Skip to main content
Documentation
Documentation
Administrator Guide
Last Updated: 2023-06-23
Create Corporate Expense Credit Card Billing Accounts

Create Corporate Expense Credit Card Billing Accounts

  • Security:
    Set Up: Credit Card
     domain in the Common Financial Management functional area.
  • To send remittance files when settling payments for corporate credit card accounts, configure a remittance integration.
  • Include the
    Remittance
     service step on the
    Payment Release Event
     business process. This configuration produces remittance files for corporate credit card accounts.
You can determine how to process:
  • Expense corporate credit card accounts.
  • Credit card transactions for expense payees.
  • Transactions for central travel credit cards.
  1. Configure enhanced security for credit card-related domains ensuring only authorized users can access data related to corporate credit card billing accounts, credit cards, and files.
    You can configure security that:
    • Ensures only users with a role in the company on the billing account or unconstrained roles can access the billing account. If a billing account is empty, only unconstrained users can access the account.
    • Enables you to add a company to a billing account, even if the account already has transactions, provided the account didn’t previously have an associated company.
    • Enables constrained users to add spend categories when creating or updating billing accounts.
  2. Access the
    Create Corporate Credit Card Billing Account
     task.
  3. As you complete the task, consider:
    Option Description
    Account Number
    Enter exactly as it displays in the external file sent from the card issuer.
    If the account number is masked in the file, mask the number in the
    Account Number
     field. Valid characters include X and numerals only.
    Usage
    Select
    Expenses
     to use the credit card transactions for expense reports.
    Payment Responsibility
    Determine the responsible party that pays the card issuer for credit card transactions for expense payees:
    • Corporate
      : The company pays all transactions. If the transactions are personal expenses, the expense payee owes your company money because there’s no reimbursement amount to the expense payee.
    • Individual
      : The expense payee pays all transactions. If a transaction is for business expenses, the company reimburses the expense payee. The reimbursement amount excludes personal expense transactions.
    • Shared
      : The expense payee pays credit card personal expense transactions and the company pays business-related transactions.
    Company
    You can't change the selected company when there are credit card transactions against the credit card.
    ou can add a company to a billing account, even if the account already has transactions, provided the account didn’t previously have an associated company. Workday only allows you to make this change once.
    Electronic Load Only
    Workday recommends that you select this check box to restrict workers from entering credit card transactions manually. If your organization uses both manual entry and electronic file loads to input credit card transactions, reconciliation issues can occur.
    Consider how to manage manual credit card entries before selecting this check box.
    Allow Negative Reimbursable Total
    Select to enable credit card transactions marked as personal to result in a negative reimbursable total for the expense report.
    Pay Worker prior to Expense Credit Card Issuer
    Select to pay workers for expenses they incurred before paying the credit card issuer.
    Pay Unapproved Expense Card Transactions
    Select to:
    • Record the liability at the time of load.
    • Enable your company to pay credit card transactions before they’re expensed on an expense report.
    Only available for corporate credit cards with a payment responsibility of
    Corporate
    .
    Use Company on Credit Card Account for Expense Accounting
    Select to make the company on the credit card account liable to pay the credit card transactions instead of the company on the expense report.
    Only available for corporate credit cards with a payment responsibility of:
    • Corporate
    • Shared
    Self-service Users Can't Close Transactions
    Select to prevent workers from closing their assigned credit card transactions using the
    Edit My Expense Transactions
     task.
    Enable Editing on the Date Field on Expense Report Lines with Credit Card Transactions
    Select to help prevent merchant processing delays from causing date discrepancies on expense reports.
    Produce Remittance File
    Select to enable remittances for the billing account. Work with your financial institution to configure the:
    • Country
    • Currency
    • Load Number
    • Market Code
    • Payment Identifier
    The remittance file generated from the integration system provided in the Remittance Integration System includes these configured values.
    Load Number
    Enter the load number that AMEX provides.
    Settlement Bank Account
    If you remit payments directly to the card issuer or bank, provide payment details and bank account information for settlement.
    Remittance Integration System
    Select the integration system to generate remittance files for this billing account.
    Payment Identifier
    Provide the Deposit ID, CID, Load Number, or any other string that is specific to your financial institution and required in your Workday payment connectors.
  • Create credit card accounts for expense payees.
  • Create central credit cards for centrally billed corporate card programs.
  • Set up accounting for negative reimbursable expense reports.
  • Create intercompany profiles.