Setup Considerations: Candidate Expense Reports

You can use this topic to help make decisions when planning your configuration and use of candidate expense reports. It explains:

Why to set them up.

How they fit into the rest of Workday.

Downstream impacts and cross-product interactions.

Security requirements and business process configurations.

Questions and limitations to consider before implementation.

Refer to detailed task instructions for full configuration details.

What They Are

You can enable workers to create expense reports on behalf of candidates to reimburse them for incurred expenses.

Business Benefits

Analyze candidate expense data to make more informed decisions for HR initiatives.

Eliminate manual workarounds, such as ad hoc payments and use of noncandidate payee types.

Expedite reimbursement by routing candidate expense reports to specific reviewers and approvers.

Reduce data duplication by centralizing candidate expense data in Workday.

Track and report on recruiting costs for greater spend control.

Use Cases

Reimburse candidates who incur recruitment costs, such as flights to interview sites and hotel stays.

Report on job requisition totals, such as total costs for supplier invoices and candidate expenses.

Submit expense reports that include multiple payee types, such as candidates and employees who attend the same team lunch.

Questions to Consider

Questions	Considerations
What expense data do workers manage?	You can configure segmented security to enable workers to access only candidate expense data. When you enable segmented security, workers with: Constrained security can work only with candidate expense data and job applications for the companies they can access. Unconstrained security can access expense data and job applications for candidates associated with all companies in their tenant. When you don't enable segmented security, constrained and unconstrained workers can select all nonworker payee types, including candidates, on the Create Expense Report for Non-Worker task. However, without the adequate security permissions, workers won't have the ability to select specific nonworkers on the Pay To prompt.
How do you manage credit card transactions for candidates?	Although candidates don't use corporate expense credit cards, you can reassign credit card transactions to them to expense costs incurred on their behalf. When you reassign credit card transactions to candidates, Workday displays the transactions on their expense reports so you can select them for inclusion. When you don't reassign credit card transactions to candidates, your custom and standard reports might contain limited expense data, which can affect your ability to analyze total spend.
What expense report data can you purge for candidates?	When you select the Financials – Expense Reports purgeable data type on the Purge Person Data task, Workday purges: Any memos on the expense report header and line items. The file, filename, and comments on any attachments.

Recommendations

For accurate reporting, enable the Job Requisition worktag type on expense reports to track cost totals for job requisitions.

When evergreen job requisitions don't have an associated manager or supervisory organization, configure calculated fields to route expense reports to other reviewers and approvers.

Requirements

Assign workers with constrained security access to the required companies so that they can access candidate data and associated job applications.

To submit expense reports on behalf of candidates, add expense payments as an option on their payment elections.

Limitations

Candidates don't have the ability to create their own expense reports in Workday.

We don't provide a Candidate
worktag for use on expense reports. Instead, you can use these report fields to report on candidate expenses:

Expense Payee Type

Expense Report Payee

Workday doesn't support:

Confidential job requisitions on candidate expense reports.

Spend authorizations and cash advances for candidates.

Tenant Setup

No impact.

Security

Domains	Considerations
Candidate Data: Candidate Expenses in the Recruiting functional area.	Enables you to create expense reports for candidates and associate job applications with candidate expenses.
Process: Credit Card in the Common Financial Management functional area.	Enables you to reassign credit card transactions to candidates.
Process: Expense Reports in the Expenses functional area.	Enables you to manage expense reports and related reporting. You can configure segmented security on this domain to enable workers to access only candidate data on expense tasks and reports.
Manage: Payment Election in the Expenses functional area.	Enables you to manage payment elections on behalf of candidates.

Business Processes

You can configure the Expense Report Event
business process to route candidate expense reports for review and approval. You can also route candidate expense reports to specific reviewers and approvers.

Reporting

Reports	Considerations
Find Credit Card Transactions	Use to view credit card transactions you reassign to candidates.
Find Expense Report Lines for Organization	Use to view expense report lines for candidates by organization.
Find Expense Reports	Use to view expense reports you create for candidates.
Find Payments	Use to view candidate expense payments: For auditing purposes. To review payment statuses.
Maintain Worktag Usage	Use to enable the Job Requisition worktag type on expense reports and supplier invoices. To make manual corrections on journal entries related to expense reports and supplier invoices, you can also enable the Job Requisition worktag type on: Accounting journals. Ad hoc bank transactions.

When you enable segmented security, you can use these report data sources and their filters to create custom reports with candidate expense data only:

Expense Report Lines and Itemizations

Expense Report Lines for Company

Expense Reports for Company

You can configure multiple security segments to enable workers to access expense data for multiple payee types on custom reports. Example: Create a custom report that includes candidate and student expense data, but not expense data for external committee members.

Integrations

Web Services	Considerations
Get Expense Reports	Use to retrieve data for candidate expense reports. When you enable segmented security, you can use this web service to retrieve expense data only for candidates.
Get Payments	Use to retrieve data for candidate expense payments.
Get Settlement Run Custom Filters Put Settlement Run Custom Filter	Use to upload and retrieve data for the custom filters you create for candidate settlement runs.
Get Payment Election Options Put Payment Election Option	Use to upload and retrieve payment election options for candidate expenses.
Submit Expense Report for Non-Worker	Use to upload data to submit expense reports for candidates. When you enable segmented security, you can use this web service to upload expense data only for candidates.
Submit Settlement Run	Use to upload data to settle and reimburse candidate expenses.

Connections and Touchpoints

Features	Considerations
Accounting	Workday automatically generates a Job Requisition worktag on accounting journal lines associated with candidate expense reports and their job applications. We generate this worktag only on spend journals, not on journals related to: Liabilities. Payables. Payments.
Settlement	You can create: Custom filters for settlement runs for candidates. Settlement runs to settle and reimburse candidate expenses.
Supplier Accounts	You can enable the Job Requisition worktag type on supplier invoices to capture more detailed cost totals for job requisitions.

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.