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Spend Authorizations

Expense Reporting does not begin in Workday until July 1, 2026. This guide outlines the process for creating a Spend Authorization. The most common use is to request a travel advance. A spend authorization is specific to one employee and cannot be shared or used by others.

Overview

Spend Authorizations are used to request travel advances for anticipated expenses if an employee does not have a Pcard or would rather use the travel advance method. Spend Authorizations are distinct from Expense Reports, which are used to report expenses that have already occurred. When using a Spend Authorization, an Expense Report is still needed post-travel to reconcile the actual spending against the pre-approved amount in the Spend Authorization. The key distinctions of a Spend Authorization are:

  • Funding: It claims funds to ensure they are set aside, which helps with budget management.An expense report can include a combination of items:
  • Timing: A Spend Authorization is created before incurring expenses. An Expense Report is created after incurring expenses.
  • Purpose: A Spend Authorization seeks approval to receive a travel advance for future spending on a specified trip. An Expense Report details how the travel advance was used.

Create a Spend Authorization Request

  1. Navigate to the Create Spend Authorization task using the search bar.
  2. Fill in the Spend Authorization Information and Spend Authorization Details sections.
    • Enter the Start Date and End Date of the trip.
    • Description: Provide a concise purpose for the travel advance.
    • Justification: Can be used to add any lengthier details if desired.
    • Business Purpose: Leave blank.
    • Reimbursement Payment Type: Defaults to Direct Deposit if you have that payment election set up. If you do not have direct deposit set up, you will receive a check.
      • To maintain your payment elections, click Payment Elections in the Expenses Hub.
  3. In the Spend Authorization Lines section, select Add to itemize the estimated costs.
    • For each line, select the appropriate Expense Item (e.g., Airfare, Lodging, Meals) and enter the estimated Total Amount.
    • The Budget Date will default to the Start Date entered on top. Leave this as is.
    • In the Memo field, enter a short description for the specific line such as, “Airfare for 4 students” or “3 meals per day for 4 students.”
    • Check the Cash Advance Requested box for ALL spend authorization lines.
    • The Worktags will default to your department. Adjust them as needed to the department/grant/gift that is funding the spending
  4. Optional: On the Attachments tab, attach any supporting documentation such as conference info or travel itineraries. 
  5. Click Submit to send for approval.
    • If you are not ready, you can use Save for Later. 
    • Drafts can be found by running the My Spend Authorizations report.

What Happens Next

Approval Process

  • After submission, the expense report is automatically routed for approval. It is sent to the designated manager(s) for the Worktag(s) used on the report.
  • Approvers will receive a notification in their My Tasks list.
  • Approvers have the option to Approve, Send Back for correction, or Deny the expense report.

Payment

Once the expense report is fully approved, any out-of-pocket expenses will be sent to Business Services for reimbursement via direct deposit. Payment will be issued during the next weekly check run.

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View, Edit, Cancel Spend Authorizations

View a Spend Authorization

  1. Search for and run the My Spend Authorizations report using the Workday search bar. This report will display your spend authorizations and their current status (e.g., Draft, In Progress, Approved, Closed).
  2. To view, select the specific authorization to view its details, approval history, and any associated expense reports.

Edit or Cancel a Spend Authorization Before Payout

  1. Search for and run the My Spend Authorizations report using the Workday search bar. This report will display your spend authorizations and their current status (e.g., Draft, In Progress, Approved, Closed).
  2. Locate the spend authorization you want to change.
  3. Select Actions, then select
    • Change Spend Authorization: Make the necessary edits to the lines, amounts, or worktags. Select Submit to save the changes and resend for approval.
    • Cancel Spend Authorization: Select OK to finalize the cancellation.

Cancel a Spend Authorization After Payout

  1. If a trip is canceled after you have already received a travel advance and none of the advance has been spent, contact [email protected]. 
  2. Purchasing and Accounts Payable staff will need to manually close the Spend Authorization.
  3. Return the travel advance amount to the Purchasing and Accounts Payable office.
    • Only checks or exact cash are accepted. You can get change from the Student Accounts Office first during their walk-in hours if needed.
    • Place your repayment in a clearly labeled envelope with your name and the Spend Authorization number.

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Create Expense Report to Reconcile Spend Authorizations

After your travel is complete, you must Create an Expense Report to detail how the travel advance was spent. This is a required step to account for the funds that were set aside and to process reimbursement (if overspent) or repayment (if underspent).

  1. Use the Create Expense Report task.
  2. On the Expense Report Information page:
    • Select the Creation Option called Create New Expense Report from Spend Authorization.
    • Choose the desired spend authorization from the dropdown list.
    • A travel advance must be reconciled in full on one expense report. Do not submit the expense report until you are ready to report all spending related to the travel advance. When ready, check the Final Expense Report for Spend Authorization checkbox.
  3. Select OK.
  4. Add an expense line to the report for each trip expense.
  5. Make sure all expenses for the trip are added before submitting the expense report. Once ALL expenses for the trip have been added, select Submit.

Reimbursement for Overspending

If the expense report total is more than the travel advance received, the expense report will calculate the amount owed to you. After the expense report is approved, the reimbursement will be processed with the next weekly Accounts Payable payment run.

Repayment for Underspending

If the expense report total is less than the travel advance received, the expense report will calculate the amount you must return to Macalester.

Return the calculated repayment amount to the Purchasing and Accounts Payable office.

  • Only checks or exact cash are accepted. You can get change from the Student Accounts Office first during their walk-in hours if needed.
  • Place your repayment in a clearly labeled envelope with your name and the Spend Authorization number.

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