Expense Reports FAQs
Mileage
Q. Can I still enter mileage in UKG?
A. No. All mileage will be entered through Workday starting October 1, 2025.
Q. How do you enter mileage in Workday?
A. Employees submit mileage through Workday by creating an Expense Report. There is a job aid available in Employee Center, and a short instructional video to assist. You can enter mileage through the desktop app or mobile; however, once you start working in mobile, we think you’ll find the process is very easy there.
Q. Can I enter batch mileage at the end of the week?
A. That depends on what you mean by batch mileage. If you mean is it possible to submit an expense report with one line item for 450 miles total for the week or month for the answer is no.
Each trip or leg of the trip is one line item. You’ll enter the starting and ending address, and it uses Google Maps to calculate the mileage. Click a box to make it round trip.
You can start an expense report for mileage on Monday and record each trip throughout the week. On Friday, just submit the expense report. Doing this on your mobile device is easy. You can also use a prior expense report as a template for a new one.
Q. When float staff and providers are putting their mileage into WD, will they be able to select which cost center that is charged to?
A. Yes. Expense Reports will default to the employee's home cost center, so if it should be expensed elsewhere, they would need to change that field in Workday. They would need to use the new cost center numbers. Some leaders are providing a cost center “cheat sheet” to help providers know which to choose.
Physicians (that are Carilion employees) would enter their mileage into Workday on an Expense Report. Mileage that is currently entered in UKG would be submitted by the provider on an expense report in Workday. Mileage that currently goes into EPIC will continue to go in EPIC, and an integration and an EIB will handle getting it in Workday on Mondays for weekly settlement.
Q. Can I submit multiple items in one expense report?
A. Yes! Multiple line items can be added as long as they fall under the same business purpose.
Resources
View your team's Cost Center Manager and a Crosswalk between the old and new Cost Center Numbers.
