This job aid cover all expense reports including the Lynn JP expense card. After going live with Workday all expenses will be recorded on the system and not on PaymentNet. Instructions to submit Lynn corporate purchases for goods and services using JP Morgan corporate card are included on job aid XXXXX Before you create an Expense Report, you must setup your payment election first. Refer to job aid XXXXX to setup payment elections. |
Say Goodbye to the Travel Expense and Expenditure request forms!
The Expenses module in Workday makes creating, approving, and monitoring expenses 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.
On this Job Aid:
View an Existing Expense Report
Create a Spend Authorization Request
Mobile - Enter Expense and Submit Expense Report
From the Search bar you can type "cre expe" and select taks Create Expense Report or
Select Create a New Expense Report. You can also copy previous expense reports and modify specific items. Complete all required fields, including Date, Expense Item, Quantity, Per Unit Amount, Total Amount, and Business Topics, if applicable.
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. |
If you added items previously to process later on your mobile device, a list of those items will display under tab Quick Expense .
For Lynn JP Morgan Expense card holders, your expenses will show under tab Credit Card Transactions
JP Morgan expense card transactions will not generate reimbursements to employees. They will follow department approval process and will debit the department cost center. |
A window will open to add the expense items.
Click plus sign to add an expense. NOTE: Quick expense are those entered in Workday (via mobile or browser) but not added to any expense report.
Fill in the expense line. Items with red asterisk are required. Drag and drop or click select to add your receipts into Attachment from 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 giftmanager 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:
Spend authorizations are used to grant permission for future expenses. Workers initiate these authorizations. Managers approve or take other actions on them.
From the Expenses application:
From the Search bar you can type "cre spend" and select taks Create Spend Authorization or
From the Expenses application:
You can also start a new spend authorization from the My Spend Authorizations page:
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. |