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The Expenses (Operational) Workday Training Pathway is intended to support employees with spend authorization and expense report responsibilities by providing an overview of the tasks and actions associated with creation, review, and approval of these financial processes. To enroll in this Pathway on Workday Learning:
- Navigate to the Expenses (Operational) Training Pathway program.
- Select Enroll.
Note: All prior completion of lessons and courses count toward requirements for completing this program, but you may re-access all completed training as desired.
Materials in this training pathway include the following Computer-Based Training (CBT) video series:
- Spend Authorizations and Expense Reports – explains how to create a spend authorization, view spend authorizations, and create expense reports. Expense Data Entry Specialists will also learn how to create a spend authorization for worker and create an expense report for worker.
- (Optional) Expense Reports as a Delegate – explains how to generate, edit, and submit Expense Reports on behalf of a user who has delegated those tasks to them for completion.
The training pathway program also includes step-by-step instructions of several commonly used processes via the following job aids:
- Spend Authorization for Employees
Explains how to create a spend authorization, view spend authorizations, and create expense reports. Expense Data Entry Specialists will also learn how to create a spend authorization for worker and create an expense report for worker.
- Create Spend Authorization for Worker
Explains how Expense Data Entry Specialists can create a spend authorization on someone else's behalf.
- Spend Authorizations and Expense Reports for Non-Employees
Explains how to create spend authorizations and expense reports for those who require reimbursement of travel expenses, but are not employees of the institution.
- Create Expense Report
Explains how to create and view expense reports in Workday.
- Create Expense Report for Worker
Explains how Expense Data Entry Specialists can create an expense report on someone else's behalf.
- (Optional) Create Expense Reports as a Delegate
Explains how to generate, edit, and submit Expense Reports on behalf of a user who has delegated those tasks to them for completion.
- E-Signature for Expense Reports
Explains how ER Auditors can submit an Expense Report to Recipients and how the Recipients can sign via Adobe Acrobat Sign.
- Spend Authorizations and Expenses FAQ
Provides answers to frequently asked questions about spend authorizations and expense reports. This document is complementary to our job aids for spend authorizations and expense reports.
- Resolving Errors in Credit Card Transactions
Explains how to resolve errors related to credit card transactions, as well as how to update a transaction in Loading status in order to complete expensing of the charge.
- Spend Authorization Mass Close for Administrators
Explains the process of a Mass Close Spend Authorization Event by the Expense Operations Lead and Accounting Operations Lead.
- Maintain Credit Card Transaction Files
Explains the process of how Credit Card Transaction Administrators maintain credit card transaction files in Workday.
- Worker Credit Card Purge
Explains the process of scheduling a worker credit card purge event, finding the credit card purges report, and inactivating a credit card in Workday for Expense Operation Leads and Procurement Operations Leads.
- Creating a New Credit Card Billing Account
Explains how Credit Card Administrators can create a corporate credit card billing account.
- Cash Advance Payments
Explains how to generate a cash advance payment for a worker traveling on behalf of the institution.
- Reassign Credit Card Transactions
Explains how to reassign a credit card transaction to another worker.