Expenses: Create Spend Authorizations

Employees


Set Up Expense Payment Election:


If you need a spend authorization (previously known as a travel loan or cash advance), you'll first need to set up your Expense Payment Election. If you've already set up your Expense Payment Election (this only has to be done once), you can skip o the "Create a Spend Authorization Request" step. Follow these instructions, starting from the Workday home page.


  1. Please click the circular icon in the upper right-hand corner of the web page (this may have your profile picture instead of a cloud). 
  2. Click View Profile.
  3. Click the Pay button on the left side of the page, in the blue menu bar.
  4. Click the Payment Elections tab.
  5. Scroll down to the bottom. You should see a section that says "Payment Elections Requiring Setup". Under that section, you should see "Expense Payments". On the far right side of the row, click the Add button.
  6. Fill out the form and be sure to click the Balance radio button (small circular check box) on the far right side of the row. 
  7. Click OK. Continue on with instructions on how to create a Spend Authorization Request. 


Create a Spend Authorization Request:


  1. Click the Expenses & Purchases application
  2. Click the Expenses tab. Then click the Create Spend Authorization action.
  3. Complete the required fields, including Company, Start Date, End Date, Description, Business Purpose, Spend Authorization Total, and Reimbursement Payment Type. 

    By default, Reimbursement Payment Type will be set to "Direct Deposit". If you're needing cash, you will need to change this to "Check".

  4. In the Justification field, you can clarify the reason for the future expense. 
  5. Click the Add Row iconto add a Spend Authorization line item.
  6. Complete all required fields for each Spend Authorization line, adding additional lines as needed. You can submit attachments such as hotel and airfare itineraries as part of the Spend Authorization request. 

    For real money you must attach a list of the attendees/roster.

    Please note: If you're needing a cash advance, be sure to check the "Cash Advance Request" check box when filling out this form. 

  7. Click the Attachments tab.
  8. Drag and drop files from your desktop, or click the Select Files button to upload one or more files.
  9. Click Submit. 

    Please note: If you have an outstanding spend authorization, and submit a new one, it will NOT be approved until you have created an expense report to clear up the outstanding loan. 


View an Existing Spend Authorization:


From the Expenses & Purchases application:

  1. Click the Expenses tab.
  2. Click the Spend Authorizations button under View.
  3. Click Change Spend Authorization to modify an existing spend authorization.
  4. Click the magnifying glass icon to view authorization details.
  5. Click the  Process History tab to check the status of the spend authorization request.


You can also start a new spend authorization from My Spend Authorizations page:

  1. Click the Create Spend Authorization button to create a new spend authorization. Enter spend authorization details.
  2. Click Submit, then Done.


Your screens and processes may vary slightly from this document.