Expense Reports

Overview

Expense reports are created to process PCard charges and reimburse out of-pocket expenses incurred while conducting University business. Spend Authorizations are also cleared via the expense report process.

Key actions and information

  • Created in Workday: Expense reports can be created by a Workday user or their delegate. The Workday App can also be used to take pictures of receipts.
  • Use the checklist: This tool helps to ensure accuracy on such topics as required supporting documentation, business meals, per diem vs. actual expenses.
  • Submit within 30 days of the expense: Individuals are expected to prepare and submit expense reports, with supporting documentation, within 30 days from the date the expense is incurred. There are strict guidelines regarding the maximum amount of time expenses may be submitted and approved. Failure to comply has both tax and reimbursement implications for the employee (see table below).
Number of Days from Date the Expense Was Incurred Impact
Up until 119 calendar days None if submitted in accordance with policy and procedure.
120 days through 366 calendar days Expenses reimbursed as taxable income. (Note: if the expense reimbursement is for a student employee, Post Doctoral Associate, or a Post Doctoral Fellow you may submit it as a Supplier Invoice Request.
367 calendar days Not eligible for reimbursement;
  • Sponsored awards travel: Travel charged to sponsored awards is subject to specific limitations and restrictions set by the sponsor. Travel restrictions may vary between federal and non-federal sponsors
  • Out-of-pocket expenses reimbursement: These expenses are reimbursed based on how the employee is set up to receive expense payments in Workday. Employees can check and change this by following these direct deposit instructions.

Process

Action to Take Essential Process Details/Helpful Tips
If you are preparing an expense report on behalf of another employee, make sure you are set up as a delegate for them
Identify the business purpose Should answer: Who, What, Where, When and Why. Tips can be found on the business purpose section of the expense report checklist
Confirm the correct Chart of Accounts (COA) to be charged Check with your department business office
Collect required documentation Examples of supporting documentation requirements can be found on the expense report checklist

Action to Take Essential Process Details/Helpful Tips
Create an expense report
  • Use the “Create Expense Report” task in Workday to enter expenses (out-of-pocket or PCard)
  • Once header is entered and the expense report number (ER#) is identified, the expense report saves automatically.
  • Expense reports containing personal expenses must be reviewed and approved by the employee for payroll deduction
    • If prepared by a delegate, the delegate must email the employee to let them know they have an expense report to approve
  • Expense reports containing out-of-pocket expenses need to be reviewed and approved by the employee.
  • Attach supporting documentation and applicable receipts as one pdf under the Attachments tab
    • Receipts can also be attached at the line level.

Action to Take Essential Process Details/Helpful Tips
To edit or cancel an expense report that you, or someone in your Cost Center created

For Yourself:

  • Expense worklet > View > My Expense Reports

As a Delegate:

  • Switch accounts to the name of the card holder who the expense report is for, then select “My Expense Reports”
Expense report paid to employee incorrectly

By Direct Deposit – 1 Business Day or Less from Deposit:

By Direct Deposit – Greater Than 1 Business Day from Deposit or If Yale’s Check Payment Was Cashed:

  • Employee should repay the University by personal check, referencing the expense number on the check. The check should be made out to Yale University.
  • Business Office processes the check via Cash Sale.
    • Attach copy of the expense report, including the expense #
    • Provide reason for the error.

If the employee is leaving Yale within 30 days (or has already left), from the date the expense is incurred, the employee must repay the University by personal check, referencing the expense number on the check. The check should be made out to Yale University.

By Check – Returning the Check:
See the Requesting Accounts Payable (AP) Check Voids and Reissues procedure.

Action to Take Essential Process Details/Helpful Tips
Monitor unexpensed PCard transactions and unapproved expense reports; run as needed:
  • Unexpensed Credit Card Transactions-Yale
    • Best Practice for Business Offices is to run this report periodically and send employees a copy of their current PCard charges to ensure timely submission of expenses
  • EMS View Unapproved Expense Reports – Yale
Run Reports as needed:
  • Find My Team’s Expense Reports - Yale
  • My Expense Reports - Report
  • Find Expense Reports by Cost Center - Yale
  • Find Payments- Report
  • Find Spend Authorizations/Cash Advances – Yale
  • EMS View Unapproved Expense Reports – Yale
  • Expense Reports Sent Back - Yale

If You Need To: Request the Following Role:
Initiate/Create
  • Any Workday user, or their delegate, can create an expense report.
  • Delegation of authority can be requested by completing Form 3215 FR.07
Approve
  1. Cost Center P2P $1K Approver
  2. ost Center P2P $10K Approver
  3. Cost Center P2P Unlimited Approver

Speak to your supervisor regarding the appropriate dollar threshold for this role
Monitor/Run Report(s)
  1. Cost Center Financial Analyst
  2. Cost Center P2P Inquiry

See full list of Workday Roles.

Checklist for expense reports

  • Who – name of attendee(s) or participant(s) including their position and affiliation.
  • What – name of the expense (dinner, travel tickets, dues) or event (name of conference, workshop, or meeting).
  • Where – location where the event took place or destination traveled to.
  • When – date(s) or date range of event or expense.
  • Why – how does this benefit the University?
  • No abbreviations, unless written out once within same expense report.

  • Have all University policies and procedures been followed?
  • If the expense is for a meal for 10 people or less include the following:
    • Each guest’s name and affiliation to Yale University
  • If the expense is for a meal for greater than 10 people include the following:
    • Number of attendees
    • Affiliation to the University

Supporting documentation

  • Does the receipt match the charge?
  • Does the Out-of-Pocket (OOP) receipt include both proof of payment and the method of payment used in the purchase?
  • Have you attached the receipts >/= $75 (note that charges for lodging must be attached regardless of the dollar value).
  • Are the receipts legible?
  • Do you have an itemized receipt for hotel bills?

Non-reimbursable expenses are costs that Yale University will not reimburse or pay for, even if incurred during University business travel or activities.

Examples of non-reimbursable expenses

  • Reimbursement for mileage and parking in New Haven.
  • In-room movies.
  • “No-show” charges for hotel and car service.
  • Personal parking tickets or traffic violations.
  • Upgrades (air, hotel, car, train etc.).
  • Domestic Car Rentals: Do Not Purchase insurance coverage when renting in the Continental United States, including the District of Columbia.
  • If an exception has been granted by the Provost or Controller, written documentation is required to be submitted with the expense.
  • Note: Not an all-inclusive list, always review University policies and procedures for the most recent information.

Additional information

  • If you are allowed to fly business class, you must determine the difference between the cost of business class and economy class and itemize this difference to expenditure item (Domestic/Foreign Travel – Unallowable). For more information, refer to the Accounting for Air Travel Expenses guide.
  • As a guideline, actual meal expenses should not be greater than the per diem allowance set by the federal government for the city visited.
  • International Car Rentals.

International expense generally refers to any goods or services used in a country outside the United States or any expense related to travel for activities conducted outside the United States. It doesn’t matter if they are purchased in the US.

Examples of international expenses

  • Supplies purchased in the U.S. but shipped and used for activities conducted outside the U.S.
  • A limo expense incurred to travel to JFK to board a flight to London to speak at a conference.
  • A hotel expense while in London to speak at a conference.

Additional information about international car rentals

  • Do purchase the LDW (Loss Damage Waiver; formerly called CDW or collision damage waiver) and LIS (Liability Insurance Supplement) insurance for all rentals outside of the Continental United States, including Alaska, Hawaii, Canada, Puerto Rico, and the US Virgin Islands.

Policies and procedures

Resources and tools

Contact and support

Personalized support with questions: Finance Support Center (FSC)

Self-service support with finance questions: Finance Chatbot