Create Expense Report for Pre-Hire

Overview

This guide provides step-by-step instructions for employees on how to create and submit an expense report for a pre-hire or non-worker. 

Details / Instructions

Create Expense Report for Pre-Hire

1. In the Workday homepage search bar, type in Create Expense Report for Pre-Hire.
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2. Fill in the * required fields.
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   • Pre-Hire – Name of Payee.
   • Considered for – Choose option from drop-down list
   • In the Memo, describe the business purpose of the expense.
   • Company defaults to University of Richmond.
   • Business Purpose – Choose an option from drop-down list
   • Select one of the following: 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. If Gift, Grant, or Project is selected,
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   • Additional Worktags fields are pre-populated and should not change; edit only if instructed by the Office of Controller.
   • Copy Previous Expense Report – This option lets you duplicate an existing expense report.
3. Click OK at the bottom of the page.
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4. Select the Expense Lines tab, click Add button.
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   • 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.
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   • 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.
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Create Expense Report for Non-Worker

1. In the Workday homepage search bar, type in Create Expense Report for Non-Worker and select the Create Expense Report task.
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2. All fields that have a red asterisk (*) are required to be filled in.
   • Payee Type: Identify the payee's affiliation with the university
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   • Pay To: Type the last name; hit enter and the names will populate. Select the individual.
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   • Select Creation Options:
     • 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 an existing expense report.
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   • Memo: Describe the business purpose of the expense.
   • Company: Defaults to University of Richmond.
   • Expense Report Date: Defaults to today’s date, but can be updated to reflect the day of the event if needed.
   • Cost Center, Gift, Grant, or Project: Select one of the four. If Gift, Grant, or Project is selected, the Cost Center and Additional Worktags will update with the appropriate values.
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   • Additional Work tags: These 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.
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   • 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 the following: 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.
   • Click Submit.
5. Click Submit. NOTE: The expense report will route for review and approval.
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See Also

Create Expense Report

Create Expense Report for Pre-Hire

Approve Expense Report - Manager