Workday Process Improvements: Simplified Spend Authorizations

February 12, 2025

Based on feedback from campus members, we have made adjustments to streamline the processes for Spend Authorizations and Expense Reports. 

Here are the key adjustments:

• Flexible Submission Options for Spend Authorizations:
  You can choose between entering a consolidated total cost as a single line item or providing itemized expense entries when submitting a Spend Authorization, depending on your Cost Center Manager’s requirements. This flexibility enables Cost Center Managers to maintain their preferred level of detail, while simplifying the input process when less detail is needed for certain types of recordkeeping.
  
  Please consult with your Cost Center Manager to confirm your department's requirements regarding consolidated versus itemized submissions.
  
  

• Streamlined Interface for Spend Authorizations and Expense Reports:
  We've streamlined the Workday input screens by removing unnecessary fields and worktags and highlighting essential information needed for both Spend Authorizations and Expense Reports.

• Updated Documentation:
  The on-screen Workday instructions have been refreshed to provide more context-specific information for each expense item and updated help guides are available in the Google Drive:

• Create Spend Authorizations - JA 

• Create Expense Reports - JA

As a reminder, Spend Authorizations must be approved before any travel or professional development activities. Once approved, you can proceed with your plans and use the authorization to submit related expenses through an Expense Report.