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Travel FAQ

MORE ABOUT SPEND AUTHORIZATIONS

MORE ABOUT EXPENSE REPORTS

MORE ABOUT THE TRAVEL C-CARD

MISCELLANEOUS

What is a Spend Authorization?

An employee submits a Spend Authorization request in Workday to get approval for college financial support of travel expenses or entertainment. You will indicate the purpose of the travel, the various estimated costs of the trip, and the source(s) of funding. The request is then reviewed by the appropriate manager or senior officer. 

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What is the difference between an Expense Report and Spend Authorization?

An employee submits an Expense Report in Workday to document the actual costs incurred for a trip. When you are completing the report, enter the reference number assigned to the Spend Authorization that was approved for the trip’s costs.

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When should I request a Spend Authorization?

Submit the request in Workday as far in advance of your trip as possible. First communicate with the manager of your department/office about your travel plans and expected costs, before you submit the Spend Authorization request. [Note to faculty: Begin the process with your department chair. Then when you submit your spend authorization request in Workday it will be routed to the Dean of the Faculty’s office for review.]

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When is my Expense Report due?

To comply with Vassar policy, expenses incurred during your trip must be submitted in a report either within 14 days of the completion of the trip, or 14 days of the close of the credit card billing period, whichever comes first. 

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Are my business travel expenses considered taxable income to me?

Any expenses reported to Vassar more than 60 days after they are incurred are deemed taxable income by the IRS, and will be shown as such on your W-2 tax form.

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How do I verify and reconcile the charges for my trip that were paid with my Vassar corporate travel card (C-Card)?

Search “Create Expense Report.” Scroll down to the Credit Card Transactions tab. Select the transactions that pertain to your trip by clicking the check boxes. These transactions will populate into your expense report after you click ‘OK’. Receipts or other supportive documentation for the transactions will need to be attached to the report.

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MORE ABOUT SPEND AUTHORIZATIONS

Can I edit my Spend Authorization if the cost of my trip exceeds my initial estimate?

You can submit changes to an approved spend authorizations for revised approval. In the search box, type “My Spend Authorizations.” Find the Spend Authorization row and click the ‘Change Spend Authorization’ button.

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How do I split an expense line between multiple budgets on a Spend Authorization?

To split an expense line between multiple budgets, click ‘+ Add’ to add another spend authorization line. The expense line will be the same, enter the amount that’ll be charged to the other budget, and update the budget. Repeat for other expense lines that are split.

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What if there is more than one Expense Report tied to the Spend Authorization for a trip?

You can submit multiple expense reports for one spend authorization. When you complete the last expense report for the trip check the box indicating “Final Expense Report for Spend Authorization.”

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MORE ABOUT EXPENSE REPORTS

Must I provide receipts for all of my travel expenses?

Yes, expense reports require attached receipts. There are two options for attaching receipts:

  • Attach individual receipts to each Expense Report Line.
  • Attach a bundle of receipts using the Attachment tab. Then click the “Receipt Attached” box for each Expense Report Line.
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What if I lost an expense receipt?

Print and complete the “Missing Receipt Affidavit” form (from the documents section of the Accounting Services website), scan the form, and attach it to the Expense Report. 

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I have many receipts for meals and/or ground travel. How can I efficiently report these expenses?

You can start with one Expense Line for “‘Meals (During Travel)” with the total amount, do the same with “Taxi, Train and Ground Travel.”  For each you would then include all the related receipts by clicking the ‘Itemize’ button along the right side of the screen.

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Do I need to include any document for my mileage reimbursement?

Yes. Attach an online mileage calculator (such as via Google Maps).

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Now that lodging costs must be itemized, what costs are some examples?

Itemized lodging costs include room rate, room tax, room service, lodging service fees, and internet/wifi, etc.

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How do I itemize?

Click the Itemize button along the right side of the screen when completing the Expense Report form. 

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How do the expenses from my mobile app pull into my expense report?

Search ‘Create Expense Report.’ Scroll down to the Mobile Expenses tab to find the receipts you photographed with your smartphone or tablet. Select the expenses that pertain to your trip by clicking the check boxes. These expenses will populate into your expense report after you click ‘OK’. 

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How do I split an expense line between multiple budgets on an Expense Report?

To split an expense line between multiple budgets, click the itemize button in blue text located along the right-side of the screen (Image A). Split by amount and enter Cost Center, Fund, Function, and Worktags (if applicable) for each budget.

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How do I convert my foreign expense to USD?

At the start of the expense report, click the ‘Multicurrency Expense Entry’ box. Once you’re ready to enter the expense line, change the ‘Currency’ and enter the ‘Currency Rate’ or ‘Converted Amount’. The conversion rate should be the rate on the date that the exchange from USD occurred or the date that the foreign expense was made. You can use the following link for a conversion rate: http://www.xe.com/currencyconverter or https://www.oanda.com/currency/converter/

Save an image of the conversion rate and attach it to the expense report.

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How do I set up direct deposit for my travel expense reimbursements?

Type in “Payment Elections” in the general Workday search box. Add your bank information in the “Expense Payments” fields.

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What if there is more than one Expense Report tied to the Spend Authorization for a trip?

You can submit multiple expense reports for one spend authorization. When you complete the last expense report for the trip check the box indicating “Final Expense Report for Spend Authorization.”

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After the expense report is submitted, can I correct a cost center (budget) via journal entry?

Corrections will only be possible on an exception basis.

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How do I know if I have an Expense Report in Draft or In-Progress Status?

Click on the “Expenses” Worklet on the Workday home screen. Under the “View” column, click “Expense Reports”. Populate the Expense Report Status with “In Progress” and “Draft”. Change the Report Date On or After to “07/01/2017”. Click OK. The results will list expense reports in Draft or In-Progress Status. To view the details of the Expense Report, click on the Magnify Glass located next to the Expense Report Number.

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How do I Edit, Change or Cancel an Expense Report?

Open the expense report. Click the “Action” button located at the top of the page next to the Expense Report Number (Ex: EXP-00019). Hover over Expense Report and choose, “Cancel”, “Change”, or “Edit”.

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Where is my Expense Report in the Approval Process?

Open the expense report. Click on the “Business Process” button located in the middle of the page. This will show when an expense report was created, submitted, approved, and sent back.

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MORE ABOUT THE TRAVEL C-CARD

What if I charged the Vassar Travel Card (C-Card) with a personal expense in error?

Use the “Personal Charge on Vassar College Credit Card” expense item AND click the “Personal” checkbox to report a personal expense that was paid with the Vassar corporate card in error. If a travel reimbursement is owed to you by Vassar College, the personal expense item will reduce your reimbursement.

If there is no travel reimbursement owed to you, then you will need to reimburse Vassar College. When you are ready to submit your expense report, you will have a negative reimbursement amount. This is the amount that is owed to Vassar College. Add one final expense line with “Personal Charge on Vassar College Credit Card” as the expense item, enter the total amount that is owed, and do NOT check the personal checkbox. Your reimbursement amount should now be zero. Submit for approval. The amount owed to the College will be routed and tracked through the Accounts Receivable Office.

Return the funds (cash or personal check) to the Cashier’s Office. Please provide the following information to the Cashier’s Office:

  • Your name.
  • Expense Report Number (example: EXP-001234)
  • Your expense report’s Fund, Cost Center, Function and any additional Worktags that were used.
  • Ledger account 13000 and Spend Category “Employee Expense Receivable (SC0086)”.

In the event that you go to the Cashier's Office prior to creating this expense report, you should also attach a copy of the Cashier’s Office receipt.

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What if I charged the Vassar Travel Card (C-Card) with a procurement transaction in error?

Determine the appropriate spend category for the purchase and see if it's available under the expense item field on the expense report. If the appropriate spend category or expense item is not available or apparent under the expense item field, please contact workday@vassar.edu with detailed information regarding the expense, and Accounting will add the appropriate item to the expense report.

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What if Vassar reimbursed me in error for an expense that was paid with the Vassar C-Card?

Identify the expense report that reimbursed you in error for the expense. You may not have linked your credit card transaction to the expense line. The C-Card charge will remain outstanding so you must create a new expense report for the outstanding charge. In the memo field, note the original expense report number for an audit trail (example: to refund Vassar for reimbursement in error on expense report number EXP-001234). Select the “Reimbursement to Vassar for Payment Received in Error” expense item. Attach a screenshot of the original expense report showing that the expense was already submitted and that you were reimbursed.

You will need to take cash or a personal check to the Cashier's Office. Please provide the following information to the Cashier’s Office:

  • Your name.
  • Expense Report Number (example: EXP-001234)
  • Your new expense report’s Fund, Cost Center, Function and any additional Worktags that were used.
  • Ledger account 13000 and Spend Category “Employee Expense Receivable (SC0086)”.

In the event that you go to the Cashier's Office prior to creating this expense report, you should also attach a copy of the Cashier’s Office receipt.

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What if Vassar reimbursed me in error for an expense that was paid with the Vassar P-Card?

Identify the expense report that reimbursed you in error for the expense.

The P-Card charge will remain outstanding so you must verify your charge. When verifying the charge, please note in the memo field the original expense report number for an audit trail (example: to refund Vassar for reimbursement in error on expense report number EXP-001234). For the spend category, select "Employee Expense Receivable spend category (SC0086)". Attach a screenshot of the original expense report showing that the expense was already submitted and that you were reimbursed.

You will need to take cash or a personal check to the Cashier’s Office. Please provide the following information to the Cashier’s Office:

  • Your name.
  • Your P-Card Verification Fund, Cost Center, Function and any additional Worktags that were used.
  • Ledger account 13000 and Spend Category “Employee Expense Receivable (SC0086)”.

In the event that you go to the Cashier's Office prior to verifying the P-Card transaction, you should also attach a copy of the Cashier’s Office receipt.

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How do I account for fraudulent credit card charges in Workday?

If you see fraudulent credit card charges, please notify the Purchasing Department as soon as possible.

In Workday, create an expense report. Select the credit card transaction(s). Under the expense item, choose “Fraudulent Charge”. Use your fund, cost center and function. Please attach any documentation to support that this charge was fraudulent and/or your correspondence with Purchasing.

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MISCELLANEOUS

Can another employee complete and submit my expense report on my behalf?

Yes. Type “My Delegations” in the search box. Click the “Manage Delegations” button. Complete the delegation dates and choose your delegate. Under the column “Start on My Behalf”, type in “Create Expense Report.” Under the column “Do Inbox Tasks On My Behalf”, click “For Business Process” and type in “Expense Report Event.” Then click Submit. The submission will then route to your manager for approval.

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My manager assigned me as a delegate to complete their expense report in Workday. How do I use the system to submit their report?

On your Workday dashboard page click the cloud in the upper right hand corner. Choose “Switch Account” and click your manager’s name. Then in the search box type “Create Expense Report” and follow the expense report instructions. NOTE: After the expense report is submitted, switch back to your personal account through your cloud again.

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Can I request a cash advance for my trip?

Vassar no longer provides cash advances for travel. Should special circumstances exist, or if the lack of a travel advance presents you with a unique financial challenge, inquire with the Dean of the Faculty office (faculty) or the Finance and Administration office (other employees).

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I’ve been approved to receive a cash advance; how do I request the advance?

Create a Spend Authorization. Fill in the appropriate details. Change the Reimbursement Payment Type to ‘Check’. Add a spend authorization line. Choose the expense item, enter the cash advance amount, and select the “Cash Advance Required” box. The cash advance will route through the approval process and will be paid via check (direct deposit is not an option at this time).

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How do I close the cash advance?

Create a new expense report. Under the Creation Options, select "Create New Expense Report from Spend Authorization." Choose the spend authorization that’s linked to your cash advance. Complete your expense report with the expenses incurred and submit.

If you have remaining funds from the cash advance, return the funds (cash or personal check) to the Cashier’s Office. Please provide the following information to the Cashier’s Office:

  • Your name.
  • Spend Authorization Number (example: AUTH-001234)
  • Your Spend Authorization Fund, Cost Center, Function and any additional Worktags that were used.
  • Ledger account 13000 and Revenue Category “Cash Advance - Business Expense (RC7051)”.
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