Create Expense Report on behalf of Worker

Overview

This guide provides step-by-step instructions for employees on how to create and submit an expense report for (on behalf of) a worker.

Details / Instructions

1. In the Workday homepage search bar, type in Create Expense Report for Worker and then select Create Expense Report for Worker task.
   • 
2. All fields that have an asterisk (*) are required.
   • 
   • Pay To: This is where you enter who you are creating this on behalf of. Begin by typing the individual’s name in the ”Pay To” box, and press “enter” on your keyboard.  Select the correct person from the results that appear.
   • Select Creation Options. In 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.
     • In the Memo, describe the business purpose of the expense.
     • Company defaults to University of Richmond.
     • Select an Expense Report Date. This will default to today’s date or you can update to reflect the date the expense was incurred.
     • Select one of either Cost Center, Gift, Grant, or Project. If Gift, Grant, or Project is selected; the Cost Center and Additional Worktags will update with the appropriate values.
       • 
     • Additional Worktags fields are pre-populated and should not change; edit only if instructed by the Office of Controller.
3. Click Ok.
4. Under the Expense Lines tab, click the Add button.
   • 
   • Click the Select Files button to locate and upload your Receipt. NOTE: The supported file formats typically include .png, .jpg, and .gif.
   • Ensure Expense Date is accurate.
   • 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.
   • Type in Total Amount.
   • Currency is defaulted to USD.
   • In the Memo field add a description of the expense item.
   • Select one of either Cost Center, Gift, Grant, or Project. If Gift, Grant, or Project is selected; the Cost Center and Additional Worktags will update with the appropriate values.
     • 
   • Additional Worktags fields are pre-populated and should not change; edit only if instructed by the Office of Controller.
   • Click the Add button to include additional expense lines as needed.
5. Click Submit. NOTE: The expense report will route for review and approval.

See Also

Create Expense Report

Approve Expense Report - Manager

Create Expense Report for Pre-Hire