Concept: Expense Management

The

Expense Management

subscription provides automated workflows that use real-time data to streamline how you manage expenses. This includes automatic creation of expenses, real-time matching of receipts and credit card transactions, and enhanced real-time reporting capabilities.

Expense Management

is a separate subscription from the existing

Expenses

subscription. When you purchase the

Expense Management

subscription, you have full access to both

Expense Management

features and the original

Expenses

features. If you're already an

Expenses

customer, you can keep your existing workflows and rules but you must purchase the

Expense Management

subscription to access the automated features.

Automated Expense Management

With the new

Expense Management

subscription, Workday automatically:

Creates an expense report when it loads a credit card transaction or when the user uploads their first receipt.

Matches receipts to card transactions and merges the data onto the expense report line.

Creates trips based on airfare card clearing data and groups related expenses on or between flight dates, including default Worktags and destination fields.

Manual Expense Management

When receipt or credit card transaction automation isn't possible, we enable you to manually create expenses. You can click the

Create Expense

button on the new

Expense Activity

page to select an expense item and enter the expense date before Workday creates the expense line.

You can only select expense items that are assigned to you.

Workday then:

Creates a new expense report line, assigned to the user’s latest draft expense report or a newly created one if none exist.

Enables you to enter remaining information on the

Expense Details

page.

The expense item is pre-selected. For actual amount expenses, the default amount is zero and the default currency is based on the user's profile.

Workday automatically selects Yes
on the

Paid with Corporate Credit Card

prompt only when a user meets both of these criteria:

They don’t have a corporate card enrolled in the credit card authorization feature.

They select an expense item that isn’t a fixed amount.

When automated matching fails, we enable you to manually merge duplicate expenses on the

Expense Activity

page by linking receipts to credit card transactions.

Mobile

You can configure Workday to send instant mobile notifications to employees when they use their corporate card. Workday provides a faster, more reliable receipt capture experience by improving edge detection, auto-capture, perspective correction, and overall image quality.

Reporting

The

Credit Card Authorizations

report data source available with the

Company

Processing Worker

, and

Worker

prompts, enables expense and credit card administrators and reporting analysts to track real-time spend from authorizations.

The

Expense Report Line Status

report field enables you to report on the current status of expense lines on the