Deacon Forms



How to enter an Expense Report in Workday:**Expense reports should be grouped by general Business Purpose, so supplies would need to be separate from Travel unless those supplies were bought for use on that trip**Log in to Workday and locate the ‘Expenses’ worklet on the home page. Select ‘Create Expense Report’ to initiate the expense report process. Most of the information will default on this page. If you have expense reports that are similar to other ones you’ve already entered, you can select ‘Copy Previous Expense Report’ and choose a previously entered expense report. If the expense report is for travel related expenses, you should enter either ‘Domestic’ or ‘International’ in the expenditure treatment on the first page. If you do not enter it on the ‘header’, you will have to enter it on each travel line. Check the box ‘Enable Tax’ if it is not already checked. Select okay to move on to entering the lines. -18288045720000-609603340100006324602177415007239005695950031851602275205Choose “Domestic Travel” or “International Travel” as appropriate if expense report involves travel 00Choose “Domestic Travel” or “International Travel” as appropriate if expense report involves travel In the header, there will be two business purpose fields. For the first Business Purpose, select one of the items from the drop-down menu labeled ‘Business Purpose’. These items will ‘trigger’ certain workflow on the rest of the report and are more vague in nature. The best matching option should be selected. See some commonly used ones below. 112014063817500The second business purpose will go in the memo field. This is the overall business purpose that applies to all line items. In general, it is the who, what, when, where, and why. This field will include items like travel dates, conference name, recruiting event names, etc. 128016038036500Next, you will enter the expense lines. First you will select the date of the transaction that is on the receipt.Next you will select an Expense Item category. This is the equivalent to the account codes from Banner. To enter, place your cursor in the box and then start typing the type of expense that you have. The drop-down box is quite extensive, so we suggest typing in keywords first before searching through all the items available. You will choose expense item based on what type of expense it was. Instead of lumping things together under team travel, they are now all “lodging”, “gas”, “per diem”, “meal money” etc. You will then be prompted to put in additional information regarding locations, dates, attendees, etc. based on what type of expense you choose and what is needed.Typical Expense items commonly used by Athletics:Supplies- options are Athletic/Fitness/Recreational Equipment, Audio/Visual Equipment & Supplies, Computers, including tablets, Medical/Pharmacy Supplies, Office Supplies, Plaques/Trophies/Memorabilia, Tableware, Lines, and Hospitality SuppliesLodgingPer Diem – Athletics- you will need to complete the excel sheet and attach that as backup.Mileage-Employees- This is the mileage for the standard rate and it will calculate based on the miles you enter. If you complete a monthly mileage log with starting/end dates, continue to do that via paper. Do not use MILEAGE-ATHLETICS. Meals- options Meals-Athlete Meal Money (per diem on trips), Meals- Local and Entertainment (local team meals or entertaining or recruit meals), Meals-Traveling (Actual) should only be used when providing meal for team or event. Parking and TollsFuel- will require memo to specify why you are buying fuel, whether for rental car or department vehicle. If personal vehicle, you get mileage not fuel.SubscriptionsAuto RentalAirfareUnless you want to complete the Quantity and Per Unit lines, you do not have to. Then you will enter the transaction amount in the Total Amount field. In the Memo field, you will enter business purpose that is not covered in the scope of the business purpose already provided. If you are entering an expense for another department, you will update the Cost Center. If you are changing the Division, please make sure you delete out ALL the existing codes. Changing the Division will interfere with all the coding. If the expenses are travel related, you will be required to enter ‘Domestic’ or ‘International’ in the Expenditure Treatment line. All other Expenditure Treatment items are not used for Athletics. All other coding will go in the Additional Worktags. This will include all Location and Activity codes. Please also familiarize yourself with the ‘Athletics Reporting’ section in the drop-down menu. These can be used on appropriate expenses. Next step is attaching the receipts. You will either attach a file from your desktop or add a picture of a receipt that was taken in the mobile Workday application. Please make sure all receipts are legible, flat, include the vendor name, date, tax amount, and total purchase amount. When saving files on your desktop or Mobile application, it is best to include the vendor name and purchase amount in the name.88392071755000To add multiple cost centers to a transaction, you will select ‘Itemize’ in the right corner. In the pop-up box, you will then edit the coding, as needed. If you have additional transactions to add, you will select the ‘Add’ option on the left.57150047561500 Once all expense items have been entered and you have reviewed that all information is complete, you are ready to submit.4572008509000 If you are already entering your expense report and you are interrupted or realize that you need additional items, you can select ‘Save for Later’. You will be able to come back to this by going in to the Expenses worklet and it will show up under View My Expense Reports>Select a date range>Select OK. Errors on Expense items:If you encounter errors, please red the error message it provides and correct the information required. Errors will always be in red and will not let you move forward. If you encounter an orange Alert, these are meant to be informational and you will still be able to submit. Please read the information and adjust your information, if needed.Tips and Tricks: To find corresponding codes that were used in the past, type ‘banner’ in the search bar at the very top of your page ‘Banner’ and the first thing the comes up should be a report that says ‘Banner FOAPAL to Workday Value Lookup’. You will then enter the old Banner code in the corresponding field and select Ok to get the corresponding Workday code. You will get a notification when an expense report is settled in your Workday inbox. This alert is final, and it will not be the same type of notification where it provides more details on what it was. The alert could be any expense report that was entered.Only receipts that add up to the total of that amount of that line item should be included in that attachment. If you put all receipts on one scan and attach it to multiple lines, your report will be sent back. However, you can attach multiple of the same type of receipt as long as you note in the memo that this total represents say “5 baggage fee receipts for dates of xx/xx/xx - xx/xx/xx” and then you have 5 baggage receipts attached in 1 scan. That is fine. Similarly, this could be used for tolls, gas for rental cars, etc., s long as they are all for the same trip. ................
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