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Administrator Guide
Last Updated: 2023-06-23
Create Per Diem Expense Items for Travel Journals

Create Per Diem Expense Items for Travel Journals

  • Review setup considerations for expense items.
  • Set up base and adjustment rate tables for your child expense item.
  • Security:
    Set Up: Expense Item
     domain in the Expenses functional area.
You can make specific configurations on expense items to designate them as per diem expense items and meet local per diem requirements.
To use per diem items on expense reports, you create 2 expense items and link them together. One expense item acts as the parent item, which you select at expense line level. The other expense item acts as the child item, whose attributes display within a travel journal section on the expense line.
Payees can use travel journals to enter cost breakdowns for their daily travel expenses. Workday then uses the expense data that payees enter, and any associated rate tables, to calculate per diem reimbursements automatically.
  1. Access the
    Create Expense Item
     task.
    1. On the
      Item Name
       prompt, enter a name that discourages payees from selecting the child expense item at expense line level. Example:
      z - do not select - Travel Journal Item - France
      .
    2. In the
      Processing
       section, select these options:
      • Fixed Amount
      • Use Expense Rate Table
    3. Don't select these check boxes:
      • Per Diem
      • Enable Travel Journal
    4. In the
      Expense Item Attributes
       grid, add the attributes that you want to display in the
      Travel Journal
       section on expense reports.
      Child expense items must include any attributes that you set on associated rate tables. Ensure that you also set these attributes as required.
      To ensure that Workday can calculate per diem amounts automatically, add these attributes on parent expense items as required, but not on child items:
      • Arrival Date
      • Arrival Time
      • Departure Date
      • Departure Time
    5. On the
      Rate Tables
       tab, select the base rate table that you want to associate with your child expense item. You can also associate adjustment rate tables with your base table.
  2. Access the
    Create Expense Item
     task again.
    1. As you configure your parent expense item, ensure that you select:
      • The
        Enable Travel Journal
         check box.
      • Your child expense item on the
        Travel Journal Item
         prompt.
      • A travel journal type on the
        Travel Journal Configured as
         prompt.
      • A rounding option on the
        Rounding Option for Hours
         prompt.
    2. In the
      Processing
       section, select the
      Quantity and Per Unit Amount Not Enterable
       check box to inactivate these fields on expense reports. These options don't apply on parent expense items.
    3. On the
      Expense Item Attributes
       grid, add the
      Arrival Date
       and
      Departure Date
       attributes.
Workday generates a
Travel Journal
 section on the expense report line when payees:
  • Select the parent expense item.
  • Enter departure and arrival dates.
On the travel journal, we display the attributes that you configure on the child expense item, but not the child item itself. When payees populate these attributes, Workday calculates reimbursement amounts automatically.
Configure segmented security so that only specific payees can access per diem expense items.