How to Create an Expense Report in Workday

Open the global navigation menu

From the Workday Home page, select the MENU button in the upper left corner of the screen. This opens the global navigation panel, where the Home page also shows the search bar, your user profile, notification icons, and the "Here's What's Happening" section.

Access the Expenses section

From the navigation menu, select Expenses.

Start a new expense report

In the Expenses section, select Create Expense Report from the Actions menu. This opens the Create Expense Report task window.

Choose how to create the report

In the Create Expense Report window, under "Expense Report Information," confirm that the correct employee is listed in the Expense Report For field (for example, Brian Kaplan). Under Creation Options, choose one of the following:

• Create New Expense Report (default)
• Copy Previous Expense Report
• Create New Expense Report from Spend Authorization

Review the auto-populated fields

Several fields are automatically populated when the window opens, including:

• Company: Global Modern Services, Inc. (USA)
• Expense Report Date: current date (for example, 02/24/2022)
• Company on Expense Line: Global Modern Services, Inc. (USA)
• Cost Center: 33100 Global Support - North America
• Region: US - Central
• Additional Worktags: Division: CPG, Location: Chicago

You can modify any of these fields as needed.

Update the expense report date (if needed)

If the purchase took place on an earlier date, update the Expense Report Date field to reflect that date (for example, change it to 02/04/2022).

Select the business purpose and confirm

Use the prompt in the Business Purpose field to select the appropriate purpose (for example, "Customer Visit"). Once all required fields are completed and accurate, select OK to proceed.

Add an expense line

After you select OK, the Expense Lines tab displays. Select Add to begin adding a new expense line.

Attach a receipt

Attach a receipt by either dragging and dropping the file into the designated area, or by selecting Select Files and uploading the file (for example, Receipt.png).

Select the expense item

In the new expense line, use the Expense Item prompt to choose the appropriate category, such as Meals, Business Travel, International Travel, or Other Expenses.

Enter quantity and per unit amount

Enter the Quantity and Per Unit Amount for the expense. For example, enter a Quantity of 4 and a Per Unit Amount of 17.00. When you select outside the field, the Total Amount automatically calculates (in this case, 68.00). Confirm that the Currency is set to USD or your local currency; if you specify a different currency, Workday automatically converts it to the currency you are paid in.

Itemize the expense (optional)

If you need to break the expense down into detailed components, select Add under the Itemization section. Check the Billable checkbox if the item should be marked as billable, and use the Receipt Included option to indicate whether a receipt has been attached.

Complete the item details

In the Item Details section, select the prompt icon in the Attendee(s) field and choose attendees from the list of workers in your supervisory organization (for example, Brian Kaplan and Laurie Jenkins). In the Business Topics field, enter the relevant topic (for example, "New Contact"), and fill in any additional fields required, such as Destination, Country, Document Number, and Venue.

Submit or save the expense report

Once all required fields and details are complete, choose one of the following:

• Select Submit to send the expense report for approval.
• Select Save for Later if you plan to add more expense entries before submitting.

View the expense report details

After submitting, select View Details to review the status and details of your report. The Details and Process section displays information such as:

• Expense Report Number (for example, EXP-00008285)
• Company (for example, Global Modern Services, Inc. (USA))
• Overall Status (for example, In Progress)
• Due Date (for example, 03/03/2022)

You can toggle between the Details and Process tabs to see all steps in the business process.

Review the remaining approval process

Select Remaining Process to see whether additional approvals are required. The View Remaining Process screen lists all pending steps, which may include:

• Approval by Cost Center Manager (for example, Scott Wilkinson)
• Approval by Manager (for example, Amelia Casias)
• Approval by Recruiter, Project Manager, Controller, and others
• Review Tax and Audit Expense Report steps

Approvals may be conditional based on the expense amount or the status of the expense submitter.