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Administrator Guide
Last Updated: 2025-06-13
Steps: Set Up Receipt Scanning for Expenses

Steps: Set Up Receipt Scanning for Expenses

Set up expense items and expense reports.
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 workers to scan receipts through the Workday mobile app and automatically create quick expenses to include on their expense reports.
There's a 1-3 day waiting period before transactions display in Workday after you use the credit card.
  1. Select
    Receipt Scanning for Expenses
     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.
  2. Access the
    Edit Tenant Setup - Machine Learning
     task.
    Select the region in which Workday hosts data used for improvement and personalization of machine learning and analytics functionality.
    Security:
    Set Up: Tenant Setup - Machine Learning
     in the System functional area.
  3. Edit Domain Security Policies
    Grant security groups permissions to the
    Self-Service: Receipt Scanning
     domain in the Expenses functional area.
In the Workday mobile app, you can scan receipts in:
  • PDF, GIF, TIFF, TIF, JPG, JPEG, PNG, BMP, WEBP, and HTML file formats with a size limit of 30MB.
  • Several languages without restrictions for countries or locales. Example: French in France and Canada.
Workday scans the receipt and creates a quick expense with details such as:
  • Amount
  • Currency
  • Date
  • Merchant