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Administrator Guide
Last Updated: 2023-06-23
Set Up Expense Accumulators

Set Up Expense Accumulators

  • Set up the
    Graduated Amount
     or
    Graduated Percent
     rate tables that you plan to add on your expense items. See: Set Up Expense Rate Tables.
  • Security:
    Set Up: Expense Item
     domain in the Expenses functional area.
You can add an accumulator on an expense item to track reimbursement amounts as they accumulate over a specified time frame. When payees use an expense item with an accumulator, Workday checks the accumulated amount and calculates reimbursement using rates from the associated rate table.
You can use accumulators for whole calendar months or years. You can also set custom start dates to align accumulators with company-specific schedules, such as a fiscal year that begins on February 1 instead of January 1.
Example: You add an accumulator on your
Distance Traveled
 expense item. Workday checks the accumulator each time the payee uses the expense item, and calculates reimbursement using your defined rate table ranges:
  • 0.70 USD for each of the first 5,000 miles.
  • 0.50 USD for each mile between 5,001-10,000 miles.
  • 0.35 USD for each mile that exceeds 10,000 miles.
  1. Access the
    Create Expense Item
     or
    Edit Expense Item
     task.
  2. In the
    Processing
     section, select:
    • Fixed Amount
    • Use Expense Rate Table
  3. On the
    Rate Tables
     tab, select an accumulator type from the
    Expense Accumulator
     prompt.
    We reset the accumulated amount on an expense item when you change the attribute to evaluate on its associated rate table. When you want to change the attribute to evaluate, we recommend creating a new expense item instead of editing an existing item that's using an accumulator.
  4. If you select an accumulator with a custom start date, enter a start date on the
    Accumulator Start Date
     field.
The expense item amount starts accumulating from the date that you specify. The accumulated amount resets to zero from the beginning of the next period, such as the first date of the next calendar month or year.