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Question
How do I submit an expense report in Workday?
Can an employee, such as an OAS, submit an expense report on behalf of another employee?
Answer
Faculty and staff may submit employee expense reimbursement requests by submitting an employee expense report in Workday, including requests for professional development fund reimbursements.
Instructions:
- Minnesota State's Employee Expenses and P-card Transactions job aid provides written instructions, including screenshots, for the expense reimbursement request process.
- Faculty and staff may also watch a demo video of the employee expense report and spend authorization process (spend authorizations in Workday replace the previous Special Expenses form.)
Submitting expenses on behalf of another employee: Employees with a security role of “Expense Data Entry Specialist” can enter expenses behalf of another employee. If they have this capability, the task "Create Expense Report for Worker" will be available and is the task that should be used to complete the process to submit expense reimbursement requests on behalf of another employee.
Memo-related errors: If an employee receives an error about the memo field not being filled out, the employee should go to the "Header" section of the expense report, select "Edit" and then enter a memo, even if it doesn't appear to be a required field. This should resolve the error.
Submitting expenses that required a Spend Authorization (formerly a Special Expense form): To submit an Expense Report that required a Spend Authorization, use the "Create New Expense Report from Spend Authorization" option. This will associate the Expense Report and Spend Authorization together in Workday. The Spend Authorization needs to be approved before they can create a report from it.
If you experience any issues with submitting an expense reimbursement request, please contact Business Services at reimburse@stcloudstate.edu and/or contact your department’s OAS to see if they are able to submit the expenses on your behalf.