Workday Expenses Updates

Expense Item Updates

• Added expense items "Travel Deduction | International, Travel, Employee Training" and "Travel Per Diem DEDUCTION | International, Travel, Employee Training" to the International Travel expense item group. 
• Added instructions to complete the University's International Travel Registry to all international expense items.

• The "Expense Reports in Draft or In Progress Status" report has been updated to include MBU. This is searchable on the prompt/ parameter page.

• Beginning on October 1, users are now able to email receipts directly into Workday Expenses. 

  • Please review this QRG for more information.

• An "Alcohol Included" checkbox has been added to all Catering expense items. This is to ensure the correct fund source is used when purchasing alcohol.

• New expense item: Furniture Non-Capital (less than $5000/unit)

• The Domestic Per Diem Rate Guide has been updated with the new rates for 10/1/2024-9/30/2025

• When you select any "Rail" expense item, "First- Rail" is now an option under "Classes of Service."

• The 30-day Purchase Justification requirement has been removed from expense reports for T&E charges. 
  • Why?

    • After conducting a survey of a select group of fiscal admins to get their feedback, they concluded that explanations in this field did not add value and that the requirement slowed down the creation of expense reports.

  • What's Next?
    • The policy still remains to expense all charges within 30 days.
    • Emails are being sent to cardholders with unexpended or unapproved transactions older than 30 days. This has already created a  62.3% decrease in aging transactions since March. 

    • The Senior Department Finance Approvers will receive a list each month of those who submitted expenses more than 30 days after purchase.
    • Still expect to see Purchase Justification requirements for other policies like first-class airfare, air upgrades over $350, hotels over $600 per night, etc.

  • See Danae Polemi's Fiscal Administrator Meeting slides regarding this update. 

Expense Item Updates

• “Passports & Travel Programs, Taxable” maps to Passports & Travel Programs, Taxable (SC0821)

• To be used for fees for passports, TSA PreCheck, Global Entry, Clear, airline club memberships, or similar travel programs/memberships that may be used for business and personal travel. These expenses are taxable.
  • For more information, view this page.

• “Immigration Documents” maps to Services Visa and Immigration Fees (SC0179)

• To be used for fees for employer-sponsored immigration documents and lawyer fees, including green cards

• “Visas & Travel Immunizations” maps to Services Visa and Immigration Fees (SC0179)

• To be used for Fees for visas, health immunizations, and testing for travel related to business activities

The Expense Item Descriptions page has been updated to reflect these changes. page has been updated to reflect these changes.

Spend Category Changes

• Services Visa Fees/Passport (SC0179) has been renamed Services Visa and Immigration Fees (SC0179).

• Passports & Travel Programs, Taxable (SC0821) has been created.

Report Updates

• >30-day alerts to Senior Department Finance Approvers (SDFA) will be reinstated beginning September 1, 2024, and will be sent monthly. SDFAs will receive an alert notifying them of users within their Cost Centers who have submitted expenses more than 30 days from date of purchase.

• Submit and approval dates have been added to the Find Credit Card Transactions - With Worktags report.

Expense Item Updates

• A new expense item, "Water Jug Services", which maps to Services Bottled Water (SC0197), has been added. This is visible in Workday Expenses and has been added to the Expense Item Descriptions page on our website.

• The Find Expense Report Lines report in Workday has been updated to include all work tags. Previously, this report only showed the Cost Center, but now it includes all work tags such as Gift/Grant/Designated/Project, Fund, Function, Program, Activity, and Assignee.
  You can also run the report based on specific work tags. Additionally, a new column has been added, “Is Out of Pocket Expense,” to indicate whether an expense was a reimbursement.

Expense Item Updates

• Expense items "Books Non-Library" and "Educational Materials and Supplies" have updated descriptions. These are visible in Workday in the related actions and on the Expense Item Descriptions page on our website.

   

Introducing Expense Hub  

• The Expense Hub is automatically available in all users' Workday Menu. The Hub offers a new look and a more dynamic interface. It can also be helpful to users by allowing them to take a quick glance at all outstanding expense reports.

• The Expense Hub has many useful features, and we hope users will find it helpful. The original Expense App has been retired.

• The Expense Hub QRG is linked here.