Expense and Travel Quick Details – Workday@Clemson Quick Details & Updates

Training sources associated to this subject embrace: Create Expense Report (Guide), Expense Reports (travel and non-travel in Workday) (Video), Workday Self-Service: Managing Expenses (Self-Paced Course), Create a Spend Authorization (Travel Request) (Guide), Review and Approve Expenses (Guide). Reports for Expense Transactions (Guide), Reports for Expense Transactions (Guide), Create Intercompany Expense Report (Guide), Delegate Spend Authorizations (Guide), Delegate Expense Reports (Guide)

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Per Diems

What Per Diem ought to I exploit when?

How do I alter an expense report to regulate the Per Diem for offered meals or for a multi-stop journey.

First, use the desk above to pick the proper Per Diem codes within the Expense Item area.

The Item Details part will seem on the precise aspect of the display screen. After you enter the vacation spot and journey dates, Workday will generate a Travel Journal within the lower-right nook. Select View Details to open it. Each day’s meals will show within the journal, and you’ll alter the vacation spot for a multi-stop journey or deduct meals as wanted.

How do I alter an expense report to regulate the Per Diem for offered meals or for a multi-stop journey.

First, use the desk above to pick the proper Per Diem codes within the Expense Item area.

The Item Details part will seem on the precise aspect of the display screen. After you enter the vacation spot and journey dates, Workday will generate a Travel Journal within the lower-right nook. Select View Details to open it. Each day’s meals will show within the journal, and you’ll alter the vacation spot for a multi-stop journey or deduct meals as wanted.

What Per Diem possibility do I choose for journey charged to a grant?

Grant journey doesn’t change the Per Diem kind except you might be utilizing a State Fund.  See the desk above for extra data.

Can I cut back per diem by coming into a particular greenback quantity?

No. Adjust the eligible meals or dates till the calculated per diem reaches the meant quantity.

Why is the per diem totally different on the primary and final journey days?

The first and final journey days are typically calculated at 75% of the each day charge. The quantity additionally will depend on the vacation spot and the chosen per diem kind.

Why do per diem guidelines differ between grants or funds?

Per diem guidelines depend upon the funding supply. Some funds require State of South Carolina charges, whereas others use GSA charges. Confirm the relevant rule for the fund used on the expense report.

Expense Reports

On an expense report, as soon as I enter the expense kind of “lodging,” the worktags disappear and I can not edit or re-enter data. What do I do?

Itemization is required for lodging bills. The worktags are entered on the itemization display screen for the lodging expense. Once you choose “lodging,” because the expense merchandise, the precise aspect of the display screen will show extra fields to finish in addition to a piece entitled Itemization. Select Edit to itemize the lodging expense. You will see worktag fields for every itemization populate. Those will be edited.

How do I expense native mileage?

On your expense report, choose the expense merchandise: Travel Personal Vehicle Mileage.

How can I right, delete, or cancel an Expense Report in Workday?

You can not delete an expense report, nonetheless, you may cancel or right an expense report. Navigate to My Expense Reports (enter within the Search area or use the Expenses Hub). In the desk displayed, find the expense report and choose the Actions button. There you may select to cancel or change the expense report. If the expense report has already been accepted, the corrected report will route once more to all approvers.

How does an worker get reimbursed for journey that they had accepted previous to Workday?

Create a brand new expense report in Workday and embrace data within the memo area relating to the earlier authorization accomplished earlier than July 1, 2026.

On an expense report, I hold getting an error to “select a payment type” regardless of having test chosen. It’s additionally not permitting me to pick direct deposit.

You should choose direct deposit.  However, in an effort to choose direct deposit on an expense report, you have to have entered in Workday Payment Election particulars, see this guide for step-by-step directions.

Why is an expense report charged to a grant routing to the Cost Center Hierarchy Manager?

This approval is required if there isn’t a spend authorization hooked up for journey or the expense is greater than 60 days previously. In these instances, the worker has violated the coverage associated to expense reimbursements and the supervisor’s function is to find out that given the violation the worker ought to nonetheless be reimbursed.

When are accepted expense experiences despatched for reimbursement?

Payments are made on Tuesdays and Thursdays.

If I’ve an expenditure that’s non-tax, what do I want to pick because the default tax code?

On the transaction particulars line underneath Tax, you need to have the ability to kind Non-Taxable within the Tax Applicability field.

Is it attainable to make use of a distinct lodge charge in an expense report?

Yes, you are able to do so on the itemization display screen. Once you choose lodging, because the expense merchandise, the precise aspect of the display screen will show extra fields to finish in addition to a piece entitled Itemization. Adjust the variety of days charged at one charge on one of many itemization varieties and alter variety of days charged at one other charge by choosing Add on the underside of the itemization kind.

How can an finish consumer course of Guest Reimbursements?

To reimburse any non-employee for bills, use the Miscellaneous Payment Request activity.

Can I modify the corporate after beginning a spend authorization or expense report?

No. The firm is locked when the occasion is created as a result of Workday might create accounting exercise behind the scenes. Cancel the wrong merchandise and create a brand new one with the proper firm.

Can CLEMU and CUFDN bills be included on the identical expense report?

No. Create separate expense experiences for every firm.

How do I add a receipt that I uploaded by the Workday cellular app to an expense report?

Create or edit the expense report, choose Add, and select Quick Expense. Workday makes use of Quick Expense for receipt pictures uploaded by the app.

How do I test the place an expense report is within the approval course of?

Open the expense report and evaluation the Business Process or Process tab. It exhibits the present workflow step and the place the report is awaiting motion.

Spend Authorizations (Travel Requests)

How is a Workday journey authorization (spend authorization) linked to an expense report?

For journey approved in Workday, hyperlink the accepted Spend Authorization initially of expense report creation.

When do I test the field for private expense when finishing an expense report?

The field for private expense needs to be used to mark {that a} portion of the expense was private and shouldn’t be reimbursed.

What do I do if my vacation spot metropolis just isn’t listed?

If the journey metropolis just isn’t listed the worker ought to select the State and Other after which listing the particular metropolis identify within the offered textbox.

How do I enter a no value journey (spend) authorization for a visit paid for by exterior sponsor?

When you create the spend authorization, click on Add and choose the No Cost Travel Details expense merchandise. Complete the required fields and submit.

Should I wait to guide a lodge till after my Spend Authorization has been submitted?

Employees are required to have a totally accepted Spend Authorization earlier than journey will be booked. Anthony Travel validates all bookings with their Spend Authorization. In the occasion you guide journey for a visit that’s not totally accepted, Anthony Travel will attain out to you to substantiate the accepted Spend Authorization. If you don’t obtain approval or don’t reply inside 24 hours, the reservation will probably be cancelled.

University Advancement workers have journey budgets from Clemson University Foundation. When they create a journey request, ought to they use Clemson Foundation and never Clemson University?

Yes, if the worker must cost gadgets to CUFDN then they might want to select CUFDN as the corporate on the spend authorization.

Is a spend authorization required when the one reimbursement is mileage?

Yes, if the mileage is for an in a single day journey.

Can a number of native day journeys be included on one spend authorization?

Yes, when the journeys have the identical function and happen inside an inexpensive interval, comparable to one month. This method just isn’t acceptable for unrelated journeys or out-of-state journey.

How is the export-control questionnaire dealt with for worldwide journey?

The questionnaire is routinely routed to the worker’s My Tasks through the spend authorization workflow. It just isn’t added as a separate expense merchandise.

What ought to I do if an accepted spend authorization has the fallacious worktags?

If the accepted spend authorization can’t be corrected or unassigned for the wanted worktags, create a brand new expense report with the proper worktags as a substitute of forcing the wrong authorization onto the report.

Workday and Concur

Does Workday populate a legacy Concur Request ID?

We didn’t convert the journey authorization from Concur. A report extract from Concur with some key knowledge components of the approvals was offered to the BCBOs.

How do Workday, Concur, and Anthony Travel work collectively for college journey?

The worker creates and submits a spend authorization in Workday. After approval, the authorization particulars are despatched to Anthony Travel. The worker books by the Concur Travel Booking Tool or Anthony Travel. The journey reserving report is then despatched again to Workday for attachment to the expense report after the journey.

Reports

What experiences can I exploit to evaluation spend authorizations and expense experiences?

In Workday, seek for Find Spend Authorization Lines for Organization or Find Expense Report Lines for Organization to evaluation transactions to your group.

Step-by-step directions for many duties in Workday can be found within the Workday Training Library.  If you’ve got a query that’s not answered right here or by way of a coaching information or self-paced coaching submit a ServiceNow case.