Expense Report Step-By-Step Guide

1. Log Into Workday
   Click on the Expenses Application
2. Choose "Create Expense Report"

3. Enter Expense Report Information
   Click Create New Expense Report for reconciling everyday purchases – Out of Pocket or One Card.

   Click Create New Expense Report from Spend Authorization and select the Spend Authorization pertaining to the Expense Report.

   Make sure the Company and Cost Center information is correct.

   Add in the Business Purpose: I:Non-Travel (for supplies & everyday purchases). Use I:Employee Travel or I:Student Travel if it is a reconciliation of travel receipts.

   For travel, put in your Trip Number (see Spend Authorization box to find your trip number). Additional Worktags fill in automatically.
   

4. Select Credit Card Transactions
   At the bottom of the screen, select the credit card transactions that you would like to reconcile.

   Note: After purchases are made, it will take 3-4 business days before they are loaded onto Workday to be reconciled. All transactions need to be reconciled by the 15 ^th of the following month.
   

5. Fill In Expense Report Line Information
   Enter in Dates, Expense Items, Memo, Project, and Cost Center, pertaining to each individual transaction as needed.

   Expense Item: This is used to categorize your purchase. You can search for an Expense Item by searching keywords that may be used to describe the transaction. After hitting enter, the options will appear for you to select.

   If you choose “Business Meal” or “Group Meal” you will be asked how many people attended and the names of those who attended.

   Memo: This is required, and should be used to add a business reason for your Cost Center Manager.

   Project: In most cases, you will not need a project, unless the purchase was part of a special University project.

   Cost Center: Your Cost Center will automatically populate, but it can be changed if necessary.

   Trip Number: This is needed if the transactions are for overnight travel.
   

6. Attache a Receipt
   You can attach a receipt by uploading a document from your computer or by selecting a photo from the Mobile App.
7. Select the Next Transaction From the Left Column
   Go through steps 5-6 with each transaction until all your expenses have the appropriate information.
8. Submit Expense Report
   Click on submit once you have completed all of your transactions. The Expense report will route for supervisor approval of the cost center 
   

Note: to go back to your Expense Report, you can type “My Expense Reports” in the search bar, and select an Expense Report to view or change by clicking on the magnifying glass on the left-hand side.