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Last Updated: 2023-06-23
Example: Create Per Diem Expense Items for Calendar Day Travel Journals

Example: Create Per Diem Expense Items for Calendar Day Travel Journals

This example illustrates how to configure travel journals that are based on calendar days, enabling you to calculate per diem reimbursements for expense payees.
Matt is traveling on a business trip from Paris to Berlin on July 1 at 6:00 and will arrive back on July 3 at 9:40. You want to configure a per diem expense item for European travel to calculate his reimbursement values automatically, allocating:
  • 60 EUR for whole days of travel that include an overnight stay.
  • 40 EUR for days of travel that range from 10 hours up to, but less than, 24 hours.
  • 0 EUR for days that include 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.
    60
    EUR
  6. Click
    OK
    .
  7. Access the
    Create Expense Rate Table
     task again.
  8. Specify these values:
    Option Description
    Expense Rate Table Type
    Graduated Amount
    Effective Date
    Select the same date set in the
    Amount
     rate table.
  9. Click
    OK
    .
  10. Specify these values:
    Option Description
    Expense Rate Table Name
    European Travel - Deduction for Partial Day
    Default Currency
    EUR
    Attribute to Evaluate
    Number of Hours
  11. In the
    Graduated Amounts
     grid, enter these values within the same condition rule:
    Condition Rule or Criteria
    Start of Range
    End of Range
    Amount
    Currency
    Leave blank.
    0
    9
    60
    EUR
    10
    23
    20
    EUR
  12. Click
    OK
    .
  13. Access the
    Create Expense Item
     task.
  14. Specify these values to create a child expense item that contains the expense item attributes that Matt needs:
    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 - Deduction for Partial Day
  18. Click
    OK
    .
  19. Access the
    Create Expense Item
     task again.
  20. In the
    Summary
     section, specify these values to create a parent expense item that Matt can select on the
    Travel Journal
     section of his expense report:
    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
    Calendar Days
    Rounding Option for Hours
    Round down
  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 calendar-day travel journal when Matt:
  • Selects the
    European Travel
     expense item on his expense report.
  • Populates dates and times for his departure and arrival.
Workday evaluates these dates and hours, and allocates these per diem amounts:
Departure Date
Number of Hours
Per Diem Amount
July 1
18
40 EUR
July 2
24
60 EUR
July 3
9
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.