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

Create Expense Lines

  • Create expense items.
  • Create expense reports for worker, nonworker, or pre-hire.
  • Configure the
    Expense Report Event
     business process and security policy in the Expenses functional area.
When you create expense lines, you can specify details and attach files and mobile images to support expense transactions.
  1. Access the expense report to which you want to add lines.
  2. From the
    Expense Lines
     tab, click
    Add
     to select the type of expense to include on the expense line.
  3. (Optional) Add attachments to expense lines.
  4. As you complete the task, consider:
    Option Description
    Currency Rate
    Available only when you change the currency.
    Workday uses the most recent currency exchange rate for the currency rate type. You can manually override the populated currency rate.
    If you download the line details from an electronic credit card transaction, Workday uses the exchange rate from the transaction for the expense line.
    Converted Amount
    Available only when you change the currency.
    The
    Converted Amount
     is the reimbursable amount in the converted currency. Workday multiplies the
    Total Amount
     by the
    Currency Rate
    .
    Workday uses the configured
    Default Currency
     from the tenant instead of
    Currency Rate
     to calculate the reimbursable amount if you:
    • Overwrite the currency rate.
    • Configure a
      Maximum Amount
       value on an expense rate table.
    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 line to.
    You can't change the
    Company
     if:
    • The expense line is a personal expense.
    • The expense report has a linked spend authorization or commitment accounting.
    • The
      Company
       has an associated Capital Project worktag.
    Worktags
    Use worktags as keywords to more easily classify and find transactions. Configure the allowed worktag types on the
    Maintain Worktag Usage
     task. When you select a worktag type that has related worktags, Workday automatically populates transactions with the related worktag values.
    If enabled for the expense item, you can manually override the related worktags and select from a list of configured values.
    For billable expenses, you can select worktags to associate it with, such as a project or customer.
    Item Details
    When entering multiple lines on an expense item rate table with accumulators, Workday accumulates amounts from the rate table lines and adds them to the expense item total.
    Tax Code
    Available only when you select the
    Enable Tax
     check box.
    Workday uses the tax rules you define for a country to populate the tax code based on either the
    Travel Region
     or
    Country
    . Change the tax code when necessary to ensure the right tax amount for the line and match the receipt.
    If the selected item doesn’t include the travel region or country attribute, manually select the tax code.
    Tax Amount
    Available only when you select the
    Enable Tax
     check box.
    Workday uses the
    Total Amount
     to calculate tax based on the tax code and tax applicability associated with the expense item.
    The
    Total Amount
     and the
    Tax Code
     determine the
    Tax Amount
     on the expense line.
    If the
    Tax Amount
     doesn't match the receipt, the reviewer can correct it.
    Billable
    Select if the expense line is billable to a project or customer.
When you create a new expense line or click out of the current line, Workday:
  • Saves the current expense line details.
  • Updates the expense report header totals and saves it.
Itemize expense report lines.