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Administrator Guide
Last Updated: 2023-06-23
Steps: Enable Workers to Create Expense Reports for Nonworkers

Steps: Enable Workers to Create Expense Reports for Nonworkers

  • Set up expense reporting.
  • Review setup considerations for nonworker expense reports.
You can enable workers to create and submit expense reports on behalf of these nonworker types as they don't typically have access to Workday:
  • Candidates.
  • External committee members (ECMs).
  • Students.
  1. Add workers to the
    Process: Expense Reports
     domain in the Expenses functional area and 1 or more of these domains so they can create expense reports for nonworkers:
    Nonworker
    Domains
    Candidate
    Candidate Data: Candidate Expenses
     in the Recruiting functional area.
    ECM
    Committees: View
     in the Organizations and Roles functional area.
    Student
    For matriculated students, these domains in the Student Core functional area:
    • Student Data: Student ID
    • Student Data: Student Profile
    For external students:
    • External Student Data: Student ID
       in the Personal Data functional area.
    • External Student Data: Student Public Reports
       in the Staffing functional area.
  2. Configure which nonworker types display on the
    Create Expense Report for Non-Worker
     task by enabling access to the
    Expense Payee Type
     security group segment.
  3. Use these report fields to route nonworker expense reports to specific reviewers and approvers:
    • Expense Report Pay To is Candidate
    • Expense Report Pay To is External Committee Member
    • Expense Report Pay To is Student
  4. (Optional) Access the
    Maintain Worktag Usage
     report.
    In the
    Expense Report
     section, enable the Job Requisition worktag type to select
    Job Requisition
     worktags manually on these tasks:
    • Create Expense Report
    • Create Expense Report for Non-Worker
      : ECMs and students only
    • Create Expense Report for Worker
    When you add nonworkers on the
    Attendees
     prompt on these tasks, you can use the
    Job Requisition
     worktag to associate attendee expenses with job requisitions. Example: You create an expense report for an employee lunch that a candidate also attends.
    Workday always automatically includes
    Job Requisition
     worktags on journal lines for candidate expense reports that you create on the
    Create Expense Report for Non-Worker
     task. You can't remove these worktags as they help ensure accurate accounting and reporting.
    Security:
    Set Up: Enable Worktags
     domain in these functional areas:
    • Common Financial Management
    • Worktags
  5. Create custom filters for the settlement runs that you make for nonworkers.
  6. (Optional) Access the
    Reassign Expense Credit Card Transactions
     task.
    Reassign credit card transactions to nonworkers to include the transactions on their expense reports.
    Security:
    Process: Credit Card
     domain in the Common Financial Management functional area.
  • Add expense payments on payment elections for nonworkers.
  • Create nonworker expense reports and itemize expense lines.