Training resources related to this topic include: Create Expense Report (Guide), Expense Reports (travel and non-travel in Workday) (Video), Workday Self-Service: Managing Expenses (Self-Paced Course), Create a Spend Authorization (Travel Request) (Guide), Review and Approve Expenses (Guide). Reports for Expense Transactions (Guide), Reports for Expense Transactions (Guide), Create Intercompany Expense Report (Guide), Delegate Spend Authorizations (Guide), Delegate Expense Reports (Guide)
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Per Diems
What Per Diem should I use when?
| Domestic Travel | International Travel | When to use |
|---|---|---|
| Travel – Domestic: Per Diem – GSA/DoD – Spend Authorization | Travel – International: Per Diem – GSA/DoS – Spend Authorization | On Spend Authorizations only When traveling on non-state funds |
| Travel – Domestic: Per Diem – State of SC – Spend Authorization | Travel – International: Per Diem – State of SC – Spend Authorization | On Spend Authorizations only When traveling on state funds |
| Travel – Domestic: Per Diem – GSA/DoD – Spend Authorization – Cash Advance | Travel – International: Per Diem – DoS – Spend Authorization – Cash Advance | On Spend Authorizations only When traveling on non-state funds This option should only be used if you have been pre-approved for a cash advance. |
| Travel – Domestic: Per Diem – State of SC – Spend Authorization – Cash Advance | Travel – International: Per Diem – State of SC – Spend Authorization – Cash Advance | On Spend Authorizations only When traveling on state funds This option should only be used if you have been pre-approved for a cash advance. |
| Travel Domestic: GSA/DoD Per Diem (Non-State Fund Only) | Travel International: DoS Per Diem (Non-State Fund Only) | On Expense Reports only When traveling on non-state funds |
| Travel – Domestic: State of SC Per Diem (State Fund Only) | Travel – International: State of SC Per Diem (State Fund Only) | On Expense Reports only When traveling on state funds |
How do I adjust an expense report to adjust the Per Diem for provided meals or for a multi-stop trip.
First, use the table above to select the correct Per Diem codes in the Expense Item field.
The Item Details section will appear on the right side of the screen. After you enter the destination and travel dates, Workday will generate a Travel Journal in the lower-right corner. Select View Details to open it. Each day’s meals will display in the journal, and you can adjust the destination for a multi-stop trip or deduct meals as needed.
How do I adjust an expense report to adjust the Per Diem for provided meals or for a multi-stop trip.
First, use the table above to select the correct Per Diem codes in the Expense Item field.
The Item Details section will appear on the right side of the screen. After you enter the destination and travel dates, Workday will generate a Travel Journal in the lower-right corner. Select View Details to open it. Each day’s meals will display in the journal, and you can adjust the destination for a multi-stop trip or deduct meals as needed.
What Per Diem option do I select for travel charged to a grant?
Grant travel doesn’t change the Per Diem type unless you are using a State Fund. See the table above for more information.
Can I reduce per diem by entering a specific dollar amount?
No. Adjust the eligible meals or dates until the calculated per diem reaches the intended amount.
Why is the per diem different on the first and last travel days?
The first and last travel days are generally calculated at 75% of the daily rate. The amount also depends on the destination and the selected per diem type.
Why do per diem rules differ between grants or funds?
Per diem rules depend on the funding source. Some funds require State of South Carolina rates, while others use GSA rates. Confirm the applicable rule for the fund used on the expense report.
Expense Reports
On an expense report, once I enter the expense type of “lodging,” the worktags disappear and I cannot edit or re-enter information. What do I do?
Itemization is required for lodging expenses. The worktags are entered on the itemization screen for the lodging expense. Once you select “lodging,” as the expense item, the right side of the screen will display additional fields to complete as well as a section entitled Itemization. Select Edit to itemize the lodging expense. You will see worktag fields for each itemization populate. Those can be edited.
How do I expense local mileage?
On your expense report, select the expense item: Travel Personal Vehicle Mileage.
How can I correct, delete, or cancel an Expense Report in Workday?
You cannot delete an expense report, however, you can cancel or correct an expense report. Navigate to My Expense Reports (enter in the Search field or use the Expenses Hub). In the table displayed, locate the expense report and select the Actions button. There you can choose to cancel or change the expense report. If the expense report has already been approved, the corrected report will route again to all approvers.
How does an employee get reimbursed for travel they had approved prior to Workday?
Create a new expense report in Workday and include information in the memo field regarding the previous authorization completed before July 1, 2026.
On an expense report, I keep getting an error to “select a payment type” despite having check selected. It’s also not allowing me to select direct deposit.
You must select direct deposit. However, in order to select direct deposit on an expense report, you must have entered in Workday Payment Election details, see this guide for step-by-step instructions.
Why is an expense report charged to a grant routing to the Cost Center Hierarchy Manager?
This approval is required if there is no spend authorization attached for travel or the expense is more than 60 days in the past. In these cases, the employee has violated the policy related to expense reimbursements and the manager’s role is to determine that given the violation the employee should still be reimbursed.
When are approved expense reports sent for reimbursement?
Payments are made on Tuesdays and Thursdays.
If I have an expenditure that is non-tax, what do I need to select as the default tax code?
On the transaction details line under Tax, you should be able to type Non-Taxable in the Tax Applicability box.
Is it possible to use a different hotel rate in an expense report?
Yes, you can do so on the itemization screen. Once you select lodging, as the expense item, the right side of the screen will display additional fields to complete as well as a section entitled Itemization. Adjust the number of days charged at one rate on one of the itemization forms and adjust number of days charged at another rate by selecting Add on the bottom of the itemization form.
How can an end user process Guest Reimbursements?
To reimburse any non-employee for expenses, use the Miscellaneous Payment Request task.
Can I change the company after starting a spend authorization or expense report?
No. The company is locked when the event is created because Workday may create accounting activity behind the scenes. Cancel the incorrect item and create a new one with the correct company.
Can CLEMU and CUFDN expenses be included on the same expense report?
No. Create separate expense reports for each company.
How do I add a receipt that I uploaded through the Workday mobile app to an expense report?
Create or edit the expense report, select Add, and choose Quick Expense. Workday uses Quick Expense for receipt images uploaded through the app.
How do I check where an expense report is in the approval process?
Open the expense report and review the Business Process or Process tab. It shows the current workflow step and where the report is awaiting action.
Spend Authorizations (Travel Requests)
How is a Workday travel authorization (spend authorization) connected to an expense report?
For travel authorized in Workday, link the approved Spend Authorization at the beginning of expense report creation.
When do I check the box for personal expense when completing an expense report?
The box for personal expense should be used to mark that a portion of the expense was personal and should not be reimbursed.
What do I do if my destination city is not listed?
If the travel city is not listed the employee should choose the State and Other and then list the specific city name in the provided textbox.
How do I enter a no cost travel (spend) authorization for a trip paid for by external sponsor?
When you create the spend authorization, click Add and select the No Cost Travel Details expense item. Complete the required fields and submit.
Should I wait to book a hotel until after my Spend Authorization has been submitted?
Employees are required to have a fully approved Spend Authorization before travel can be booked. Anthony Travel validates all bookings with their Spend Authorization. In the event you book travel for a trip that is not fully approved, Anthony Travel will reach out to you to confirm the approved Spend Authorization. If you do not receive approval or do not respond within 24 hours, the reservation will be cancelled.
University Advancement employees have travel budgets from Clemson University Foundation. When they create a travel request, should they use Clemson Foundation and not Clemson University?
Yes, if the employee needs to charge items to CUFDN then they will need to choose CUFDN as the company on the spend authorization.
Is a spend authorization required when the only reimbursement is mileage?
Yes, if the mileage is for an overnight trip.
Can several local day trips be included on one spend authorization?
Yes, when the trips have the same purpose and occur within a reasonable period, such as one month. This approach is not appropriate for unrelated trips or out-of-state travel.
How is the export-control questionnaire handled for international travel?
The questionnaire is automatically routed to the employee’s My Tasks during the spend authorization workflow. It is not added as a separate expense item.
What should I do if an approved spend authorization has the wrong worktags?
If the approved spend authorization cannot be corrected or unassigned for the needed worktags, create a new expense report with the correct worktags instead of forcing the incorrect authorization onto the report.
Workday and Concur
Does Workday populate a legacy Concur Request ID?
We did not convert the travel authorization from Concur. A report extract from Concur with some key data elements of the approvals was provided to the BCBOs.
How do Workday, Concur, and Anthony Travel work together for university travel?
The employee creates and submits a spend authorization in Workday. After approval, the authorization details are sent to Anthony Travel. The employee books through the Concur Travel Booking Tool or Anthony Travel. The travel booking record is then sent back to Workday for attachment to the expense report after the trip.
Reports
What reports can I use to review spend authorizations and expense reports?
In Workday, search for Find Spend Authorization Lines for Organization or Find Expense Report Lines for Organization to review transactions for your organization.
Step-by-step instructions for most tasks in Workday are available in the Workday Training Library. If you have a question that is not answered here or via a training guide or self-paced training submit a ServiceNow case.
