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Administrator Guide
Last Updated: 2023-06-23
Concept: Trip-Based Experiences

Concept: Trip-Based Experiences

This feature is part of the
Expense Management
 subscription, which is separate from the standard
Expenses
 subscription.
When you purchase Expense Management, Workday automatically creates trips from credit card transaction data by recognizing airfares and the inbound and outbound flight dates to populate the trip's start and end dates. You can also configure Workday to display a link in the Expenses Hub to your chosen third-party travel site.
This feature:
  • Streamlines your expense reporting by organizing expenses based on travel dates.
  • Helps you adhere to company policies.
  • Makes it easy to view total trip costs and details.
  • Provides insight into your travel spending.
  • Reduces manual effort by providing a direct link from Workday to your preferred third-party travel booking tool.
Automatic Trip Creation
You don’t need to feed external travel booking records into Workday to generate trips and Level 3 credit card data isn’t required for trip creation. Workday automatically creates a trip when a credit card transaction contains:
  • A departure and arrival date.
  • A merchant category code for airfare.
  • An amount greater than 0.
If a credit card is configured as a Purchasing Card instead of an Expense Card, Workday won’t create trips.
The trip modifies related draft expenses data such as worktags and destination. Workday then displays a trip card under Recent Trips on the Overview section of the Expenses Hub.
This card summarizes your trip and its associated expenses, displaying the:
  • Trip name. Example: London.
  • Trip Date range. Example: Oct 26, 2024 - Oct 29, 2024.
  • Total amount.
  • Number of transactions. Example: 6 Transactions.
  • Destination. Example: San Francisco.
  • Primary Worktags. Example: Internal Project.
  • A link to view a trip expenses report.
  • A related action which allows you to update the trip details.
This feature enables you to view all expenses for a given trip regardless of status and mass update trip expenses. Workday displays primary worktags and includes a link to the trip expenses report. You can use the trip card's related actions menu to view and update the trip details.
You can configure the Overview page of the Expenses Hub to display a section with links to the external travel tools your organization uses. You can customize the section name.