
    3. Click
      OK
       and
      Done
      .
      You might need to take additional steps to enable this feature depending on your organization's subscription service agreement. For more information, see this Community article.
  2. Access the
    Create Expense Rate Table
     task.
    1. Specify these values:
      Option
      Description
      Expense Rate Table Type
      Amount
      Effective Date
      The current date.
    2. Click
      OK
      .
    3. Specify these values:
      Option
      Description
      Expense Rate Table Name
      Distance-Based Expenses for Sales Team
      Default Currency
      USD
      Attribute to Evaluate
      Distance to Expense
    4. In the
      Amounts
       grid, enter
      0.625
       in the
      Amounts
       field.
    5. Click
      OK
      .
  3. Access the
    Create Expense Item
     task.
    1. In the
      Processing
       and
      Summary
       sections, specify these values:
      Option
      Description
      Item Name
      Driving Expenses
      Spend Category
      Select.
      Expense Item Amount Type
      Fixed Amount
      Expense Item Calculation
      Use Expense Rate Table
    2. On the
      Rate Tables
       tab, select
      Distance-Based Expenses for Sales Team
       from the
      Base Expense Rate Table
       prompt.
    3. On the
      Distance Calculation
       tab, specify these values:
      Option
      Description
      Require Distance Calculation Attributes on Expense Reports
      Select.
      Unit of Measure for Distance
      Miles
      Trip Distance Including Diversions
      One-Way Daily Commute Distance
      Round Trip
      Select the
      Enable for Expense Reports
       check box for each of these attributes.
    4. Click
      OK
      .
On expense report lines, Workday uses Google Maps to determine estimated distances when payees:
  • Select the
    Driving Expenses
     expense item.
  • Enter origin and destination addresses on the expense item.
To calculate reimbursement amounts, Workday uses the calculated distance to expense and multiplies it by rates from the associated rate table. Payees can also enter trip distances different from the estimated distances that Google Maps provides.
  • Configure segmented security to restrict the availability of distance-based expense items.
  • To review data for distance-based expenses, create custom reports and include report fields from these business objects:
    • Expense Attributes Entered
    • Expense Report Line