Workday Expenses Staff Reimbursements

Overview
Workday Expenses is Teach For Americas one-stop source for submitting staff reimbursements and American Express corporate credit card reports. Staff
member expense reports can only be submitted through this system and require approval by their managers (as well as Budget Managers only if coding
charges to another department). Reimbursements are submitted for out-of-pocket business related expenses that staff members charged to a personal
credit card or paid for with cash.

Accessing the System

- Go to: https://www.myworkday.com/
teachforamerica/login.flex

Log On ID = Your TFA email address

Log on Password = Your regular password

- Select All About Me from your home-screen.

- From the list of options available, choose Expenses.

Adding Expenses
- From the Expenses menu, select Create Expense Report.
- Select if to create a new report or copy an existing report. Let all other fields default. Hit OK.
- Complete all empty fields in the new expense
report page: leave the defaults as is, enter the
Business Purpose for the report (i.e. staff reim-

bursement in this case). Enter a Memo (provide a

description for the report ex: July expenses).
- Click on the row provided to enter your first expense. A coding pane opens to the right for you to
enter your transaction information.
- Select the Expense Type - the type of expense
you incurred such as food, airfare etc.
- Leave the quantity as 1 and enter the expense
total under Amount. The Extended Amount will
default automatically.
- Check off that you have your receipt for the expense. If you lost a receipt, submit a missing receipt memo which will count as a receipt.
- Leave Billable un-checked.
- In the Memo field, enter any description for your
expense if you feel that it needs clarification. Ex:
enter how many folks attended the meal or if a
flight or train was for a particular event etc.
- Add the 5 required worktags for each expense.
The following items are required for all transactions. You will not be able to submit your report
without this information for each expense:

Cost Center (department code defaults to
your department, but you can be over-ridden)

Home Function (finance function- defaults to
your function, but can be edited)

Projects (default to 0000 if you dont have one)

Grant (default to 00000 if you dont have one)

Special Code (default to 0 if you dont have one)

- Depending on the expense type, you will have

different required fields to enter.
*Note Location field: the location for vendors
must match the city of the vendor. For plane, car
rental and train expenses, Location will be your
destination city. If you cannot find your destination city, select _Other and enter the city in the
Memo field.
** Note on Daily Rate field for hotel expense:
field must reflect the nightly room rate prior to
taxes. If a reservation has different rates per
night, enter the average of all the rates.
Itemizing Transactions
- Click Itemize at the bottom of the coding pane.
- Split out your expense according to your coding
needs. To add more itemizations, click Add on the
left-hand corner. The total of your expense subtracts until you are left with 0.
Attaching Receipts
- Itemized receipts are required for every transaction and must be attached before a Staff Reimbursement can be submitted for approval.
- Click Attachments on the report page to attach
scanned receipts to your report. Select the green +
button on the left to add attachments.
- Select browse and find your file to attach. Repeat
to add multiple files.
Submitting the Report

- Once all receipts have been loaded, hit Submit.

Submit
If you are missing some piece of info for your report, you will not be allowed to submit the report
until you fix the error. An alert will let you know
the information that you are missing.
- Your report will go to your manager for approval.

Important Notes:

Quick Tips

AMEX and Staff Reimbursement Reports must be separate reports.

Airfare and Train expenses must have boarding passes for all legs of the trip

Once you have coded your first expense, any transactions that you

as supporting documentation for the expense.

Hotel stays require a Zero balance folio from the hotel (document providing all
trip info and noting that nothing is owed to the hotel at time of check-out).
Receipts must be scanned and attached before a report can be submitted for
approval. Make sure to tape receipts to a sheet of paper in the order that you
enter them prior to scanning. If you do not yet have a boarding pass, attach
what you can and submit for approval. Once you have taken a trip, retrieve the
report and attach the final documents.
Submit your reimbursements within 2 weeks of the expense. Staff members
will receive their reimbursement in the same manner as their payroll according to the timelines listed in: \\Natfs\public\Finance\Calendars.
An e-mail notification will be issued after your report has been approved.

enter in the report will default with the worktags that you have entered. Edit as needed.
Hard copy originals must be kept by the cardholder up to 6
months. If unable to produce an original receipt for a legitimate
transaction, you must provide a written explanation including the date
of transaction, vendor, amount, items purchased and business rationale for the expense. The explanation must be signed by you, approved
by your manager, and attached to the report.
Maps displaying the route traveled are required for all Mileage reimbursements for auditing and verification purposes.
If another person will process your expense reports, you may delegate this task under Manage Delegations in your Workday Inbox.

Important Links/Contacts
For general Expenses Help, Amex and Staff reimbursement questions or log-in issues, please contact: ExpenseHelp@teachforamerica.org
For Workday Expenses reference materials, check out: \\natfs\public\Finance\_WorkdayExpenses

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