Processing Travel Expense Card

Overview

This guide provides detailed instructions on how to process Travel and Expense Card (TECard) transactions in Workday.

Details / Instructions

The Create Expense Report functionality is used to review, allocate, and process travel card expenses made while traveling on behalf of the university. The vendor posts the transaction to your credit card account, and then they are transferred into Workday.   

To successfully process travel expense transactions:

1. Create Expense Report. On the Workday homepage search bar, type Create Expense Report.
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2. Under Tasks and Reports, Click on the Create Expense Report Link.
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3. Scroll down to the bottom of the page to find your travel card transactions.
4. Click on the box under the “Include?” column for the expense(s) you’d like to allocate.
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5. Scroll back up to the top of the page and enter the required information. The required items have an * next to them.
6. In the Memo field, enter your detailed business justification and all pertinent information: Who? What? When? Where? & Why?
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7. Business Purpose. This is a required field. Select the Business Purpose category from the drop-down list.
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8. Expense Report Date will default to today’s date.
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9. Cost Center, Gift, Grant, or Project.  If a Gift, Grant, or Project is selected, the cost center and additional Worktags will update with the appropriate values.  Select Additional Worktags. These fields are pre-populated; edit only if instructed by the Office of the Controller.
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10. Click OK.
11. Attachments. Attach the receipt or backup documentation by clicking Select files.
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12. Complete Expense Item Field. You will select one of the options or begin typing. Then you can enter a Memo about the expense.
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13. Complete all the required fields as appropriate (starting with the first expense). Some fields will auto-populate from your previous entries.
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14. Item Detail. On the right side of the screen are the item details for guest meals or itemization for hotel itemization.
15. There is a box to check if this was an accidental personal charge.
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16. To Add the next expense, click Add at the bottom of the itemization screen and complete the appropriate fields.
17. Click Submit.
18. Select View Details to view routing or approval information.
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See Also

Processing PCard Transactions