{"id":3165,"date":"2026-08-02T21:04:57","date_gmt":"2026-08-02T21:04:57","guid":{"rendered":"https:\/\/www.macalester.edu\/workday-support\/?page_id=3165"},"modified":"2026-09-29T16:58:54","modified_gmt":"2026-09-29T16:58:54","slug":"faculty-travel-and-research-funds-ftr","status":"publish","type":"page","link":"https:\/\/www.macalester.edu\/workday-support\/faculty-travel-and-research-funds-ftr\/","title":{"rendered":"Faculty Travel and Research Funds (FTR)"},"content":{"rendered":"<section class=\"introduction block-container\" >\n    <div class=\"introduction__content\">\n    \t        \t<p class=\"introduction__copy\">This guide explains how to spend FTR funds, reconcile FTR expenses, and how to check your FTR balance for the fiscal year.<\/p>\n    \t    <\/div>\n<\/section>\n\n<section class=\"link-group block-container\" >\n        <div class=\"link-group__links-row\">\n        <ul class=\"link-group__link link-group__link--2up\">\n                            <li class=\"link-group__link-item\">\n                    <a class=\"base-cta-featured\" href=\"https:\/\/workday.macalester.edu\/\" target=\"_self\">\n\t\t\t\t\t    Login to Workday\n\t\t\t\t\t    <svg aria-hidden=\"true\" class=\"base-symbol base-cta-featured__arrow\" viewbox=\"0 0 24 24\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-arrow.svg#icon\"\/>\n\t\t\t\t\t\t<\/svg>\n\t\t\t\t\t<\/a>\n                <\/li>\n                            <li class=\"link-group__link-item\">\n                    <a class=\"base-cta-featured\" href=\"https:\/\/www.macalester.edu\/provost\/faculty-funding-support-2\/\" target=\"_self\">\n\t\t\t\t\t    FTR Guidelines\n\t\t\t\t\t    <svg aria-hidden=\"true\" class=\"base-symbol base-cta-featured__arrow\" viewbox=\"0 0 24 24\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-arrow.svg#icon\"\/>\n\t\t\t\t\t\t<\/svg>\n\t\t\t\t\t<\/a>\n                <\/li>\n                            <li class=\"link-group__link-item\">\n                    <a class=\"base-cta-featured\" href=\"#ftr-worktags\" target=\"_self\">\n\t\t\t\t\t    Populating FTR Worktags\n\t\t\t\t\t    <svg aria-hidden=\"true\" class=\"base-symbol base-cta-featured__arrow\" viewbox=\"0 0 24 24\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-arrow.svg#icon\"\/>\n\t\t\t\t\t\t<\/svg>\n\t\t\t\t\t<\/a>\n                <\/li>\n                            <li class=\"link-group__link-item\">\n                    <a class=\"base-cta-featured\" href=\"#spending-ftr\" target=\"_self\">\n\t\t\t\t\t    Spending FTR Funds\n\t\t\t\t\t    <svg aria-hidden=\"true\" class=\"base-symbol base-cta-featured__arrow\" viewbox=\"0 0 24 24\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-arrow.svg#icon\"\/>\n\t\t\t\t\t\t<\/svg>\n\t\t\t\t\t<\/a>\n                <\/li>\n                            <li class=\"link-group__link-item\">\n                    <a class=\"base-cta-featured\" href=\"#ftr-expense-reporting\" target=\"_self\">\n\t\t\t\t\t    Reporting\/Reconciling FTR Expenses\n\t\t\t\t\t    <svg aria-hidden=\"true\" class=\"base-symbol base-cta-featured__arrow\" viewbox=\"0 0 24 24\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-arrow.svg#icon\"\/>\n\t\t\t\t\t\t<\/svg>\n\t\t\t\t\t<\/a>\n                <\/li>\n                            <li class=\"link-group__link-item\">\n                    <a class=\"base-cta-featured\" href=\"#ftr-balances\" target=\"_self\">\n\t\t\t\t\t    Checking FTR Balances and Spending\n\t\t\t\t\t    <svg aria-hidden=\"true\" class=\"base-symbol base-cta-featured__arrow\" viewbox=\"0 0 24 24\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-arrow.svg#icon\"\/>\n\t\t\t\t\t\t<\/svg>\n\t\t\t\t\t<\/a>\n                <\/li>\n                    <\/ul>\n    <\/div>\n<\/section>\n\n\n<h3 class=\"wp-block-heading\">FTR Guidelines<\/h3>\n\n\n\n<p>Up to date <a href=\"https:\/\/www.macalester.edu\/provost\/faculty-funding-support-2\/\">FTR guidelines can be found here<\/a> on the Provost site.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"ftr-worktags\">Populating FTR Worktags<\/h3>\n\n\n\n<p>When creating Expense Reports and Spend Authorizations, the worktags will default to your department. You will need to change them to your personal FTR worktags.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>In the <strong>Program <\/strong>field type in your last name and hit enter.<\/li>\n\n\n\n<li>Your personal FTR worktag will show up in the list as <strong>PGXXXXX FTR &#8211; Last Name, First Name<\/strong>.<\/li>\n\n\n\n<li>Select your FTR, and the other Worktags will autofill. No other changes are needed on the Worktags.<\/li>\n<\/ol>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"spending-ftr\">Spending FTR Funds<\/h3>\n\n\n\n<p>FTR Pcards are being phased out due to enhanced spending functionality in Workday. Once your Pcard has expired or been closed, FTR funds can be spent one of two ways.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li><strong>Use your own funds and request reimbursement (out-of-pocket expenses).<\/strong>\n<ul class=\"wp-block-list\">\n<li>Make FTR purchases with your personal funds via credit card, debit card, cash, etc.<\/li>\n\n\n\n<li>Add out-of-pocket expenses (OOPs) to an Expense Report and receive reimbursement.<\/li>\n\n\n\n<li>OOPs can be reimbursed much more quickly in Workday than they could in Wells Fargo. In Workday, once an expense report is fully approved, any OOPs are reimbursed during the next weekly Accounts Payable payment processing cycle (weekly on Fridays).<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Request an advance (Spend Authorization) for anticipated expenses ahead of time.<\/strong>\n<ul class=\"wp-block-list\">\n<li>Spend Authorizations must be submitted <strong>3 weeks<\/strong> before funds are needed to guarantee timely payment. Prepare for future expenses well ahead of time to avoid last minute advance requests.\n<ul class=\"wp-block-list\">\n<li>If you have urgent purchases to make, please submit the Spend Authorization in Workday. Then, send an email to the <a href=\"mailto:ftr@macalester.edu\">FTR Program Manager<\/a> and <a href=\"mailto:alane2@macalester.edu\">Accounts Payable Manager<\/a> (on the same email) to request expedited processing. <\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>View the <a href=\"https:\/\/www.macalester.edu\/workday-support\/spend-authorizations\/\">Spend Authorization job aid<\/a> for instructions on submitting advance requests.<\/li>\n\n\n\n<li>Once the Spend Authorization is approved, you will receive the funds via direct deposit or check during the next weekly payment processing run. Payments are disbursed weekly on Fridays.\n<ul class=\"wp-block-list\">\n<li>View the <a href=\"https:\/\/www.macalester.edu\/workday-support\/update-direct-deposit-payment-elections\/\">Payment Elections job aid<\/a> for instructions on viewing and editing your desired payment method.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>After the funds are spent, you must reconcile the expenses on an Expense Report and return any unused funds.<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n\n\n\n<p><a href=\"#top\">Back to top<\/a><\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"ftr-expense-reporting\">Reporting\/Reconciling FTR Expenses<\/h3>\n\n\n\n<ol class=\"wp-block-list\">\n<li><strong>Reconciling Out-of-Pocket FTR Expenses<\/strong>\n<ul class=\"wp-block-list\">\n<li>Submit your out-of-pocket expenses on an Expense Report for reimbursement.\n<ul class=\"wp-block-list\">\n<li>View the <a href=\"https:\/\/www.macalester.edu\/workday-support\/create-expense-report\/\">Expense Report job aid<\/a> for detailed instructions on creating expense reports.<\/li>\n\n\n\n<li>Change the Worktags on the initial expense report creation screen (called the header) to your FTR worktags. When you do this, your FTR worktags will auto-populate on all expense lines.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Once the Expense Report is submitted and approved, you will be reimbursed via direct deposit or check.\n<ul class=\"wp-block-list\">\n<li>View the <a href=\"https:\/\/www.macalester.edu\/workday-support\/update-direct-deposit-payment-elections\/\">Payment Elections job aid<\/a> for instructions on viewing and editing your desired reimbursement method.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Reconciling FTR Advances (Spend Authorizations)<\/strong>\n<ul class=\"wp-block-list\">\n<li>All purchases for one Spend Authorization must be reported on one expense report. Do not complete an expense report until you&#8217;re ready to report all purchases.<\/li>\n\n\n\n<li>View the <a href=\"https:\/\/www.macalester.edu\/workday-support\/create-expense-report\/\">Expense Report job aid<\/a> for detailed instructions on creating expense reports.<\/li>\n\n\n\n<li>On the initial expense report creation screen (called the header), do the following:\n<ul class=\"wp-block-list\">\n<li><strong>Creation Options: <\/strong>select <strong>Create New Expense Report from Spend Authorization<\/strong>.\n<ul class=\"wp-block-list\">\n<li>Select the spend authorization you want to reconcile from the list.<\/li>\n\n\n\n<li>Check the box in the next field called <strong>Final Expense Report for Spend Authorization<\/strong>.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Worktags<\/strong>: change the worktags here to your FTR worktags. When you do this, your FTR worktags will auto-populate on all expense lines.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Once all expenses have been added, submit the expense report.<\/li>\n\n\n\n<li>If you spent more than the Spend Authorization amount, the overage will be reimbursed to you.<\/li>\n\n\n\n<li>If you spent less than the Spend Authorization amount, you must return the unspent funds to the Pcard Administrator at 77 Mac, 302. Checks or exact cash are accepted.\n<ul class=\"wp-block-list\">\n<li>Please use campus mail or drop your envelope in the black dropbox outside of the office suite door.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n\n\n\n<p><a href=\"#top\">Back to top<\/a><\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"ftr-balances\">Checking FTR Balances and Spending<\/h3>\n\n\n\n<p>Current FTR balances and spend reporting can be found in the same report in Workday.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>In the main search bar in Workday, search for <strong>MAC Operating Budget vs Actual by Cost Center<\/strong>. Select the report.<\/li>\n\n\n\n<li>Enter the search parameters:\n<ul class=\"wp-block-list\">\n<li><strong>Organization:<\/strong> Type <strong>FTR<\/strong> and hit enter, and your personal FTR account should be the only option. Select it.<\/li>\n\n\n\n<li><strong>Plan Name: <\/strong>Will auto-populate the current fiscal year. Leave as is.<\/li>\n\n\n\n<li><strong>Period:<\/strong> Click the Period field list, and select <strong>Current and Prior Periods.<\/strong> Select the current month.<\/li>\n\n\n\n<li>Click OK to run the report.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Current Balance:<\/strong> Your current balance is listed in the top line under <strong>Actuals YTD<\/strong>. \n<ul class=\"wp-block-list\">\n<li>Due to the way FTR balances are loaded into Workday, your available amount to spend is reflected as a <strong>negative<\/strong> number in parentheses ( ).\n<ul class=\"wp-block-list\">\n<li>Numbers in parentheses mean you still have that given amount left to spend.<\/li>\n\n\n\n<li>If your amount does <strong>not<\/strong> have parentheses, that means you have <strong>no funds left <\/strong>for the year and might have overspent.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>To inquire further about your FTR balance, please contact <a href=\"mailto:ftr@macalester.edu\">ftr@macalester.edu<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Spend Reporting:<\/strong> To view what funds have been spent on, under the <strong>Cost Center<\/strong> column click the right karat (<strong>&gt;<\/strong>) next to <strong>CC2630 Faculty Research &amp; Development<\/strong> to expand the category details.\n<ul class=\"wp-block-list\">\n<li>To view line-by-line transaction details, click on the amount under the Actuals YTD column on the <strong>CC2630 Faculty Research &amp; Development<\/strong> line. Another window will pop up with the details.\n<ul class=\"wp-block-list\">\n<li>In this detailed view, the <strong>Journal Source<\/strong> column will indicate if the transaction is from an Expense Report, Supplier Invoice, or other source. The <strong>Transaction Description<\/strong> column will show the description you provided for the purchase on the Expense Report, Supplier Invoice, etc&#8230;<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n\n\n\n<p><a href=\"#top\">Back to top<\/a><\/p>\n\n\n<section class=\"link-group block-container\" >\n        <div class=\"link-group__links-row\">\n        <ul class=\"link-group__link link-group__link--2up\">\n                            <li class=\"link-group__link-item\">\n                    <a class=\"base-cta-featured\" href=\"https:\/\/www.macalester.edu\/workday-support\/review-expense-reports\/\" target=\"_self\">\n\t\t\t\t\t    Review Expense Reports for Approvers\n\t\t\t\t\t    <svg aria-hidden=\"true\" class=\"base-symbol base-cta-featured__arrow\" viewbox=\"0 0 24 24\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-arrow.svg#icon\"\/>\n\t\t\t\t\t\t<\/svg>\n\t\t\t\t\t<\/a>\n                <\/li>\n                            <li class=\"link-group__link-item\">\n                    <a class=\"base-cta-featured\" href=\"https:\/\/www.macalester.edu\/workday-support\/\" target=\"_self\">\n\t\t\t\t\t    Back to Workday Support\n\t\t\t\t\t    <svg aria-hidden=\"true\" class=\"base-symbol base-cta-featured__arrow\" viewbox=\"0 0 24 24\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-arrow.svg#icon\"\/>\n\t\t\t\t\t\t<\/svg>\n\t\t\t\t\t<\/a>\n                <\/li>\n                    <\/ul>\n    <\/div>\n<\/section>","protected":false},"excerpt":{"rendered":"<p>FTR Guidelines Up to date FTR guidelines can be found here on the Provost site. Populating FTR Worktags When creating Expense Reports and Spend Authorizations, the worktags will default to your department. You will need to change them to your personal FTR worktags. Spending FTR Funds FTR Pcards are being phased out due to enhanced [&hellip;]<\/p>","protected":false},"author":688,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"_oasis_is_in_workflow":0,"_oasis_original":0,"_oasis_task_priority":"","footnotes":""},"class_list":["post-3165","page","type-page","status-publish","hentry"],"acf":[],"_links":{"self":[{"href":"https:\/\/www.macalester.edu\/workday-support\/wp-json\/wp\/v2\/pages\/3165","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.macalester.edu\/workday-support\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.macalester.edu\/workday-support\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.macalester.edu\/workday-support\/wp-json\/wp\/v2\/users\/688"}],"replies":[{"embeddable":true,"href":"https:\/\/www.macalester.edu\/workday-support\/wp-json\/wp\/v2\/comments?post=3165"}],"version-history":[{"count":39,"href":"https:\/\/www.macalester.edu\/workday-support\/wp-json\/wp\/v2\/pages\/3165\/revisions"}],"predecessor-version":[{"id":4255,"href":"https:\/\/www.macalester.edu\/workday-support\/wp-json\/wp\/v2\/pages\/3165\/revisions\/4255"}],"wp:attachment":[{"href":"https:\/\/www.macalester.edu\/workday-support\/wp-json\/wp\/v2\/media?parent=3165"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}