Create an Expense Report (not travel related)

How to Create an Expense Report (not for travel)

An Expense Report is a request for reimbursement of a prior purchase related to university activities.

Expense Reports must be submitted within 60 days of the expense being paid or incurred.

What to Include on your Expense Report

Fees that you paid for on a personal credit card or by personal check.

What to Exclude from your Expense Report

Fees that were not paid for by yourself on a personal credit card (ex: a university PCard was used for payment)

Submit in Workday

Before you begin your submission in Workday, you will need the following:

Itemized receipts for your purchase

Your funding source worktags. If you are uncertain on what the worktags are for your funding source, please email ASC-Music-Finance@osu.edu

What is an itemized receipt?

An itemized receipt has all the following pieces of information on it:

Business Name
Date

Item(s) Purchased

Price of Each Item

Total Amount of Bill

Method of Payment

If you do not have an itemized receipt, additional documentation will be requested. If sufficient documentation is not available, reimbursement will be denied.

Begin the Expense Report

Type Create Expense Report in the search field at the top of the Workday homepage. Select Create Expense Report from options list.

Creation Options – Leave this field on the default setting.
Memo — enter a note relative to the specific expense.
Company — This field will auto populate for you.
Expense Report Date — This field will auto populate with today's date.
Business Purpose — Select Reimbursement Non-Travel from the Business Purpose selection.
Enter your funding source Worktags as needed.
Select OK to proceed

Now you will enter your Expense Lines with itemized receipts:

Click Add to enter an Expense Item and fill out the required fields.

Upload your itemized receipt using the “Drop files here” action or by selecting from files saved on your computer.
Expense Date — Enter the date of the purchase.
Expense Item — Enter or select an Expense Item. Examples are: Teaching Aids and Materials, Publications, Business Meals or Food–External Attendees.
Memo — This field is typically not required but can be used for additional details about your Expense Item. Workday will prompt you if details are needed in the Memo line.
Quantity/Per Unit Amount/Total Amount — Enter the quantity and cost of your purchase.
Business Reason — Enter an explanation as to why the purchase was necessary. Include all relevant details.
Merchant — Enter the name of the merchant.
Itemization - You are not required to itemize each expense unless directed to do so. For example: alcohol procured during a business meal must be expensed to a discretionary fund by splitting the total cost with the Itemization feature.
Ensure that the Worktags listed are correct.

Continue to add more Expense Lines until you have input all items to be reimbursed.

Note: Some Expense Items will prompt you to input additional details. For example, selecting Business Meal will prompt you to input the Destination (location of the meal), number of persons in attendance, and to list the attendees. You may also upload an attendance list for this.

When you have entered all Expense Items, Submit your Expense Report.

Your Expense Report will route for approval. If additional details are needed, the Expense Report will be sent back to you for edits and Workday will notify you.

Once the Expense Report is approved, you will receive an email with Workday confirming the approval. Reimbursement will be sent to the same account used for payroll purposes.

Questions? Email ASC-Music-Finance@osu.edu