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Administrator Guide
Last Updated: 2023-06-23
Itemize Expense Lines

Itemize Expense Lines

  • Create expense report lines.
  • Configure the
    Expense Report Event
     business process and security policy in the Expenses functional area.
You can itemize expense lines to include and track more detailed costs.
  1. Access the expense report to which you want to add lines.
  2. As you complete the
    Itemization
     section, consider:
    Option Description
    Per Unit Amount
    Enter the amount for 1 unit in this itemization if this field is enterable. You can enter different amounts in each itemization.
    Tax Amount
    For expense reports with VAT, Workday calculates the tax amount from the tax code and tax applicability for the expense item.
    Personal
    Workday deducts personal expenses from the reimbursement total on the expense report header.
    Company
    Available only if your company enables intercompany processing for expense reports.
    Select a different company than the company on the header to expense the itemization to.
    You can't change the
    Company
     if:
    • The itemization is a personal expense.
    • The expense report has a linked spend authorization or commitment accounting.
    • The
      Company
       has an associated Capital Project worktag.
    Worktags
    Select worktags to account for this itemization separately from the other line itemizations, such as business units, customers, and cost centers.
    For billable expenses, you can select worktags to associate it with, such as a project or customer.
    Tax Code
    For expense reports with VAT, Workday populates the tax code from the
    Travel Country
    . If the expense item doesn't include the travel country attribute, select the tax code for each itemization.
    Total Amount
    Workday multiplies the quantity by the per unit amount to calculate the total amount.
    Billable
    Select if the itemization line is billable to a project or customer.
    Click
    Add
     to include additional itemizations.
    The itemization fields use the required attributes for the expense item. Example: The
    Meals w/Guests
     expense item requires entries for the
    Attendees
     and
    Number of Persons
     fields.
    If your organization supports level 3 credit card transaction data, Workday displays a green check mark icon on the expense line with the transaction that contains level 3 data. Additionally, if you enable automatic hotel itemization then Workday automatically populates itemization lines with level 3 data from hotel stays.
Workday displays certain expense line details, such as
Worktags
, on the itemization line to track the granular details at the itemization level. To view all itemization details of the expense line, click
Edit
 or
View Details
 in the
Itemization
 section.
Workday drives the accounting from the expense line itemizations instead of the expense lines to provide greater visibility when:
  • Generating reports.
  • Reviewing spend analytics.
A hotel bill contains nonreimbursable items, such as a gift shop purchase. You can itemize the gift shop transaction on the hotel bill and separate personal amounts from reimbursable expenses.
Your airfare expense for business travel includes a conference site visit and a sales presentation. Your organization has 2 separate cost centers for these expense types, so you:
  • Use 2 itemizations for the line.
  • Select the appropriate worktags for each itemization line.