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Administrator Guide
Last Updated: 2023-06-23
Steps: Set Up Expense Credit Cards

Steps: Set Up Expense Credit Cards

You can:
  • Create billing accounts for corporate credit cards.
  • Implement integration systems to load transaction files for the credit card formats that Workday supports.
  1. Create or update worker corporate credit card information.
  2. Configure enhanced security for credit card-related domains to ensure only authorized users can access data related to corporate credit card billing accounts, credit cards, and files.
  3. Map card issuer MIS or MCC codes to expense items, so Workday can populate their values on the expense item when workers create expense reports.
  4. Configure the currency exchange rates and define cross-rates for 1 or more currency pairs. The dates of the currency exchange rates must include historical rates with dates before the earliest transaction date you want to load.
  5. (Optional) Associate a liability account with the
    Credit Card Payable
     account posting type.
    Perform this step if you:
    • Select corporate or shared payment responsibility for corporate card billing accounts.
    • Use Workday Financial Management to generate journals.
    Select the
    Default Ledger Account
     for the
    Credit Card Payable
    Account Posting Type
    .
  6. Load credit card transactions and cardholder listing files from your card issuer into Workday.
  7. Request that the card issuer or bank provide transaction files in a format that Workday supports.
    Workday matches credit card transactions to expense payees based on cardholder IDs in transaction files.
  8. (Optional) Configure your inbound Visa or Mastercard integrations to generate remittance data.
  9. Launch the integration and view its status.
Workers can create expense reports and include credit card transactions. If workers create their own expense reports, Workday displays all available credit card transactions. You can configure the corporate card billing definition to enable workers to enter credit card transactions on their expense reports manually.
For personal-responsibility credit cards, transactions are reimbursable. The company isn't liable for transactions incurred on the corporate card billing account.
For corporate-responsibility credit cards, transactions aren't reimbursable because the company is liable. You pay transactions directly to your card issuer.