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Add a Personal Email Address to Workday:
If you’re out and about, ready to email a receipt to Workday, you can email the receipt from your Mines email address and it will be sent directly to Workday.
However, if you email the receipt from your personal email account, like a Gmail account, you must ensure your personal email is set up in your Personal Information within Workday before sending or the receipt will not be sent to Workday. Workday will only recognize the email come through if it is an email that has been added to your account.
1. From the Workday menu, navigate to Personal Information
2. Click Edit
3. Ensure your personal email address is accurate, or add a new one
4. Click Submit
Send an Expense Receipt to Workday (Two Options):
Option 1:
Email the receipt to receipts@expenses.mines.edu. The receipt can be either an attachment or forward an email from the vendor, which serves as the receipt.
Tip: Type the business purpose in the subject line of the email and it will populate the memo field and the business purpose for the Expense Line of the Expense Report.
The receipt will be logged in Workday as a Quick Expense. You can navigate to Quick Expenses by either: The Expense Hub in Workday or the Expense Line within the Expense Report.
If the delegate properly copied the delegator’s email on the receipt email, both the delegate and delegator can complete this next step.
Option 2:
Upload receipts from your phone to Workday App:
1. Take a photo of the receipt
2. Open the Workday app
3. Navigate to the Expense app
4. Click Enter Quick Expense
5. Click Upload
6. Upload the image from your phone’s photo library
7. Upload complete will display
Upload a Receipt Before the Expense Report is Created:
1. Click on the Expense Hub Overview
2. Navigate to Expense Transactions
3. Click Edit My Expense Transactions
4. Fill in the fields that did not populate (ensure the date and expense item are added)
5. Click OK
Note: The next step, regardless of whether you click “Done” or return to the Expense Hub, you will click Create Expense Report.
Upload a Receipt After an Expense Report is Created (Computer):
Option 1:
1. From the Expense Hub Overview, click Create Expense Report
2. Fill in the mandatory fields
3. Select the receipt under Quick Expenses
4. Click OK
Option 2:
1. From the Expense Hub Overview, click Create Expense Report
2. Fill in the mandatory fields
3. Click OK
4. Go to the Expense Lines tab within the Expense Report
5. Click Add
6. Click Quick Expenses
If Receipt is From a One Card Transaction:
1. From the Expense Hub Overview, click Create Expense Report
2. Fill in the mandatory fields
3. Select Credit Card Transactions tab next to Quick Expenses within the Report
4. Under the Credit Card Transactions tab, select the transactions you have the receipts for
5. Click OK
6. Click the Linked Quick Expense field
7. Select the receipt related to that One Card charge
8. Fill out the mandatory field
9. Click OK
To Delete Receipts:
1. From the Expense Hub Overview, click the Edit My Expense Transactions menu item on the left
2. Click on the circle with dash on the far left
3. Click OK
Send a Receipt on Behalf of Someone Else (As a Delegate):
A delegate can email receipts from their own personal email account to the delegator’s Workday account, but first, both the delegate and delegator need to follow the first step above to ensure their personal emails are added to their accounts.
Example: John is the Executive Assistant for Dave, the Vice President. John is traveling with Dave and needs to send a receipt to Workday from his phone, on behalf of an expense Dave accrued. John has added his own personal email to his Workday profile, but Dave has not added his personal email to his account. John asks Dave to add his personal email to his account and Dave does so.
John is now able to email the receipt to Workday and copy Dave’s personal email address in the email (following the steps below).
If Dave is not able to update his account quickly, remember that John is able to simply copy Dave’s Mines email on the receipt email instead of his personal email.