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1. Click on the Search bar, Create Spend Authorization, and select the task.
2. Company will auto-populate
3. Enter the Start and End Date of the Trip/Travel.
4. DESCRIPTION is the Spend Authorization Report Name. Use Naming Convention below:
•DEPT Initials_General Description (CO_Attend XYZ Conference)
5. BUSINESS PURPOSE (the new REPORT TYPE) select from the drop down.
6. PAYMENT TYPE: this will default but if you need to override this you can.
7. JUSTIFICATION: a Detailed Purpose/Description of the trip. (ensure you include travel destination: City, Country OR City, State.)
• Make sure you are answering the Who, What, When, Where & Why. Instead of “Attend Conference” use “Attending XYZ Conference to Present Research related to Grant XXXXXX”
8. Click Add to enter an individual authorization line to the report.
9. Select the Expense Item. For Per Diem & Airfare you will be prompted to add the destination on the right-hand side.
10. Enter the Total Estimated Amount.
11. Budget Date will default; this does not need to be changed.
12. Enter a Memo, this is required and should be brief description of the Expense. As a reminder these are estimated expenses, and no receipt are required
13. Unlike in Chrome River Cash Advances will be requested for the applicable expense item as opposed to a bulk amount for the trip. You will have the option to Check the Cash Advance Requested box, on each line item. Remember to only indicate this on allowable line items like per diem, mileage and ground transportation at your travel destination.
•Cash Advances are paid 7-10 business days before travel begins and can only be requested for expenses that will be paid out-of-pocket while physically traveling. Cash Advances should not exceed $1,500.00 per person.
14. Enter Driver Worktag (Grant, Project or Operating Account) and Additional Worktags automatically populate. Please note that as you add each additional line item the Driver Worktag will auto populate.
•If you need to charge more than one worktag (index) you will need to make an individual line item for each expense and worktag.
•Note, you cannot charge more than one worktag on the report if you request a cash advance.
15. Continue to add line items for each estimated expense. Once you have added all your expenses you can check the overview -summary above the header information.
16. Select the Attachments Tab. Use the drag & drop functionality or click Select Files to choose a file from your computer. Attachments will only be required for Student International Travel- for these students MUST include proof of their CISI Insurance and Travel Registration from the Office of Global Education.
17. Once all expenses are added you can either Submit or Save for Later. If you Submit the report, it will start routing for approval based on the business process built into Workday. If you Save the report for later, you will be able to come back & update it. Saving is the same as a draft report in Chrome River.