UC Department of Information Technology

Expenses: Create Expense Reports and Spend Authorizations

Employees

Create an Expense Report

You can submit expense reports for reimbursement of business- related costs, such as airfare or hotel expenses.

1. From the Workday home page, click the Expenses & Purchases application.
2. Click the Expenses tab and click Create Expense Report.
3. Select either Create New Expense Report, Copy Previous.
   
   Expense Report, or Create New Expense Report from Spend Authorization. Your selection determines what information displays on the new expense report. Required fields (except Business Purpose) should automatically populate. It is important that you choose the proper Business Purpose as your options will vary depending on the Business Purpose you choose.
4. By default, the cost center field will populate to the department you work in. Depending on the chosen business purpose, you may need to change the cost center field to ensure it is charged accordingly (DIGS = CC_089, Residency = CC_041). The Additional Worktags section will populate automatically, based on the cost center you choose.
   

   Please note: if you have credit card transactions (charged on the company credit card) to include, they will automatically show up at the bottom of the form under the Credit Card Transactions tab. Be sure to select any credit card transactions that need to be included in the expense report.
   
   Please note: If you're traveling for Residency or DIGS and you're adding meals as an expense item, you must choose "Residency/ DIGS Meals". Residency/DIGS are only allowed per diem meals. The reimbursement is for $15 lunch and $25 dinner, no receipt required. Also, DIGS travel is permitted 2 checked bags.
   
   Please note: If traveling for DIGS or Residency, and you add "Residency/DIGS Meals" you'll need to click the View Details button and then click the check box (in upper right hand corner) for which meals you had that day. See screenshot below.
   
   
   
   

5. Click OK, then Add to add expense items.
6. Add any needed attachments (receipts, tickets, etc) in the designated area, by dragging and dropping or clicking the Select files button. You must include a receipt for each item purchased.
   Please note: All athletic coaches must attach a roster for the report to submit.
   
7. Complete all required fields (indicated by *), including Date of the expense, Expense Item, Quantity, Per Unit Amount, Total Amount, Currency, and Business Topics, if applicable If you need to add additional items, click the Add button again.
8. Once all items have been added, click Submit. You can click the View Details and Process button to see more details about the expense report and where it's at in the approval process.

View an Existing Expense Report:

From the Expenses & Purchases application:

1. 1.    Click the Expenses tab.
2. 2.    Click the Expense Reports button under View. You have the option of filtering expense reports by status or date.
3. 3.    You could also click the date of the expense report you want to view in the Recent Expense Reports section.
   

   Note: All instructions in this job aid start from the Worker Profile page. To access your Worker Profile page, click your Profile Photo, then View Profile.

Mobile

Enter Expense and Submit Expense Report

iPhone or Android:

Use the Expenses app to track expenses, upload receipts, and submit expense reports.

From the Home screen:

1. Tap View Apps > Expenses.
2. Tap Scan Receipt to scan your receipt and have Workday automatically add expense data, or tap Enter Quick Expense to fill in the expense information manually as described in the following steps. For an iPhone, you can also choose an existing photo or import an attachment. For an Android, you can select an existing photo from the gallery. If you took a photo, tap the camera icon and select Choose Photo or Import Attachment.
3. Tap Enter Quick Expense.
4. Enter a Date.
5. Add any other supporting information.
6. Tap Done.
   Repeat previous steps to add any other expense items you want to report. After you add all expense items, you can submit an expense report from the Expenses app:
7. Tap Create Expense Report.
8. Include required information, such as Company, Expense Report Date, Company on Expense Line, Cost Center, and Region.
9. Tap the Additional Worktags prompt. Add information your organization may require, like Location.
10. Once you have completed the expense report information, tap Done.
11. Tap New Expense to begin attaching expenses to the report.
12. Tap Existing Expenses. You can also choose to add new expenses in this step by tapping New Expense.
13. Tap the checkmark next to each expense item to choose which expenses you want to include in the report.
14. Tap Next.
15. Tap Review.
16. Review your expense items for accuracy, correct any errors, and then tap Submit. A confirmation screen shows your expense report has been routed for approval.
    
    
    

iPad:

Use the Expenses app to track expenses, upload receipts, and submit expense reports.

From the Home screen:

1. Tap View Apps > Expenses.
2. From here, you can tap Scan Receipt to scan your receipt and have Workday automatically add expense data, or tap Enter Quick Expense to fill in expense information manually. You can also tap Create Expense Report to start a new expense report.
3. Tap Enter Quick Expense to enter the expense manually.
4. Tap the paperclip icon to take a photo, choose a photo, or import an attachment.
5. Enter a Date. Note that the date may have auto-filled when creating the expense.
6. Add the Expense Item, along with any other supporting information for the expense.
7. Tap Done, then Save. The newly entered expense should save automatically.
   Tap the back arrow in the upper left to add any other expense items you want to report. After you add all expense items, you can submit the expense report from the Expenses application:
8. Tap Available Expenses from the Expenses application.
9. Tap the checkmark icon to add the expense item to an Expense Report.
10. Tap the Add to Report button, then Create New Report.
11. Include required information such as, Company, Expense Report, Date, Company on Expense Line, Cost Center, and Region.
12. Optionally, tap the Additional Worktags prompt.
13. Tap Done.
14. Tap Review.
15. Review your expense items for accuracy and correct any errors, then tap Submit. A confirmation screen shows your expense report has been routed for approval.

Your screens and processes may vary slightly from this document.