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Administrator Guide
Last Updated: 2023-09-08
Steps: Set Up Expenses Email Receipts

Steps: Set Up Expenses Email Receipts

You might need to take additional steps to enable this feature based on your organization's subscription service agreement. Your organization is either on the Main Service Agreement (MSA) or the Universal Main Service Agreement (UMSA). To determine your organization's subscription service agreement:
  1. Select your profile avatar on Workday Community.
  2. Select
    Profile
    .
  3. On your profile page, select your organization's name, which is beneath your name and next to your job title.
  4. View your
    Subscription Service Agreement
     value.
If the value is:
  • UMSA
    , the feature is automatically available. You can skip the
    Enable Innovation Services Feature and AI Data Contributions for MSA Customers
     step. For more information on Machine Learning data contributions, see Concept: Workday AI for Universal Main Subscription Agreement Customers.
  • MSA
    , you must enable this feature through Innovation Services using the
    Enable Innovation Services Feature and AI Data Contributions for MSA Customers
    step.
Note: UMSA customers don't have Innovation Services tasks and reports in their tenants as these are for MSA customers only. UMSA customers can ignore all information regarding Innovation Services.
You can enable expense payees and their delegates to email expense receipts to Workday as an attachment or in the body of the email. Workday then creates quick expenses that they can include in their expense reports.
  2. Select
    Email Ingestion
     from the
    Available Services
     tab.
    You might need to take additional steps to enable this feature depending on your organization's subscription service agreement. For more information, see this Community article.
  3. Edit Domain Security Policies.
    Grant security groups permissions to the
    Set Up: Inbound Email
      security domain in the System functional area.
  4. Activate Pending Security Policy Changes
  5. Access the
    Edit Tenant Setup - System
     task.
    In the
    System Setup
     section, select the
    Allow Attachments within Emails
     check box.
    Security:
    Set Up: Tenant Setup - System
     domain in the System functional area.
  6. To configure a:
    1. Workday-provided receiving domain, see Configure Email Ingestion Settings.
    2. Customer-provided receiving domain, see Steps: Set Up Customer-Provided Receiving Domains.
    Workday recommends configuring a Workday-provided receiving domain.
  7. (Optional) If you configured a customer-provided receiving domain, access the
    Configure Email Ingestion Settings
    task.
    1. Select the
      Expense Receipt
      notification type and associate it with your receiving domain. Example: Enter receipts@expenses.company.com as the domain for the
      Expense Receipt
       notification type.
    2. To enable expense submitters to send expenses receipts, leave the
      Allowed Senders
       list empty
      Expense submitters must add an email address to their contact information in their Workday profile.
Expense payees and their delegates can email expense receipts.
If an email contains a receipt in the body of the email and as an attachment, Workday only creates a quick expense for the attached receipt. If there's an error creating a quick expense, the expense payee receives a notification.
Workday recommends sending these attachments file types supported by OCR: JPEG, JPG, PNG, WEBP, BMP, PDF, TIFF, TIF, GIF
A card displays in the
Expenses Hub
 letting your users know how they can submit expense receipts. You can specify the email address and enable your users to send the information on the card to their phones with a text message. See Customize Expenses Hub Card.
You can access the
Expense Receipts Email Ingestion By Date Range
 report to troubleshoot issues related with email ingestion.
Expense payees can access the
Edit My Expense Transactions
 task to delete quick expenses.