Datasheet
Workday Expenses
Streamline expense management.
Accurate expense management has a huge impact on your
bottom line. Travel and entertainment (T&E) continues to be
one of the most difficult operating expenses to control, and
organizations are looking at ways to further automate and
simplify the expense reporting process to benefit both the
organization and employees.
While employees want a fast and intuitive way to capture and submit
their expenses, back-office teams need a flexible solution to enforce
spending policies and identify cost-saving opportunities.
Workday Expenses addresses both of these requirements by providing
organizations with a user-friendly experience and enterprise-grade functionality
that helps capture, monitor, and control employee spend more accurately.
Manage expenses on the go.
Workday offers an easy-to-use, consumer web-like application, as well as an
intuitive mobile experience that allows you to submit and approve expenses on
the go from any device.
Employees can email receipts directly from their inbox or scan receipts on their
mobile device to automatically populate data on mobile expense reports. From
there, Workday AI can accurately read and interpret receipt data to automatically
create quick expenses that can be easily added to reports. This not only helps
your employees save time when filling out expense reports, but it also increases
the accuracy of your expense reporting.
Effectively monitor and control spend.
Eliminate manual paper processes and easily configure expense workflows and
approvals. You can also implement spend authorizations and spend freezes
to plan for, control, or halt spending. Every transaction is recorded for audit
transparency, and embedded analytics helps inform manager approvals and
administrative decisions. Additionally, you can automatically identify expense
report risks such as duplicate expense, incorrect expense item, and amount
anomalies utilizing Workday AI.
Global at the core.
Reduce complexity and cost using a single global expense management application
that natively handles international tax rules as well as regional reimbursement
requirements. The underlying global core in Workday accommodates local customs
and rules, including allowances, currencies, per diems, and vehicle mileage rates.
Key Benefits
Streamlined expense processing:
•
Intuitive user experience
•
Mobile expense reports and approvals
•
Stronger controls through spend
authorizations and freezes
•
Reduced risk with automated expense
error detection
•
More-accurate and timely accounting
and reimbursements
•
Better adherence to global
requirements
•
Faster settlements
Ease of deployment and
maintenance:
•
Faster and easier deployment through
the cloud
•
Unified mobile applications for finance
and HR
Stronger reporting and visibility:
•
Better visibility into actual spend
versus budget
•
Detailed reporting and the ability
to drill down by relevant business
dimensions
•
Approval cycle analysis
•
Complete auditing visibility
Workday Expenses
Streamlined expense processes:
•
Intuitive self-service application
•
Configurable approval processes
•
Packaged credit card integrations
•
Configurable instruction text
•
Direct deposit reimbursement
•
Easy delegation of expense report
creation or approvals
•
Reimbursement accounts
•
Itemization templates
Workday Expenses | 2
Powerful, real-time visibility and control over organizational spend.
Gain actionable insight.
Actionable insight is the key to developing your spend policies and negotiating
with vendors. With Workday Expenses hub, you can easily access your regularly
used tasks, unexpensed receipts, and key reports. All approved expense
transactions are immediately available to provide real-time visibility into
actual versus budgeted spend. You can also drill down into relevant business
dimensions, such as spend category, worker, customer, vendor, and region, and
take action immediately.
Unified with Workday Financial Management.
Workday Expenses is part of a single system with Workday Financial Management.
When used together, you gain a clear view into your total spend and a deeper
understanding about the financial implications of your employees’ spending.
Unified with Workday Human Capital Management.
Workday Expenses is part of a single system with Workday Human Capital
Management (HCM), allowing you to more quickly and easily deploy Workday
Expenses to your workforce. Your organization can also benefit from other
Workday features, including worker profiles, organization structures, business
processes, and embedded management reporting.
•
Single hub for expense tasks and
reporting
•
Google maps integration for distance
calculation
•
Default expense items upon upload
•
Ability to email receipts to expenses
from your inbox and automatically
create expense reports
Spend controls and management:
•
Applicant and contingent labor
expenses
•
Expense reports on behalf of external
committee members
•
Transaction approval and audit history
•
Policy compliance audit
•
Exception management
•
Spend authorizations
•
Cash advances
•
Spend freezes by organization
•
Expense item restrictions
•
Per-diem calculations
•
Eligibilities and deductions
•
Budget checking and commitment
accounting
•
Override default budget dates
•
Ability to automatically identify
expense report risks (duplicate
expense, incorrect expense item,
amount anomaly)
Mobile readiness:
•
Use native iPad, iPhone, and
Android apps
•
Capture and submit expenses,
including per diems
•
Upload receipt from mobile
device camera
•
Expense report itemization
•
Link expense report lines to travel
booking records
•
Approve expense reports on
mobile devices
•
View spend reports and analytics
Email receipts directly from your inbox and utilize Workday AI
to scan receipts and create Quick Expense reports.
STREAMLINED USER EXPERIENCE
Self-service
An intuitive, consumer-friendly user experience enables
your workforce to easily enter or upload expenses
quickly and accurately, as well as submit or approve
expense reports with minimal training. Creating expense
reports is easy and accurate when you use Workday AI
to identify or suggest expense items.
Mobile readiness
Using their iOS, Android, or web-enabled device, every
worker can quickly enter their spending on the go for
more timely and accurate expense reports. Additionally,
employees can upload receipts directly from their
mobile devices or email receipts directly from their
inbox. Workday AI automates mobile processes with
smart defaulting of expense items and automatically
creates expense reports from scanned receipts.
Unified
The underlying global core, business process framework,
security rules, and workforce information in Workday
provide a consistent and centralized foundation for all of
your critical business processes.
Reporting and insight:
•
Approval and exception notifications
•
Embedded analytics during approvals
•
Real-time consolidated spend insight
•
Drill-down analysis by business
dimensions
•
Standard reporting library and custom
report writer
•
Expense management dashboard
•
Ability to calculate fields for key
spend metrics
•
Information export for regulatory
reporting
Global core:
•
Multilanguage support
•
Multicurrency support
•
Global consistency and auditability
•
Upload local travel and reimbursement
rates
•
Support for local reimbursement
policies
•
Complex per diems
•
Global credit card formats
•
Local vehicle mileage reimbursement
rates
•
Transaction tax defaulting
•
Value-added tax
•
Global receipt scanning
Unified with Workday Financial
Management and Workday Human
Capital Management:
•
Rapid deployment and adoption
•
Single home page for HR and expenses
•
Immediate accounting visibility
upon approval
•
Single source for your financial data
with Workday Financial Management
•
Single platform for paying and
reimbursing employees when paired
with Workday Payroll
To learn more about Workday Expenses, visit: https://www.workday.com/en-us/
products/spend-management/expenses.html
+1-925-951-9000 +1-877-WORKDAY (+1-877-967-5329) Fax: +1-925-951-9001 workday.com
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