Concept: Automated Receipt and Credit Card Matching

Workday provides real-time matching of receipts and credit card transactions to streamline the expense creation and submission process. By automatically matching and merging data, Workday reduces manual effort for cardholders and minimizes the risk of duplicate expense reimbursements.

Workday enables an automated experience that detects matches between credit card transactions, quick expenses, and uploaded receipts. When Workday detects a match, it merges the data and populates the information on the relevant expense report lines.

When users are initially added to the new

Expense Management

subscription, both their credit card transactions and quick expenses will be automatically added to their most recently created expense report that’s in

Draft

status. Workday automatically matches transactions while retaining key user inputs including user selected expense items and memos. If no draft expense report exists, Workday creates one automatically based on the default settings for creating expense reports.

The initial process upon opt-in may take up to 2 hours. Once the initial process completes, all new transactions follow the same process in real-time.

Workday automatically matches uploaded receipts to incoming credit card transactions and merges the data onto a single expense report line. When you first opt in to this functionality, Workday automatically creates expense report lines for matching credit card transactions and quick expenses that are already in the payee's backlog.

Matching allows for total amount differences of $+/-10\%$ and transaction date differences of $+/-1$ day between the credit card transaction and the receipt.

Example: A credit card transaction has a total amount of 110 USD and therefore has a matching range of between 99 USD and 121 USD. The associated expense report line has a total amount of 100 USD. As the total expense report line amount falls within the +/-10% range, an automatic match and merge still occurs.

Workday might prevent a match when:

The expense report line is using a restricted expense item. Examples: The expense item is inactive or uses segmented security.
You didn't select the
Paid with Corporate Card
check box on the expense report line.
You selected a specific credit card on the expense report line but paid for the expense with another credit card.

Workday might unmatch a previously match and merge when you:

Cancel the expense report.
Delete the credit card transaction from the expense report line.
Delete the expense report line.

If Workday unmatches an automatic match and merge, we move the credit card transaction to your backlog. You can then rematch manually.

Status	Description
Review Match	The expense requires the user to confirm that the automatic receipt matching is correct.
Information Needed	The expense has additional input requirements before it can be submitted.
Ready to Submit	The user has provided all necessary information and can submit the expense for approval.
Awaiting Transaction	Workday is waiting for the: Related credit card transaction associated with the receipt to arrive. Related credit card transaction clearing data associated with the credit card authorization to arrive.

Workday currently only supports a maximum of 1 attachment (receipt) for each expense. To ensure Workday only processes relevant data, recommend that payees clear obsolete transactions and receipts from their backlog before you subscribe to

Expense Management

.

Expense Management

doesn’t currently support tax defaulting, per diem, or rate table-based expenses.