Employee Expense Reimbursements

A Spend Authorization provides approval for anticipated future expenses and is most used for travel pre-authorization. In Workday, search for Create Spend Authorization to begin the process.

In Workday, search for Create Expense Report. You can start a new report, copy a previous report, or create one from an approved Spend Authorization.

Yes. You must have a payment election established for Expense Reports before submitting one. Otherwise, Workday will generate an error.

Under Expense Lines, select Add and choose the appropriate Expense Item, such as airfare, lodging, meals, supplies, per diem, or mileage. Receipts can be attached to individual expense lines or uploaded through the Attachments tab.

RIT card charges should be accounted for on the Expense Report. When adding an expense, you can select a credit-card transaction associated with your UID.

For applicable corporate-liability card transactions, select Personal Expense to indicate that the charge was not business-related and that you intend to repay RIT.

Review the Cost Center, Fund, and Additional Worktags and update them when necessary. A single Expense Item can also be split among multiple Cost Centers using Itemization.

Select Per Diem (US) or Per Diem (International & Territories) and enter your travel dates and destination. Workday creates a Travel Journal based on the travel location. Identify meals provided during travel so the reimbursement can be adjusted appropriately.

Select Mileage - Google Distance and enter the Origin and Destination addresses. Google Maps estimates the route's mileage; additional stops or detours can be reflected in the mileage entry.

Travel expenses charged to a grant may require additional Fly America Act information. For airfare, this applies when the expense is charged to a federal grant.

Search for My Expense Reports in Workday. Reports can be filtered by status or date, and in-progress reports display the role needed for the next action.

Yes. The Workday Expenses app can be used to track expenses, upload or scan receipts, and submit Expense Reports.

Student expense reports require the Expense Data Entry Specialist role. Submit the Add or Modify Workday Roles request form to obtain the role. For instructions regarding the Workday process, use the Student Expense Report Instructions job aid.

Reimbursements for individuals external to RIT, including non-employees and non-students, are submitted through the Non-Employee Travel Expense Processing request.

For a non-RIT-affiliated student, submit the reimbursement through the Non-Employee Travel Expense Processing request.

Contact Accounts Payable at accpay@rit.edu for additional questions about reimbursing students or non-employees.