Expense Reports

    Definition

    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 small goods
      • Preferred purchase method is SciQuest
    Key Information
    • Expense Reports can be created by a Workday user or their 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.
    • 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;
    • 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.
    To Start
    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 Examples of supporting documentation requirements can be found on the Expense Report Checklist
    Create an Expense Report
    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
    • Once header is entered and ER# is identified, ER 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 EXP 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.
    Edit/Cancel an Expense Report
    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 askfinance@yale.edu 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. 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 procedures and policies
    Monitor Expenses and Expense Reports
    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
    Roles Required
    If You Need To: Request the Following Role:
    Initiate/Create
    • Any Workday user, or their delegate, can create an ER.
    • Delegation of authority can be requested by completing Form 3215 FR.07
    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.

    Policies and Procedures
    Training Guides and Tools