Steps: Set Up Expense Items
- Review setup considerations for expense items.
- Set up the expense rate tables that you plan to use with expense items.
- Set up worktags at expense report and spend authorization transaction level.
You can create expense items to define the transactions that payees make on expense reports and spend authorizations. You can link rate tables to expense items so that Workday calculates reimbursement amounts automatically. Example: You can calculate reimbursement amounts based on the rates that you set for different travel destinations.
- (Optional) Access theMaintain Expense Policy Groupstask.Create expense policy groups so that you can associate them with expense items. You can then assign policy groups to security segments to restrict expense item availability.Security:Set Up: Expense Itemdomain in the Expenses functional area.
- (Optional) Access theMaintain Expense Item Grouptask.Create expense item groups to organize expense items into subcategories on expense transactions.Security:Set Up: Expense Itemdomain in the Expenses functional area.
- (Optional) Configure Related Worktags.SelectExpense Itemas your worktag type and add related worktags on theAllowed Worktag Typesgrid. You can then capture additional data at expense line level for more detailed accounting and reporting.Security:Set Up: Enable Worktagsdomain in these functional areas:
- Common Financial Management
- Worktags
- (Optional) Access theEnable Configurable Expense Item Attributestask.To capture company-specific information, you can customize up to 5 of some types of expense item attributes.Security:Set Up: Expense Itemdomain in the Expenses functional area.
- (Optional) Create values for the Workday-delivered attributes that you want to add on expense items. Example: Create a list of airlines that payees can select from on theAirlineattribute.
- Configure security for expense items.
From the related actions menu of expense items, select to create new expense items with similar details. Example: You can create multiple versions of expense items for different years.