Say Goodbye to the Travel Expense and Expenditure request forms!
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 app. Employees can also check the status of their spend authorization or expense reports.
| Process | Workday | Before Workday |
|---|---|---|
| Expense Report for reimbursement to employees | Expense reports are submitted so that you are reimbursed for institution related costs, such as airfare or hotel expenses. | 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. (2) Delegate will switch accounts and create expense report on your behalf. | Travel Expense Form Expenditure Request Form |
| Spend Authorization | A spend authorization is a pre-approval of your travel and its related expenses that must be Spend authorization are just an estimate of the travel costs including airfare, hotel, parking, tolls, etc. After you return from your travel, you will Create Expense Report. To document the actual expenses, you will create an expense report. | Expenditure Request Form Faculty travel authorizations Cash advances |
| Lynn card for travel and hospitality expenses (JPM Expense Visa) | You will chard only qualifying expenses to your expense card. Submit an expense report. Your Lynn expense card transactions will be imported into Workday for processing and approvals. You will see your transactions under the credit card tab. | One card. All transactions were processed and approved in JPM PaymentNet website. |
| Lynn card for procurement expenses (JPM Procurement Visa Card) | A new Lynn card will be assigned to your department exclusively for non travel or meal expenses. These transactions will follow the Verify Procurement Card Transactions process (See job aid under Role Specific Job Aids and Training, Procurement and Finance). | One card. All transactions were processed and approved in JPM PaymentNet website. |
| Supplier (vendor) invoices | If there are no POs for the expense, you must Create a Supplier Invoice Request | Expenditure Request Form |
Frequently Asked Questions on Expense Reports:
Must I provide receipts for all of my travel expenses?
Yes, expense reports require attached receipts. There are two options for attaching receipts:
- Attach individual receipts to each Expense Report Line.
- Attach a bundle of receipts using the Attachment tab. Then click the “Receipt Attached” box for each Expense Report Line.
What if I lost an expense receipt?
Please complete and attach a missing receipt affidavit where you detail the expense: Amount, Business Name, Date, Form of Payment, etc.
Do I need to include any document for my mileage reimbursement?
Yes. You can attach an online mileage calculator (Google Maps).
How do I itemize?
Itemized lodging costs may room rate, room tax, room service, lodging service fees, and internet/wifi, etc. Click the Itemize button along the right side of the screen when completing the Expense Report form. You may use the Itemize function to exclude personal expenses charged to your receipts.
Can I split an expense line between multiple budgets on an Expense Report?
Yes. To split an expense line between multiple budgets, click the itemize button located along the right-side of the screen. Split by amount and enter Cost Center and other Worktags (if applicable) for each budget.
How do I set up direct deposit for my travel expense reimbursements?
Make sure you complete “Payment Elections” under the Pay application. Add your bank information in the “Expense Payments” fields.
What if there is more than one Expense Report tied to the Spend Authorization for a trip?
You can submit multiple expense reports for one spend authorization. When you complete the last expense report for the trip check the box indicating “Final Expense Report for Spend Authorization.”
Can another employee complete and submit my expense report on my behalf?
Yes. You must create a delegation first. Type “My Delegations” in the search box. Click the “Manage Delegations” button. Complete the delegation dates and choose your delegate. Under the column “Start on My Behalf”, type in “Create Expense Report.” Under the column “Do Inbox Tasks On My Behalf”, click “For Business Process” and type in “Expense Report Event.” Then click Submit. The submission will then route to your manager for approval.
Can I request a cash advance for my trip?
Yes. You must create a spend authorization for all cash advances. Choose the expense item, enter the cash advance amount, and select the “Cash Advance Required” box.
Lynn Expense Card
What if I charged the Lynn Expense with a personal expense in error?
What if I charged the Lynn Expense Card with a procurement transaction in error?
How do I account for fraudulent credit card charges in Workday?
If you see fraudulent credit card charges, please notify the Purchasing Department as soon as possible.
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