How to Create an Expense Report in Workday
Creating Expense Report
Step 1: Log in to Workday under Employee section.
Step 2: Log in to Workday using your BYUH Net ID.
Step 3: Click the Expenses icon.
Step 4: Under the Actions column, click Create Expense Report.
Note: You can also type in at least 3 letters of each word in the search box.
Step 5: Under Expense Report Information, complete travel details.
Note: Select Create New Expense Report from Spend Authorization under Creation Options and click the Spend Authorization related to the travel you want to reconcile.
- Company, Project, Cost Center and Additional Worktags are set to your default department but can be changed if needed. You can also click Multicurrency Expense Entry box if applicable.
- Project: This is only for employees traveling for a specific University project. The Cost Center and Additional Worktags will automatically fill in upon selecting the project name. Leave the line blank if not applicable.
- Trip Number: This refers to the Spend Authorization Number.
- Cost Center: Defaulted to the employee’s organization. If employee is traveling for a different department/organization, use the search bar to change the Cost Center.
- Additional Worktags: This is automatically populated based on the Cost Center.
Step 6: If you have Corporate Travel Card transactions, scroll down to select the transactions you want to reconcile then click OK.
Note: If you have expenses from your Mobile App, click Mobile Expenses to select the items you want to add to your expense report.
Step 7: You will be taken to a new page after clicking OK. The Expense Report Information and Expense Report Reference Information automatically fill in from the information provided in the previous page. Select the Reimbursement Payment Type.
Note: Under Reimbursement Payment Type, select Direct Deposit. (Update your bank information on payment elections).
Step 8: Select the Expense Item for all transactions selected from your Corporate Travel Card. Add description under Memo.
Note: If you need to add more transactions from your Corporate Travel Card at this point, click (+) Import Existing Record and select the transactions you want to add.
Step 9: Attach a photo of detailed receipt by either using the Attachments from File or Attachments from Mobile Application option. Click the Receipt Included box.
Note: All Expense Items require detailed receipts for any transaction $25 and above except airfare booked by the University Travel Services, Mileage on island and Meals Per Diem. Your expense report will not go through if submitted without attached receipt.
Step 10: For any transaction made using personal credit card or cash, click (+) Add to add the Expense Item.
Note: Select H:Meals, Per Diem Based (Expense Report) for claiming your meals. Complete the Item Details by selecting the Arrival Date, Departure Date and Destination. Click (+) Complete Travel Journal for deducting meals that were provided by hotel, conference or any other means during the business trip. For any group meals you host, select H:Meals, Non Per Diem Meals. This would require a detailed receipt with the names of attendees. For hosting, follow the Per Diem amount of your destination and deduct the meal from the Meals Per Diem claim.
Step 11: Review all Expense Items and click Submit.
Note: Error notification will not allow you to submit the Expense Report for approval until the issue is resolved. Alert notification will only warn you but will still allow you to submit the Expense Report for approval. Your Expense Report has been submitted once you see the Up Next page showing you the approval process. Your Cost Center Manager will receive notification once your Expense Report has been successfully submitted. Cost Center Managers can send back your Expense Report for any revision needed. They can also deny your report and this will automatically cancel your Expense Report. You will receive a Workday notification once Expense Report has been approved for payment.