Expense Reports

Expense Reports (EXP) are created to process P-Card charges and reimburse out of-pocket expenses incurred while conducting University business. Spend Authorizations are also cleared via the Expense Report process.

Typical expenses include:

  • Business meals
  • Travel costs
  • Purchase of goods
    • Preferred purchase method is SciQuest
  • Expense Reports can be created by either the employee or a delegate.
  • Use the Expense Report Checklist to ensure accuracy on such topics as required supporting documentation, business meals, per diem vs. actual expenses.
  • Individuals are expected to prepare and submit expense reports, with supporting documentation, within thirty (30) days from the date the expense is incurred.
  • Reimbursement of travel and other expenses must be filed within ten (10) business days after the date of completion of the trip, or the date on which the expenses were 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 (link policy here)
120 days through 366 calendar days Expenses reimbursed as taxable income. Expenses reimbursed as taxable income. 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;
  • The Workday App can be used to take pictures of receipts by following the Workday App instructions
  • 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 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 out-of-pocket expenses instructions.
  • Unless required by the funding source, all receipts should be shredded after 90 calendar days (It currently says reports)
Order of Work Action to Take Essential Process Details/Helpful Tips
1 If you are preparing an expense report on behalf of another employee, make sure you are set up as a delegate for them
2 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
3 Confirm the correct Chart of Accounts (COA) to be charged Check with your department business office
4 Collect required documentation A complete list of supporting documentation requirements can be found on the Expense Report Checklist
Order of Work Action to Take Essential Process Details/Helpful Tips
1 Create an Expense Report
  • Use the “Create Expense Report” task in Workday to enter expenses (out-of-pocket or P-Card)
  • Follow the steps in the Using Expense Reports in Workday training guide
  • To ensure accuracy, use the Expense Report Checklist
  • Expense reports are automatically saved as drafts. As soon as you click OK on the initial page, a draft version of the expense report is saved
  • 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 EXP to approve
  • Attach supporting documentation and applicable receipts as one pdf under the Attachments tab
Order of Work Action to Take Essential Process Details/Helpful Tips
1 To edit or cancel an EXP that you, or someone in your Cost Center created For Yourself:
  • Expense worklet > View > My Expense Reports
  • Follow the steps in the Using Expense Reports in Workday training guide

As a Delegate:

2 Expense Report Paid to Employee Incorrectly

By Direct Deposit – 1 Business Day or Less from Deposit:
Contact the FSC at 203-432-5394 to request that the Direct Deposit be reversed

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
  • Business Office processes the check via Cash Sale
    • Attach copy of the expense report, including the expense #
    • Provide reason for the error. Note: If the employee has left Yale the check should be mailed to:

      Accounts Payable, Attn:
      AP Payment Services P.O. Box 208314
      New Haven, CT 06520

      If the employee is leaving Yale within 30 days from the date the expense is incurred, the employee must repay the University by personal check, referencing the expense number on the check.

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

Order of Work Action to Take Essential Process Details/Helpful Tips
1 Monitor unexpensed P-Card 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 P-Card charges to ensure timely submission of expenses
  • EMS View Unapproved Expense Reports – Yale
2 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
Approve
  1. Cost Center P2P $1K Approver
  2. Cost 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.