Example: Create a Scheduled Event-Based Expense

Administrator Guide

Example: This example illustrates how to create a scheduled event-based expense in Workday VNDLY.

There's a new regulation that requires workers in the UK office to receive a 500 GBP monthly parking reimbursement to compensate for commuting to the office. Since your company has decided to generate the expense report on the last day of every month, you can schedule the event-based expense to run on the last day of each month. By scheduling the event-based expense, you are streamlining the process and ensuring the approval workflow is triggered as needed.

Enable the

Expenses & Adjustments

module.

You must have the expenses.event_based_settings.admin
permission for the

Event-Based Expenses

settings page to display.

Create an expense type for Parking (GBP)
.

Create an expense report type and category for Default Expense
.

From the header, select

Company Settings

From the

Accounting

section, select

Event-Based Expenses

Click

Create

Enter these values:

Option	Description
Field	Enter
Event Name	UK Parking - Reimbursement
Event Type	Scheduled
Frequency	Monthly
Repeat Criteria	Last day of the Month
Scheduled Time	12:00 PM
Timezone	GMT+0100 Europe/London
Approval Strategy	Use existing workflow approval

In the

When

section, click

Add Criteria

Select Country
and enter United Kingdom

In the

Then

section, select these values:

Field	Enter
Expense Report Type	Default Expense
Expense Report Category	Default Expense
Expense Type	Parking (GBP)
Expense Value	500.00

Click

Save