Updates to the Process for Submitting Expense Reports in Workday

A few simple steps can make it easier to manage expense reports in Workday and help keep your reimbursement requests on track.

Our organization's Business Expense Policy requires you to submit expense reports within 30 days after an expense is incurred. Expenses submitted more than 90 days after they are incurred cannot be reimbursed because of IRS accountable plan requirements.

Understanding when an expense report is considered submitted can help you meet those timelines.

Know What Counts as Submitted

Creating an expense report in Workday is only the first step. A report saved in Draft status has not entered the approval process and is not considered submitted.

Beginning Thursday, Oct. 1, the date an expense report enters the Workday approval process will determine whether it was submitted within 90 days. The date you created the report or saved it as a Draft will not determine reimbursement eligibility.

For example, you might create a report 2 weeks after incurring an expense but leave it in Draft status. You still need to submit the report into the approval process within 90 days of the date you incurred the expense. If it is not submitted within 90 days, it will not be reimbursed.

Simple Ways to Stay on Track

Regularly reviewing your Draft expense reports can help you identify items that still need action:

• Submit Draft reports for eligible expenses when they are ready for reimbursement.
• Cancel Draft reports that are no longer needed or eligible for reimbursement.
• Aim to submit your requests for reimbursement within 30 days of incurring the expense, and always submit them within 90 days.

For travel and other expenses related to a future event or service, the expense is generally considered incurred after the travel or service is completed.

Expense reports submitted more than 90 days after an expense is incurred cannot be reimbursed, regardless of when the report was created or saved as a Draft.

For More Information

Visit Employee Center and search for Expense to review the Business Expense Policy and other Workday Expense resources.