Concept: Process Flow of Expense Credit Card Transactions

Your company loads the file containing credit card transactions into Workday from the credit card issuer. The administrator reviews the credit card transactions from the file and corrects errors. If you use American Express GL1205 file formats, administrators also review and correct expense payee data from Cardholder Listing File transactions.

When creating expense reports, workers review the transactions loaded from their company credit cards and select transactions to include in their report. Workers can also associate worktags with expense report lines, including credit card lines. When you create the corporate card account, you can permit workers to add credit card expenses manually to expense reports. For accurate accounting when workers manually add credit card expenses, Workday requires the billing currency to match the:

Transaction currency.
Reimbursement currency of the expense report.

When expense reports are complete, workers submit them for approval. If a reviewer sends an expense report back to the creator for revision, the worker needs to edit the expense report and resubmit it for approval.

When approved, the settlement specialist settles the expense report even if the reimbursement amount is zero. Then, the expense payable pays the expense payee for reimbursable transactions, based on the payment responsibility that's set on the billing account for the corporate credit card.

Workday provides an enhanced expense credit card-related security feature. This feature provides improved security and more granular control over your credit card related data, ensuring only authorized users can access data related to:

Corporate credit card billing accounts.
Credit cards.
Credit card transactions.
Files.

You can access credit card transactions through either:

Unconstrained security.
A role in a company associated with the credit card billing account.
A role in a company associated with the expense report containing the transaction.
A role in a company associated with the expense payee who owns the transaction.
A role in an organization associated with central travel card transactions.

However, you won't be able to view details of credit card transactions in the

Create Expense Report for Worker

task if you don’t have the appropriate permissions. You can still add the credit card transactions and view details in an expense report.