Spend Authorization

1

Determine the type of expense advance needed

There are two options:

1. Travel-Related advance
2. Human Research Study Participant advance

2

Determine the advance dollar amount needed

• Should not exceed the costs to be incurred

3

Determine the start and end dates of the advance

• Expense advances should not be created earlier than 10 days prior to the start date

4

Confirm the correct Chart of Accounts (COA) to be charged

• Check with your department business office

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)

• Tips on how to construct a business purpose can be found on the Business Purpose section of the  Expense Report Checklist

6

Identify the method of payment by which the employee would like to receive the advance funds

• Use the “Options for Receiving and Returning Cash Advances” reference tool below

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

• The default payment method depends on how the employee is set up in Workday to receive expense payments (reimbursements). Employees can check and change this by following these Instructions
• The Payment method can be changed in the “Reimbursement Payment Type” field when creating the spend authorization, but to receive payment by direct deposit, the instructions in the bullet above must be completed first

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:

• Any employee can directly delegate authority to another employee in Workday.  For more information, refer to the Delegation Settings for Expenses and Spend Authorizations guide
• Business Offices can also complete Form 3215 FR.07 to request delegate authority

9

Ensure the employee understands what documentation will be required to clear the advance

For Human Research Study Participant Expenses:

• Required documentation includes: Institutional Review Board (IRB) # and study participant data.  
• For complete information refer to: Procedure 3417 PR.01 Human Research Study Participant Remuneration

For Travel-Related Expenses:

• Required documentation includes original receipts for expenses equal to or greater than $75 and an itinerary, statement of foreign payments, if applicable. Note: Some business offices may require receipts under $75
• For complete information refer to: travel policy and procedures

10

Ensure that employees understand the policy and their responsibilities when using a Spend Authorization, including the need to repay outstanding funds

• Use the “Options for Receiving and Returning Cash Advances” reference tool below
• Refer to 3305 Expense Advances guide

1

Clear expenses within guidelines outlined in the policy

For Travel-Related Advances:

• Must be cleared no later than two weeks (10 business days) after the end date of travel
• If travel exceeds 90 days, expenses incurred to date should be cleared every 90 days

For Human Research Study Participant Expenses:

• Must be reconciled monthly and cleared within three (3) months of opening the advance

2

Clear expenses via an Expense Report in Workday

• Refer to the Create/Clear a Spend Authorization training guide for step-by-step instructions. “Create/Clear a Spend Authorization
• Only click the check box for “Final Expense Report for Spend Authorization” if there are no remaining expense items to link.
• The Spend Authorization will only be closed if the expenses entered equal or exceed the balance of the Spend Authorization and the “Final Expense Report” box is checked
• If there is no outstanding balance and the “Final Expense Report” box is not checked, you will need to manually close the SA
• Only the employee or their delegate can close a Spend Authorization with a zero balance
• If the employee is no longer employed at Yale, email FSC to request closure of the spend authorization

For Human Research Study Participant advances:

• Use the “Human Research Payments” expense item

3

For outstanding advance amounts, ensure that the remaining funds are returned to Yale

• Use the Options for Receiving and Returning Cash Advances chart.
• Outstanding advances must be cleared before another Spend Authorization can be issued

• Any employee, or their delegate, can create a SA

Delegation of authority can be requested one of two ways:

• Any employee can directly delegate authority to another employee in Workday.  For more information, refer to the Delegation Settings for Expenses and Spend Authorizations guide
• Business Offices can also complete · Form 3215 FR.07 to request delegate authority

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

1. Cost Center Financial Analyst
2. Cost Center P2P Inquiry