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Spend Authorization
Enable an employee to obtain an Expense Advance (Cash Advance) to pay for travel-related expenses that cannot be paid for any other way, or for Human Research Study Participant payments.
- Only employees of the university (including student employees) may request a Spend Authorization (SA) and receive an expense advance
- Should not be used to reimburse non-employee students or non-employees, such as visiting speakers; in these cases, a Supplier Invoice Request should be used
- Only one expense advance may be outstanding for an individual at any time
- Additional funding may not be added to an existing expense advance
- If you travel frequently, keep the reloadable debit card so it can continuously be reloaded. However, outstanding advances must be cleared before another SA can be issued
- Salary and wage payments for work done in the United States should not be made with funding from an expense advance
- P-Cards should not be used to purchase gift cards for Human Research Study Participant advance payments
Order of Work |
Action to Take |
Essential Process Details/Helpful Tips |
---|---|---|
1 |
Determine the type of expense advance needed |
There are two options:
|
2 |
Determine the advance dollar amount needed |
|
3 |
Determine the start and end dates of the advance |
|
4 |
Confirm the correct Chart of Accounts (COA) to be charged |
|
5 |
Identify the business purpose and/or an outline of how the advanced funds will be spent (How and Why the funds will be spent) |
|
6 |
Identify the method of payment by which the employee would like to receive the advance funds |
|
7 |
Confirm that the employee is set up for the requested method of payment. If they are not, have the employee complete the set-up prior to creating the advance |
|
8 |
Any employee can create a Spend Authorization for themselves. To prepare an advance on behalf of another Yale employee, you must be set up as a delegate |
Delegation of authority can be requested one of two ways:
|
9 |
Ensure the employee understands what documentation will be required to clear the advance |
For Human Research Study Participant Expenses:
For Travel-Related Expenses:
|
10 |
Ensure that employees understand the policy and their responsibilities when using a Spend Authorization, including the need to repay outstanding funds |
|
Order of Work | Action to Take | Essential Process Details/Helpful Tips |
---|---|---|
1 | Create a Spend Authorization in Workday |
|
2 | Follow data entry requirements for each type of advance | For Human Research Study Participant Advances:
For Travel-Related Advances:
For Both Advance Types:
|
Order of Work |
Action to Take |
Essential Process Details/Helpful Tips |
---|---|---|
1 |
Clear expenses within guidelines outlined in the policy |
For Travel-Related Advances:
For Human Research Study Participant Expenses:
|
2 |
Clear expenses via an Expense Report in Workday |
For Human Research Study Participant advances:
|
3 |
For outstanding advance amounts, ensure that the remaining funds are returned to Yale |
|
Order of Work | Action to Take | Essential Process Details/Helpful Tips |
---|---|---|
1 | Run reports as needed: | Find Spend Authorizations/Cash Advances – Yale |
If You Need To: |
Request the Following Role: |
---|---|
Initiate/Create |
Delegation of authority can be requested one of two ways:
|
Approve |
Speak to your supervisor regarding the appropriate dollar threshold for this role |
Monitor/Run Report(s |
|
See full list of Workday Roles.
- Create/Clear a Spend Authorization
- Advances and Spend Authorizations – General Accounting
- Record Cash Sale
- Direct Deposit Payment Elections for Expenses (Reimbursements)
- 3215 FR.07 Request to Delegate Authority to Prepare Expense Reports and Spend Authorizations
- Delegation Settings for Expenses and Spend Authorizations guide
- Accounting Manual