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 it is transferred into Workday.   

Create an Expense Report for Yourself

1. In the Workday homepage search bar, type Create Expense Report and select the task.
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2. Scroll down to the bottom of the page to find your travel card transactions. Select the checkbox in the Include column for the expense(s) you’d like to allocate.
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3. Scroll back up to the top of the page and enter the required information. The required items have an * next to them.
   • In the Memo field, enter your detailed business justification and all pertinent information: Who? What? When? Where? & Why?
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   • For Business Purpose, select the category from the drop-down list.
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   • The Expense Report Date will default to today’s date.
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   • If a Gift, Grant, or Project is selected, the Cost Center and Additional Worktags will default with the Cost Center from the requester’s default organization assignment. NOTE: Only edit if instructed by the Office of the Controller.
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4. Click OK.
5. Under the Expenses Lines tab, attach the receipt or backup documentation by clicking Select Files.
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6. Complete all the necessary information about the expense.
   • In the Expense Item field, select one of the items or use the search bar.
   • In the Memo field, enter the necessary information about the expense.
   • NOTE: Some fields will auto-populate using information from previous entries.
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7. Under Item Detail, enter the item details for guest meals or itemization for hotel itemization on the right side.
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8. If this was a personal charge, select the Personal Expense checkbox.
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9. To add the next expense, click Add at the bottom of the itemization screen and complete the appropriate fields.
10. Click Submit.

NEXT STEPS: Select View Details to view routing or approval information.

Create an Expense Report for Employee

1. In the Workday homepage search bar, type Create Expense Report for Worker and select the task.
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2. In the Pay To field, enter the name of the person for whom you are creating the expense report.
3. Scroll to the bottom of the page to find the travel card transactions. Select the checkbox in the Include column for the expense(s) you would like to allocate.
   • 
4. Scroll to the top of the page and enter the required information.
   • In the Memo field, enter the detailed business justification. (Who, What, Where, When, Why).
     • 
   • For Business Purpose, select the category from the drop-down list.
     • 
   • The Expense Report Date will default to today’s date.
   • If a Gift, Grant, or Project is selected, the Cost Center and Additional Worktags will default with the Cost Center from the requester’s default organization assignment. NOTE: Only edit if instructed by the Office of the Controller.
5. Select OK.
6. Under the Expense Lines tab, attach the receipt or backup documentation by clicking Select Files.
   • 
7. Complete all the necessary information about the expense.
   • In the Expense Item field, select one of the items or use the search bar.
   • In the Memo field, enter the necessary information about the expense.
   • NOTE: Some fields will auto-populate using information from previous entries.
   • 
8. Under Item Detail, enter the item details for guest meals or itemization for hotel itemization on the right side.
   • 
9. If this was a personal charge, select the Personal Expense checkbox.
   • 
10. To add the next expense, click Add at the bottom of the itemization screen and complete the appropriate fields.
11. Click Submit.

NEXT STEPS: Select View Details to view routing or approval information.

See Also

Processing PCard Transactions