Business Process Change: Expense Reports

There will be a significant change in how expense reports will be initiated and approved. 

Faculty, staff, and student workers requesting reimbursement will fill out their own expense reports in Workday. Administrative assistants will not fill out expense reports for their managers or department members, but instead will assist them and can provide budget numbers.  

If you use a mobile device, you can take photos of receipts with the Workday app, and easily assemble these items into an expense report. Expense reports can be saved and added to over time. Receipts can also be scanned an added to an expense report. If you use a Pcard, items will be reconciled by adding them to an expense report. Once an expense report is submitted, the manager and/or cost center manager (department budget approver), and Accounts Payable will review it and can send it back if any changes are needed. You will be able to see the status of your expense report at all times. 

There will be copious training to support this significant process change. A draft version of step-by-step instructions is available now on the website for you to peruse. A video demonstrating the process will be available soon. There will be in-person and hands-on training sessions, as well as one-on-one support, to learn this new process.  

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See wpi.edu/+transformation for FAQs, the training calendar, and documentation on Enterprise Transformation projects, including Workday. 

Join the etpcomm@wpi.edu mailing list to receive brief updates, including training opportunities and tips for using Workday. 

Contact us at workday@wpi.edu with your questions, comments, and concerns; we would love to hear from you. We would also be happy to visit your department, just drop us a line.