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Administrator Guide
Last Updated: 2023-06-23
Set Up Airlines, Hotels, and Car Rental Agencies

Set Up Airlines, Hotels, and Car Rental Agencies

  • Configure expense items with the corresponding expense item attributes.
  • Security:
    Set Up: Expense Item
     domain in the Expenses functional area.
You can configure airlines, hotels, and car rental agencies to help manage travel spend for your organization.
If you download expense integration files, you can configure the codes and alternate names to match the names you define for:
  • Airlines.
  • Hotels.
  • Car rentals.
  1. Access these tasks:
    • Maintain Airlines
    • Maintain Hotels
    • Maintain Car Rental Agencies
  2. Enter each new airline, hotel, or car rental agency in the
    Name
     field.
  3. (Optional) If you use credit card transaction integration files, select the unique corresponding 4-digit Merchant Category Code (MCC) from the
    Merchant Code
     prompt to ensure the most accurate match.
  4. (Optional) Enter 1 or more alternate names your workers use to find this expense item. Use a comma to separate multiple alternate names for an expense item.
    Alternate names enable Workday to use smart matching to find and match names from integration files to the names you define.
    If you download travel booking record files, Workday recommends that you set up the global 2-letter travel merchant code as an alternate name for each merchant. Your travel booking inbound data automatically will map to the merchants you define.
When workers select credit card transactions and travel booking records in expense reports, Workday populates matched expense item details for:
  • Airlines.
  • Hotels.
  • Car rental agencies.