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

Create Expense Reports

Configure the
Expense Report Event
 business process and security policy in the Expenses functional area.
You can enable workers to create expense reports:
  • For themselves, including expense reports for specific positions if they hold more than 1 position.
  • On behalf of other workers, including workers who hold more than 1 position.
  1. Access 1 of these tasks:
    • Create Expense Report
      .
    • Create Expense Report for Worker
      .
  2. As you complete the task, consider:
    Option Description
    Expense Report For
    In the
    Create Expense Report
     task, you can only modify this field when you have permission to create expense reports for another worker.
    Creation Options
    Workday doesn't copy:
    • Attachments
    • Expense itemizations
    • Quick expenses
    • Travel booking records
    Position
    Displays when you:
    • Enable expense reporting for workers with multiple positions.
    • Select a worker with multiple positions from the:
      • Pay To
         prompt in the
        Create Expense Report
         task.
      • Expense Report For
         prompt in the
        Create Expense Report for Worker
         task.
    Company on Expense Line
    Available only if your company enables intercompany processing for expense reports.
    Workday populates with the name of the company that you specify for the worker on the expense report header.
    Select a different company to expense individual expense lines and itemizations.
    You can select only from companies that have an intercompany profile with the header company. You can't select a different company if the expense report has:
    • A linked spend authorization.
    • Commitment accounting.
    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.
    Reimbursement Payment Type
    Workday bases the reimbursement payment type on the expense payment elections for an expense payee.
    If an expense payee doesn't configure payment elections, Workday populates the reimbursement payment type based on the payment elections defined by your company.
    Final Expense Report for Spend Authorization
    Select to close the spend authorization after you settle all linked expense reports.
    Workday doesn't close the spend authorization when there's an outstanding cash advance associated with it.
    You can only link spend authorization lines when the expense report isn’t the final expense report for the spend authorization.
    When you enable commitment accounting, Workday liquidates the remaining commitment balance on the spend authorization.
  3. (Optional) On the
    Header
     tab, edit the expense report header details.
  • Create and itemize expense report lines.
  • Set up your custom reports to display worker positions by configuring the
    Worker Position on Expense Report
     field on the Expense Report business object (secured to the
    Public Reporting Items
     domain).