Skip to main content
Documentation
Documentation
Administrator Guide
Last Updated: 2023-06-23
Concept: Expense Report Workflow

Concept: Expense Report Workflow

Submit Expense Reports

Workers can create, edit, and submit expense reports. With proper security, Managers can also create and submit expense reports on behalf of pre-hires, other workers, and nonworkers. Workday enables you to change expense reports until they’re paid or pending payment. These roles perform different actions on expense reports:
Role
Action
Description
Workers
Creates or edits expense reports.
Workers can create or edit expense reports.
Expense Data Entry Specialists
Creates expense reports for workers.
This role can create expense reports on behalf of other workers.
Expense Data Entry Specialists can override a worker's payment election for expenses.
Expense Data Entry Specialists
HR Partners
Managers
Recruiters
Creates expense reports for candidates or pre-hires.
These roles can create expense reports for candidates or pre-hires, depending on the:
  • Security access that you configure.
  • Supervisory organizations that candidates or pre-hires are in consideration for.
Expense Data Entry Specialists
HR Partners
Managers
Creates expense reports for nonworkers.
These roles can create expense reports for nonworkers depending on whether they have view and update access to data for:
  • Candidates.
  • External committee members.
  • Students.

Review, Approve, or Deny Expense Reports

Once you submit expense reports, Workday routes the expense report to managers for review and approval. When you configure your
Expense Report Event
 business process with:
  • Send back lines steps, managers can approve or deny individual lines on expense reports.
  • Review or approve steps, managers can approve or deny entire expense reports.
When you:
  • Send back individual lines, Workday creates and routes the child expense report with the sent back lines to the initiator for correction and resubmission. The parent expense report, with the approved lines, moves on in the business process until final approval.
  • Send back expense reports, Workday routes the expense reports back to the initiator for correction and resubmission.
  • Deny expense reports, the business process ends, and workers must create new expense reports for submission.

Pay Expense Report

Expense settlement specialists can pay approved expense reports using Workday settlements.
Workday determines how workers receive payment for an expense report based on their payment elections. Workday displays the type of payment that you specify as
Payment Type
 in all the Pay Expense Report pages. The default payment method for paying expense reports is
Check
.