This job aid covers all expense reports for employee reimbursements and to reconcile the Lynn JPM _-EXP (brown) travel card expenses. After going live with Workday, all users will reconcile and approve expenses in Workday and not on PaymentNet. Instructions to submit Lynn JPM P-Card (black) procurement card purchases (for goods and services not travel or meals) are included on job aid "Verify Procurement Card Transactions" Before you create an Expense Report, you must set up your payment election first! Refer to job aid Manage your Pay Options under Payment Elections. If you report travel and meal expenses or verify procurement card transactions on behalf of someone else, they must create a delegation first. See job aid "Delegations for Managers" Do not use the Expense Report task to submit supplier (vendor) invoices. Petty Cash Reimbursement - 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. |
On this Job Aid:
All expense reimbursements and Lynn JPM expense visa card verification require to submit an expense report in Workday.
From the Search bar, you can type "cre expe," and select tasks Create Expense Report or
Select Create a New Expense Report. You copy previous expense reports and modify specific items. If you have a spend authorization (cash advance) approved, you will have the option to select the authorization to create the expense report (see spend authorization section).
Complete all required fields for the expense report information, including Date, and Business Purpose. If you are creating the expense report on behalf of someone else, make sure the correct cost center is selected.
Cost Center refers to the department charged for the expense. By default, every employee is assigned to a cost center, and your expense will bring that default cost center for approval routing. For Additional Worktags, see the Worktags section below for Project, cost center, and/or location to be associated with your expense report. |
New April 2023 Expense reports for employees with multiple positions: If youhave multiple positions, the expense report will be associated to your primary position by default. Click on the position field and select the appropiate position to route the approvals. |
Add Transactions
There are 3 ways to add transactions to your expense report: If you added items from a mobile device to process later, a list of those items would display under Quick Expense
.
For Lynn JP Morgan Expense cardholders, your expenses will show under Credit Card Transactions.
JP Morgan expense card transactions will not generate reimbursements to employees. They will follow the department approval process and will debit the department cost center. |
A window will open to report the expense items/lines.
You can also click plus sign to add an expense. NOTE: Your options will change depending on what is available to you. If you have quick Expenses or Credit Card items not added to any expense report, you will be able to select them.
or
Fill in the expense line. Items with a red asterisk are required. Drag and drop or click select to add your receipts into Attachment from the file area.
Workday use "worktags to organize information. Worktags are keywords that provide reporting dimensions or metadata for your expense reports. Expenses can also be charged to a specific project, program, or gift a worktag that can be assigned on creation. These worktags will also route the expense to the Project, program, or gift manager for approval.
Additional Worktags: Users in Professional Services-related cost centers may be required to associate an expense report with a project worktag (even if you are not charging expenses to customer-billable projects).Fund and Nacubo worktags should not be deleted. They are for Financial reports use.
From the Expenses application:
You can change or cancel an Expense Report even after approved if no payments have been applied. To change an expense report:
We encourage employees to create their own expense reports. Workday has greatly improved the process to report expenses. In some cases managers or other employees may want to delegate expense reports to subordinate or other staff. In order to do that there are several steps to complete before creating an expense report.
Use the Expenses app to track expenses, upload receipts, and submit expense reports.
From the Home screen:
Repeat previous steps to add any other expense items you want to report. When all expense items are added, you can submit an expense report from the Expenses app:
Select your Project, then tap Done.
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.
You can also add expense items to reports from your list of expenses by tapping the checkbox and Add to Report. This will display immediately after entering the expense item. If no report exists at this time, you'll be prompted to create one. |
Tap the back arrow in the upper left to add any other expense items you want to report. When all expense items are added, you can submit an expense report from the Expenses application:
To add a Project, tap Project from the Additional Worktags prompt, then select your Project.
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.
Upon review, you may be prompted to enter Business Topics into the expense item details. Enter the topic into the prompt, tap Save, and Review to continue processing your expense report. |