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The Expenses module in Workday makes creating, approving, and monitoring expense reports and spend authorizations at Lynn University a more streamlined process. With Workday, employees can attach receipts directly into the system for expense reports. Receipts in Workday can be uploaded via the mobile application of from your desktop. Employees can also check the status of their spend authorization or expense reports.
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Petty Cash Reimbursement - NEW! Effective immediately the University will no longer reimburse employees for business expenses through petty cash in an effort to streamline our processes and remain safe. All reimbursements, regardless of the purpose or dollar amount, must be submitted through Workday as an Expense Report. Once you select your payment elections you will receive your reimbursement via direct deposit. Any employee with a Lynn University issued the JPMC VISA Travel &Expense card should use their corporate credit card as the method of payment for business related expense such as food, travel, hotel, car rental, etc. If you have any questions about the elimination of petty cash reimbursements, please contact the Procurement Department. |
| Process | Workday | Before Workday |
|---|---|---|
| Expense Report for reimbursements to employees | Expense reports are submitted so that you are reimbursed for institution related costs, such as mileage, airfare or hotel expenses. Receipts are required. | Travel Expense Form Expenditure Request Form |
| Expense Report on behalf of supervisors, managers or other employees. | (1) Create a delegation naming the person who will submit the expense report on your behalf. | Travel Expense Form Expenditure Request Form |
| Lynn card for Travel and Hospitality expenses "T-EXP" (brown card JPMC Expense Visa) | Qualifying T&E expenses may be charged to your new JPMC Travel expense card only. Your Lynn expense card transactions will be imported into Workday for processing and approvals. You will see your credit card transactions under the Expense icon when you Create Expense Report under the Credit Card Transactions header on the Create New Expense Report Form. Receipts and description(s) in the memo field are required. Submit the expense report. JPMC Travel Card expense reports are no pay as the University has already paid directly to JPMC. PaymentNet will no longer be used. | One card. All transactions were processed on a single VISA card and approved in JPM PaymentNet website. |
| Lynn card for procurement expenses "P-Card" (black JPMC Visa P-Card) | A JPMC VISA P-Card will be assigned to your department exclusively for Goods & Services. These transactions will be found under the Purchases icon. Go to the Verify Procurement Card Transactions Under Actions (See job aid under Role Specific Job Aids and Training, Procurement and Finance). Receipts and description(s) in the memo field are required. PaymentNet will no longer be used. | One card. All transactions were processed and approved in JPM PaymentNet website. |
| Supplier (vendor) invoices | If there is not a corresponding PO for the invoice you would like to submit for payment, you must use Create a Supplier Invoice Request. The invoice and details are required. | Expenditure Request Form |
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