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Administrator Guide
Last Updated: 2023-09-08
FAQ: Spend Authorizations

FAQ: Spend Authorizations

How do I cancel a spend authorization?
To cancel a spend authorization, select
Spend Authorization
Cancel
 from the related actions menu of a spend authorization.
The action is available if the spend authorization is in
Draft
 status or is
In Progress
. Alternatively, use the
Cancel Spend Authorization
 web service.
You can't cancel a spend authorization if it:
  • Is
    Closed
    ,
    Canceled
    , or marked as
    Worker Paid
    , or associated with an uncanceled expense report.
  • Has an allowance plan that's associated with an
    Approved
     expense report.
  • Is associated with an
    In Progress
     or
    Completed
     settlement run.
  • Is associated with an expense report that has an unapproved or in progress
    Project Transaction Adjustment Event
     business process.
  • Is associated with a Spend Authorization Year End Request Line or a Mass Close Spend Authorization request.
How do I change a spend authorization?
To modify a submitted spend authorization while it's
In Progress
, select
Spend Authorization
Change
 from the related actions menu of a spend authorization. The
Spend Authorization
 business process restarts.
How do I revise a spend authorization?
During an approval step, the approver can send the spend authorization back to the person who submitted it. Select
Revise
 instead of approving or denying the spend authorization.
During the creation of an expense report, what's the status of and the accounting impact on a spend authorization when I select the Final Expense Report for Spend Authorization option?
Workday changes the status of your spend authorization to
Closed
 after the linked expense report is approved. When the spend authorization is linked to multiple expense reports, Workday closes the spend authorization if you select this option:
  • On a noncanceled expense report.
  • After you settle all linked expense reports.
When does Workday close spend authorizations automatically?
Workday closes spend authorizations automatically when an authorization meets all of these criteria:
  • Expense reports associated with the spend authorization are cancelled, approved, or settled.
  • The associated cash advance balance equals zero.
  • The expense payee selects the
    Final Expense Report for Spend Authorization
     check box on an associated expense report.
  • The last action taken isn't a cash advance repayment.
  • The remaining spend authorization balance is zero.
  • The spend authorization is in
    Approved
     status.