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Administrator Guide
Last Updated: 2023-06-23
Create Travel Profiles

Create Travel Profiles

  • Create expense item attributes.
  • These security domains in the expenses functional area:
    • Process: Expense Report
      .
    • Self Service: Expense Report
      .
You can specify travel preferences and vehicle information for workers, which Workday then populates in expense item attributes on:
  • Expense reports.
  • Spend authorizations.
  1. Access the
    Create Travel Profile
     task and select a worker.
    Self service users can create and edit travel profiles using the
    Create Travel Profile
     task in the
    Expenses Hub
    , or from the related actions on their worker profiles.
    Self service users can create travel profiles if they have access to both:
    • The
      Self Service: Expense Report
       domain in the expenses functional area.
    • The
      Travel Profile
       in the Expenses Hub.
  2. Specify the
    Vehicle Information
     value, which Workday then populates in applicable expense item attributes on the expense report.
  3. If known, include:
    • Airline
    • Car Rental Agency
    • Hotel
    • Travel Preferences
  4. From the
    Travel Country
     prompt, select the countries that the worker travels to for business.
    When workers select an expense item that requires a
    Travel Country
     attribute, Workday uses these countries in
    Travel Country
     fields.
    • If 1 country is in the travel profile, Workday populates this value on the line.
    • If there are multiple countries defined for the worker, Workday provides a list.
  5. Access the
    Attachments
     tab to include supporting documents for the travel profile, such as evidence of insurance.
    Workday supports the file types listed in the
    Edit Tenant Setup - System
     task for business document attachments.
If you specified a single
Airline
,
Hotel
, and
Car Rental
 attribute for the worker, Workday displays their associated values in related attribute fields, which workers can overwrite.
When you specify multiple travel preferences, Workday groups them in prompts for the worker to select.