Travel Authorization Process (now Spend Authorization)

Summary

This article explains the new travel authorization process in Workday, now referred to as spend authorizations.

Body

View more travel information on The Fountain.

9/17/24

To simplify the process, we recommend a temporary return to paper PDF forms for travel and special expense approvals until further notice. An updated version of the "Request for Approval of Out of State Travel" form is available on the Finance & Facilities Fountain travel page.

Once the form is approved, please upload it into the Employee Expense Reports, rather than using the Spend Authorization process. Additionally, we will temporarily return to using the CS1407 Special Expense Form. After approval, please upload this form into the p-card reconciliation system.

 

I’m going to be traveling, what is the new travel authorization process?
What we now call travel authorizations are now considered spend authorizations in Workday. Your spend authorization in Workday will automatically route for approval(s). Watch this demo video to learn how to find this feature in Workday and complete the action. This job aid also walks you through how to do a spend authorization (the new travel authorization process now).

What should I know or gather before I submit a Travel Authorization?
Before completing a Workday Spend Authorization, gather the information below to ensure a smooth process. Not all items below may be required for your situation.

  • Airfare
  • Registration
  • Lodging
  • Car Rental
  • Meals
  • Memo field - same as Expense Type (lodging, rental, etc.)
  • What Cost Centers (Program/Grant/Project Codes - Workday) you will be using.

Travel Code Crosswalk 

ISRS Object Code ISRS Object Code Description WD Ledger Acct Number WD Ledger Acct Description Workday Spend/Rev Cat ID Workday Spend Revenue Cat Description
2110 Private Auto Mileage - In-State 60000 Purchased Services SC0261 Travel
2120 Travel Expense - In-State 60000 Purchased Services SC0261 Travel
2122 Registration Fees - In-State 60000 Purchased Services SC0209 Registration Fees - In-State
2130 Living Expense - In-State 60000 Purchased Services SC0193 Parking
2190 Meal Without Overnight Lodging-State 60000 Purchased Services SC0261 Travel
2210 Priv Auto Mile- Out-of-State 60000 Purchased Services SC0261 Travel
2220 Travel Expense - Out-of-State 60000 Purchased Services SC0017 Airfare
2222 Registration Fee - Out-of-State 60000 Purchased Services SC0211 Registration Fees - Out-of-State
2230 Living Expense - Out-of-State 60000 Purchased Services SC0261 Travel
2290 Meal Without Overnight Lodging-OutState 60000 Purchased Services SC0261 Travel
2870 Memberships 60140 Other Expense SC0172 Memberships- Individual
3000 Supplies & Materials (Not for Resale) 60010 Supplies SC0253 Supplies & Materials (Not for Resale)

 

Details

Details

Article ID: 1081
Created
Mon 7/1/24 3:23 PM
Modified
Thu 9/19/24 3:25 PM