Category
Travel & Expenses
Can expenses be lump summed within one Expense Line item?

Each expense must be recorded by date, amount, and receipt. If multiple expenses are lumped into a single Expense Line item, the initiator must use the Itemization Tool to break out each expense by date, amount, and receipt.

NOTE: All expenses, regardless of the amount or volume, must be itemized within the Expense Report.

What date should I use for each type of expense in my Expense Report?

Use the actual date the expense was incurred or paid, except:

  • Lodging Expense should reflect the check-out date
  • Airfare Expense should reflect the return flight/date
  • Toll Fees should reflect the date the toll was incurred within the trip
  • Conference Registration should reflect the last day of the conference. If paid in advance, it should reflect the date the expense was incurred/paid
How can I check the status of my Expense Report reimbursement?

On Workday’s Home page, click the left-hand Menu and, under Personal, select Expenses Hub. Then, click Expense Reports to view the desired report. Review the Expense Report Business Process tab to determine the report’s status—Approved, Canceled, Draft, or In Progress. The Expense Payment tab displays the payment information.

What do I need to do to expedite my reimbursement that has been an In-Progress status?

Travelers that have expense reports in an In-Progress status should log into Workday.  In Progress status means the Expense Report has been submitted and is currently in approval workflow.  After opening the Expense Report, you can view the awaiting action items under the Business Process tab. You may contact the person listed to expedite the processing of the Expense Report.
Expense Reports awaiting action by Expense Partners are processed in a first in - first out basis.

When is an agenda required for my Expense Report?

Expense Reports with the Conference/Seminar business purpose selection require an agenda. The agenda must be uploaded in PDF format, web links are not accepted.

If there are questionable transactions/expenditures on a reimbursement request, what should I do?

For policy interpretation and review of allowable costs, submit a ServiceNow request. If the reimbursements appear to present a risk to the Institute or include personal expenses, contact the GT ethics hotline at 1-866-284-5565 or on the web at https://www.ethicspoint.com