Frequently Asked Questions

A Spend Authorization (SA) must be approved in Workday prior to the trip in order to process any payment using university procurement methods (e.g. PCard or PO).

A Spend Authorization is required when the destination is 45 miles or more from the traveler’s headquarters or work location (as defined by the traveler’s flexible work agreement or HR documentation) and/or if travel expenses extend beyond mileage or parking.  This applies even when there are no anticipated travel expenses or when a third party is paying for the travel expenses for duty of care purposes. 

A blanket Spend Authorization is recommended with multiple in-state transportation costs within a fiscal year.

A list of the different Workday roles can be found in the "Travel Process: Tips and Tricks" section on the Controller's website. 

There is no functionality in Workday to split Worktags on the Spend Authorization.  However, Worktags can be split on the Expense Report by entering a unique Worktag on each line or expense lines can be split by using the itemization feature located in the expense line details.

No, Spend Authorizations and Expense Reports only permit one Company Worktag. If funding needs to be split between two different Company Worktags, the cost share must be accomplished through a journal or another accounting process. 

Access to set-up travel processes (e.g. creating a Spend Authorization or Expense Report) on behalf of others in Workday requires the Expense Data Entry Specialist role.  Refer to the Request Workday Access Job Aid at the Administrative Resource Center (ARC) or contact your unit for eligibility guidance. 

No, Purchase Orders, Miscellaneous Payments, and Requisitions are different payment processes handled outside of an Expense Report. Expenses that are being paid for with such methods should still be included in the estimated expenses in the Spend Authorization.

As a part of the cash advance reconiliation process, an Expense Report has the necessary documentation of how the funds in the cash advance were used. The first Expense Report total will post against the cash advance balance, and no reimbursements can be given on Expense Reports until the cash advance is fully reconciled. A Spend Authorization cannot be closed if a cash advance has not been fully reconciled. 

For more information, see Cash Advance Process Job Aid at the Travel Website.

An Expense Report is required to document any expense (and receipt documentation) associated with business travel that is not funded by a 3rd party.  Appropriate expenses incurred by the traveler that are eligible for reimbursement must be processed on an Expense Report within 60 days of incurring the expense.  Any expenses incurred on a PCard (e.g. airfare or registration) must be processed on an Expense Report within 7 business days of the transaction load to Workday.

No.  The cancellation or closure of the Spend Authorization is a permanent action that cannot be reopened.  Any remaining Expense Reports to be processed will need to reference the associated Spend Authorization number in the comments.

Expenses should be submitted as normal on an Expense Report linked to the Spend Authorization. Additional approvals may be prompted when the Expense Report is submitted.

Expense reports that only contain PCard transactions and are stuck on the last action step in the business process due to the traveler’s inability to approve the expense report (e.g. termination or retirement) will be manually pushed through to an approved status at the close of each fiscal year. 

Expense Reports that contain a reimburseable amount that require the employee traveler's certification/approval cannot be accessed by the employee traveler after 60 days from termination/retirement.  The outstanding Expense Report must be cancelled.  An External Committee Member (ECM) must be generated since employee payment elections are no longer available.  A new Expense Report must be created  to pay the terminated/retired employee traveler as an ECM .
 

It is recommended to enter the total lodging expense (including fees and taxes) under the Lodging expense item type.