Recent Expense Updates

These expense updates were previously shared with your Expense Ambassador, so don't hesitate to reach out to them if you have questions or concerns. 

1. File Types for Attachments:  Workday supports image files such as JPG, PDF, PNG, or GIF for viewing and printing but does not support DOC, DOCX, or XLS for printing. Users should not include DOC, DOCX, or XLS files since they will not be able to print. We often need to print PDFs with receipts for grants and other audits.
2. Delegating Approvals while on Vacation/Leave:  Please help us spread the word to approvers that they must delegate their approval responsibilities when on vacation or leave. We've had numerous reports get "stuck" waiting for an approver who is away. This can cause cards to be suspended and delayed reimbursements.
3. Expense Item Update: Software Licenses & Subscriptions is now mapped to spend category SC0309 Rent Software
4. Error Message Improvements: We are working through all error messages to add context and directional information where we can. Hopefully, this will help users know where the error is that needs to be corrected. We will send more details once these updates are complete.
5. Gift Card Reporting: The gift card reporting process has changed with Workday Expenses. When expensing gift cards for employees paid using a T&E card, please use the expense item Employee Award Taxable. Enter the names of each gift card recipient and the dollar amount of the gift card. This information will be included in a feed to Payroll, resulting in the employee having a gift tax deducted from their pay. The previous process of submitting this information to AskHR@virginia.edu is no longer required. If both processes are completed, this may result in the employee being taxed twice. (Gift cards are not allowed to be personally purchased and reimbursed.)  

Read more about Gift Card Reporting on the blog.