Concept: Effective Dating for Expense Rate Tables

The effective date for an expense rate table is the date that you configure on the rate table for an expense item. You can create effective-dated rate changes without creating new expense items and expense rate tables. Workday sets all expense rate tables created before the effective dating feature release with the effective date of 1900-01-01.

Workday uses the expense rate table based on either:

The transaction date of the expense report line.
The start date of the spend authorization.

You can use an expense item such as mileage from year to year when you create an expense rate table with a new effective date. Each version of an expense rate table must always have the same criteria such as a list of travel cities for per diem rates.

You don't have to maintain multiple versions of expense items when you add an effective date on an expense rate table. When workers create or edit an expense report, they can specify an expense item and Workday determines the correct reimbursement rate based on the transaction date. If you copy an expense rate table, you must link the rate table to its own expense item because you can only use an expense rate table once for each expense item.

Workday displays a history of your updates on the

Effective Date History

tab of the

View Expense Rate Table

report.