Create Expense Report

Overview

This guide provides an overview of how to create an expense report in Workday for employees who need to claim reimbursements or document business expenses.

Details / Instructions

Want to follow along with an instructor? See video below:

1. In the Workday homepage search bar, type in Create Expense Report and select Create Expense Report task.
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2. Under Expense Report Information do the following:
   1. Review the Instructions on the right-hand side.
   2. Select Creation Options. For this example, Create New Expense Report is selected.
      • Create New Expense Report – This option allows you to start a fresh expense report from scratch.
      • Copy Previous Expense Report -This option lets you duplicate and edit an existing expense report.
   3. In the Memo, describe the business purpose of the expense. Company defaults to University of Richmond.
   4. Select an Expense Report Date. This will default to today’s date, or you can update to reflect the day the expense was incurred. Cost Center will default to your business unit. Select a different cost center if necessary to charge to a different account. Additional Worktags field is pre-populated, update only if necessary
3.  Click Ok.
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4. Under the Expense Lines tab, click the Add button.
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   1. Click the Select Files button to locate and upload your Receipt. NOTE: The supported file formats typically include .png, .jpg, and .gif.
   2. Ensure Expense Date is accurate.
   3. Select an Expense Item looking up by group, spend category or alphabetical order (e.g., airfare, hotel, dues and subscriptions). Some expense items will require itemization, such as for hotel accommodations.
   4. Type in Total Amount.
   5. Currency defaults to USD.
   6. In the Memo field, add a description of the expense item.
   7. Cost Center defaults to your business unit. Select a different cost center if necessary to charge to a different account.
   8. Additional Worktags fields are pre-populated; update only if necessary.
   9. Click the Add button to include additional expense lines as needed.
5. Click Submit. NOTE: The expense report will route for review and approval.
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Canceling an Expense Report

1. First, find the expense report to be canceled (tasks “find expense reports” or “my expense reports”). NOTE: Users can only cancel their own expense reports if the expense hasn’t already been paid out. To cancel on behalf of others, you need to be an expense data entry specialist.
2. From the expense reports related actions: select Expense Report and then Cancel.
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3. Click OK.
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Expenses Hub

Use the Expenses Hub application to access quick links to create expense reports and easily look up existing expense reports.

1. From the Workday Menu, click on the Expenses Hub application.
2. Use the quick links to Create Expense Report or for Create Spend Authorization for a cash advance.
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3. Use the Expense Reports sub-menu to view your existing expense reports and any actions needed.
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See Also

Create Expense Report on behalf of Worker

Create Expense Report for Pre-Hire

Approve Expense Report - Manager