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

Set Up Expense Rate Tables

  • Define the rate table rules that you want to use to evaluate expense items.
  • Security:
    Set Up: Expense Item
     domain in the Expenses functional area.
You can use expense rate tables to determine eligibility and reimbursement amounts for expense items on expense reports.
Examples:
  • Calculate maximum allowable amounts for expense items based on location-specific criteria.
  • Define requirements for mileage and fuel reimbursement amounts.
  • Set up per diem eligibility and specify deductions.
  1. Access the
    Create Expense Rate Table
     task.
  2. Select from these options on the
    Expense Rate Table Type
     prompt:
    Option Description
    Amount
    Use with expense items that can have varying reimbursement amounts. Example: For
    Meal
     reimbursements, specify a different amount for each country you include in the expense rate table rules or criteria.
    Graduated Amount
    Use for reimbursement rates that are based on ranges that apply different amounts.
    Example: For year-to-date mileage reimbursements, specify an amount for mileage accumulated within ranges:
    • Between 1 - 50,000 miles, payees receive 0.43c for each mile traveled.
    • From 50,001 - 75,000 miles, payees receive 25c for each mile traveled.
    Graduated Percent
    Use for reimbursement rates that are based on different percentages of an eligible amount for the ranges you define.
    Example: For per diem reimbursements based on hours, specify:
    • 25% of the full per diem amount for 1 - 4 hours.
    • 50% for 5 - 6 hours.
    • 100% of the per diem amount for 7 - 24 hours.
    Maximum
    Use to specify the maximum amount workers can spend based on the criteria you define in the expense rate table rules or criteria.
    Example: For location-based lodging reimbursements, specify a different maximum amount allowed for each lodging location you define.
  3. Specify an
    Effective Date
     when you can apply the rate table on an expense report or a spend authorization.
    Workday returns a blank
    Effective Date
     value if these dates aren't within the effective date range used by an expense rate table:
    • Transaction date on the expense line.
    • Start date on the spend authorization.
  4. Select a value from the
    Attribute to Evaluate
     prompt.
    Workday multiplies the value from an expense report to calculate and verify against the maximum amount.
    Example: Specify the maximum amount of $125 for a
    Hotel
     expense item and select
    Number of Days
     as the attribute to evaluate.
  5. In the
    Expense Rate Table
     grid, consider:
    Option Description
    Condition Rule or Criteria
    Select a
    Condition Rule or Criteria
     to evaluate the expense item.
    The condition rule or criteria that you specify determines the value that Workday returns.
    Ranges
    (
    Graduated Amount
     and
    Graduated Percent
     only) For this
    Expense Rate Table Line
    , define the valid ranges for the expense item attribute.
    Maximum Amount
    Specify a maximum amount to evaluate an expense item.
    Use a rate table if there are condition rules or criteria for the maximum amount. If there are no other attributes to evaluate, add the maximum amount on the
    Create Expense Item
     task.
When you configure a rate table, it’s available for creating or updating expense items. You can use the base rate table and any adjustment rate table to:
  • Calculate reimbursement rates.
  • Verify the maximum allowable amounts for expenses.
Your company needs multiple per diem reimbursement rates for meals in different countries and currencies. Set up an expense item and rate table for
Meals - International Per Diem
 using the
Amount
 rate table type:
Condition Rule/Criteria
Country
Amount
Currency
Criteria
United Kingdom
50
GBP
Criteria
Germany
60
EUR
Criteria
Czechia
1,360
CZK
Criteria
United States
75
USD
Condition
Other Countries
70
USD
  • To create adjustments for a base rate table, define adjustment rate tables in the
    Create
     or
    Edit Expense Item
     task.
  • To create a new rate table for a different expense item that requires similar rules, select
    Copy
     from the related actions menu of an expense rate table.
    Example: You have a complex rate table for location-based lodging and your company opens a new international office. Copy the
    Lodging
     rate table, specify a name such as
    International Location Lodging
    , and select
    Eur
     as the
    Default Currency
    . You then can modify the rule conditions to calculate this expense item.
  • You can use each rate table for only 1 expense item. This rule applies to both adjustment and base rate tables.