{"id":3509,"date":"2026-08-26T18:20:07","date_gmt":"2026-08-26T18:20:07","guid":{"rendered":"https:\/\/www.macalester.edu\/workday-support\/?page_id=3509"},"modified":"2026-10-07T19:31:10","modified_gmt":"2026-10-07T19:31:10","slug":"create-expense-report","status":"publish","type":"page","link":"https:\/\/www.macalester.edu\/workday-support\/create-expense-report\/","title":{"rendered":"Create Expense Report"},"content":{"rendered":"<section class=\"introduction block-container\" >\n    <div class=\"introduction__content\">\n    \t        \t<p class=\"introduction__copy\">The Expense Report process in Workday is used to reimburse employees for out-of-pocket (OOP) business expenses and to reconcile college-issued purchasing card (Pcard) transactions. This guide explains how to create an expense report.<\/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=\"#create-expense-report\" target=\"_self\">\n\t\t\t\t\t    Create an Expense Report\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=\"#personal_charges\" target=\"_self\">\n\t\t\t\t\t    Reconciling Personal Pcard Charges\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=\"#personal\" target=\"_self\">\n\t\t\t\t\t    Repaying Personal Pcard Charges\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=\"#change-expense-report\" target=\"_self\">\n\t\t\t\t\t    Cancel, Edit, or Change an Expense Report\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=\"#fixing-er-worktags\" target=\"_self\">\n\t\t\t\t\t    Fixing Worktags on Approved Expense Reports\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<h2 class=\"wp-block-heading\">Overview<\/h2>\n\n\n\n<p>An expense report can include a combination of items:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Out-of-Pocket Expenses (OOPs):<\/strong>&nbsp;Business-related expenses paid for with an employee&#8217;s own funds (instead of college funds) that the employee requires reimbursement for.<\/li>\n\n\n\n<li><strong>Pcard (Corporate Card) Transactions:<\/strong>&nbsp;Business expenses charged to a college-issued purchasing card. These transactions are loaded into Workday and must be reconciled and assigned to the correct Worktags on an expense report.<\/li>\n\n\n\n<li><strong><a href=\"#personal_charges\">Personal Pcard (Corporate Card) Transactions:<\/a><\/strong> Charges made with a college-issued purchasing card that are <strong><span style=\"text-decoration: underline\">not<\/span><\/strong> valid work expenses and must be repaid to Macalester.<\/li>\n\n\n\n<li><strong>Mileage:<\/strong>&nbsp;Reimbursement for the use of a personal vehicle for business travel (daily commutes are <strong><span style=\"text-decoration: underline\">not<\/span><\/strong> eligible). Gas purchases for personal vehicles are <strong><span style=\"text-decoration: underline\">not<\/span><\/strong> an allowable college expense; mileage reimbursement must be requested instead. Gas purchases are only allowed for business-related vehicle rentals.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\" style=\"text-transform:none\">Pcard Rules and Policies<\/h3>\n\n\n\n<p>While Workday facilitates the reconciliation of Pcard transactions, all usage is subject to <a href=\"https:\/\/www.macalester.edu\/business-services\/pcarduseragreement\/\"><strong>Macalester policies<\/strong><\/a>. An itemized receipt is required for all Pcard expenses. Transactions made with the Pcard will be automatically loaded into your Workday profile. You must reconcile these transactions on an expense report in a timely manner to ensure they are correctly categorized and attributed to the proper Cost Center, Grant, Project, etc.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" style=\"text-transform:none\">Creating Expense Reports on Behalf of Others<\/h3>\n\n\n\n<p>All delegation roles that were in place in Wells Fargo for employees to reconcile Pcards on behalf of another cardholder have now been transferred to Workday. If you require any changes to your Pcard delegations, please contact <a href=\"mailto:pcard@macalester.edu\"><u>pcard@macalester.edu<\/u><\/a>.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" style=\"text-transform:none\">Before Starting this Task<\/h3>\n\n\n\n<p>Before creating an expense report, have the following information available:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Itemized receipts for all expenses.<\/li>\n\n\n\n<li>A description for all expenses.<\/li>\n\n\n\n<li>The dates on which the expenses were incurred.<\/li>\n\n\n\n<li>Any relevant Worktags, such as a Grant or Project, that should be charged.<\/li>\n<\/ul>\n\n\n\n<p><strong>Mobile Considerations:<\/strong> Capturing receipts is easier on mobile, but for tasks like splitting expense lines and adjusting Worktags most people find it easier to use a desktop computer.<\/p>\n\n\n\n<p><strong>When to Split Expense Reports:<\/strong> To streamline the approval process, it is preferred to use one expense report per set of Worktags (aka budget). However, we recognize this isn&#8217;t always feasible\u2014especially when splitting a single credit card transaction across multiple Worktags\u2014so multi-Worktag reports will still be processed.<\/p>\n\n\n\n<p><a href=\"#top\">Back to top<\/a><\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"create-expense-report\">Create an Expense Report<\/h2>\n\n\n\n<p>These steps are best performed on a desktop or laptop for a complete view of all fields. Video tutorials can be found at the end of the written tutorial.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Using the navigation sidebar on the left side of the Workday, hover over the <strong>Employee<\/strong> tab and select the <strong>Expenses Hub<\/strong>.&nbsp;<\/li>\n\n\n\n<li>Select <strong>Create Expense Report<\/strong>, and complete the initial expense report form, also called the expense report header.\n<ul class=\"wp-block-list\">\n<li>Leave the <strong>Expense Report Date<\/strong> as the current date.<\/li>\n\n\n\n<li>The <strong>Company<\/strong> and <strong>Company on Expense Line<\/strong> should default to Macalester.<\/li>\n\n\n\n<li><strong><span style=\"text-decoration: underline\">Important<\/span>:<\/strong> The Worktags are defaulted to your job position\u2019s budget and may not be the Worktags you use most frequently for expenses. Change the Worktags here to the Worktags you want to use for the entire expense report.\n<ul class=\"wp-block-list\">\n<li>The Worktags entered here will be defaulted to all expense lines added to the expense report.<\/li>\n\n\n\n<li>You will still be able to change Worktags on individual expense lines if needed.<\/li>\n\n\n\n<li>As much as possible, use a single set of Worktags for all of the transactions on a given expense report. For example, submit a separate expense report for departmental purchases, and a separate expense report for your grant purchases. A single Pcard transaction cannot be split between two separate expense reports, so you&#8217;ll need to do that on a single expense report.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Under <strong>Credit Card Transactions<\/strong>, select the Pcard transactions you want to include on the expense report. You do not need to select any if this expense report is just for out-of-pocket expenses.<\/li>\n\n\n\n<li>Select <strong>OK<\/strong> to create the expense report. You should now have three tabs:\n<ul class=\"wp-block-list\">\n<li>The <strong>Header<\/strong> tab is what you just created by starting the expense report.\n<ul class=\"wp-block-list\">\n<li>Note: The <strong>Reimbursement Payment Type<\/strong> defaults to your <a href=\"https:\/\/www.macalester.edu\/workday-support\/update-direct-deposit-payment-elections\/\">Payment Elections<\/a> choice for USA Expenses. Reimbursements are only issued for expense reports when out of pocket expenses are added.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>The <strong>Attachments<\/strong> tab should <strong>NOT<\/strong> be used. Receipts should be attached to the relevant expense on the expense line.<\/li>\n\n\n\n<li>The <strong>Expense Lines<\/strong> tab is where you will reconcile Pcard transactions and add any out-of-pocket (OOP) expenses.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Select the <strong>Expense Lines<\/strong> tab. Credit card transactions you selected in step 2 will be displayed here. This is where you will complete remaining reconciliation steps.<\/li>\n\n\n\n<li>To add additional Pcard transactions or OOPs, select <strong>Add<\/strong> and choose the appropriate type in the dropdown menu.\n<ul class=\"wp-block-list\">\n<li><strong>Credit Card Transactions<\/strong> &#8211; for adding additional Pcard transactions you forgot to include during the initial expense report creation.<\/li>\n\n\n\n<li><strong>New Expense<\/strong> &#8211; for adding a new OOP expense. \n<ul class=\"wp-block-list\">\n<li>After clicking New Expense, UNcheck the <strong>&#8216;Paid with Corporate Card&#8217;<\/strong> box on the line item below the drag and drop receipt area at the top.<\/li>\n\n\n\n<li><strong>OOP expenses can only be entered in USD<\/strong>. If an OOP expense is in another currency, you have two options to determine the USD amount:\n<ul class=\"wp-block-list\">\n<li><strong>Preferred Method: <\/strong>Check your bank statement &#8211; the converted USD amount should be shown.<\/li>\n\n\n\n<li><strong>Alternate Method:<\/strong> Use the <a href=\"https:\/\/usa.visa.com\/support\/consumer\/travel-support\/exchange-rate-calculator.html\">VISA Exchange Rate Calculator<\/a> to convert the amount to USD. \n<ul class=\"wp-block-list\">\n<li>Change the transaction date to the date on your OOP receipt.<\/li>\n\n\n\n<li>Set the bank fee to your bank&#8217;s rate. If you don&#8217;t know your bank&#8217;s rate, set it to 0% or use the preferred method above and check your bank statement to determine the exact amount you paid in USD.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>For each expense line, complete the following fields:\n<ul class=\"wp-block-list\">\n<li><strong>Attachment\/Receipt<\/strong>: At the top of each expense line there is a section for dropping\/selecting files. Attach the <strong>itemized<\/strong> receipt for the expense.\n<ul class=\"wp-block-list\">\n<li>Receipts must be attached to the corresponding expense line, not the Attachments tab in the expense report.<\/li>\n\n\n\n<li>Expenses of $50 or more <strong><span style=\"text-decoration: underline\">must<\/span><\/strong> have an attached receipt, or else the Expense Report cannot be submitted.\n<ul class=\"wp-block-list\">\n<li>Complete a&nbsp;<a href=\"https:\/\/www.macalester.edu\/business-services\/pcard-missingreceipt\/\">Missing Receipt Declaration<\/a> for missing receipts of $50 or more. A final PDF will be emailed to you after signing and submitting the form. Attach this final PDF as the receipt on the expense in Workday.\n<ul class=\"wp-block-list\">\n<li>If the purchase was made with <strong>Federal Grant Funds<\/strong>, a Missing Receipt Declaration must be submitted <strong>regardless of dollar amount<\/strong>.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>For<strong> Mileage: <\/strong>use a screenshot of Google (or other) maps showing the route driven and total miles.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Expense Date <\/strong>&amp; <strong>Total Amount:<\/strong> Will autofill for Pcard expenses. For OOPs, enter the date the expense was incurred and the total expense amount.<\/li>\n\n\n\n<li><strong>Expense Item<\/strong>: Select the item that best describes the purchase (e.g., Airfare, Office Supplies).<\/li>\n\n\n\n<li><strong>Expense Activity Date<\/strong>: This field is important because it drives Prepaid and Postpaid expense reporting. It will appear will appear after an expense item is chosen. Enter the date based on whether the expense was for <strong>Goods <\/strong>or <strong>Services<\/strong>.\n<ul class=\"wp-block-list\">\n<li>For <strong>Goods<\/strong>, use the date the goods were <strong>received.<\/strong><\/li>\n\n\n\n<li>For <strong>Services,<\/strong> use the date the service <strong>occurred<\/strong> (for multi-day services, use the first date). I.e. for flights, use the departure date.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Quantity<\/strong>: This field will only appear for mileage expenses. Enter the number of miles driven. The system will apply the current rate and calculate the total.<\/li>\n\n\n\n<li><strong>Memo<\/strong>: Enter a description of the expense and its purpose.<\/li>\n\n\n\n<li><strong>Worktags<\/strong>: Ensure the correct Grant, Project, or other required Worktags are assigned to the expense line.\n<ul class=\"wp-block-list\">\n<li><strong>Fund<\/strong>, <strong>Cost<\/strong> <strong>Center<\/strong>, and <strong>Function<\/strong> are ALWAYS required.\n<ul class=\"wp-block-list\">\n<li>See <strong><a href=\"https:\/\/www.macalester.edu\/workday-support\/worktag-overview\/\">Worktag Overview<\/a><\/strong> for more detailed Worktag information<\/li>\n\n\n\n<li>See <a href=\"https:\/\/www.macalester.edu\/business-services\/activitycodes\/\"><strong>Activity Codes<\/strong><\/a> for more detailed information on optional Activity Code usage and tracking<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>FTR Funds:<\/strong> In the Program field type in your last name and hit enter.\n<ul class=\"wp-block-list\">\n<li>Your personal FTR worktag should show up in the list as &#8220;PGXXXXX FTR &#8211; Last Name, First Name&#8221;. <\/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<\/ul>\n<\/li>\n\n\n\n<li id=\"split\"><strong>Splitting Between Multiple Worktags:<\/strong> To split a single expense between multiple Worktags (budgets), you must select an <strong>Expense Item <\/strong>first. To make a split easier, you should also select the <strong>Expense Activity Date<\/strong> before doing the split.\n<ul class=\"wp-block-list\">\n<li>After selecting an Expense Item, you will see the <strong>Itemization <\/strong>fields show up to the right under <strong>Item Details<\/strong>. Click <strong>Add<\/strong>.<\/li>\n\n\n\n<li>A new window will pop up. Enter the relevant details for the first portion of the split.\n<ul class=\"wp-block-list\">\n<li><strong>Total Amount<\/strong>: amount for this portion of the split.<\/li>\n\n\n\n<li><strong>Memo<\/strong>: description for this portion of the split.<\/li>\n\n\n\n<li><strong>Company<\/strong>: leave as Macalester College.<\/li>\n\n\n\n<li><strong>Worktags<\/strong>: change to the Worktags that will be paying for this portion of the split.<\/li>\n\n\n\n<li><strong>Personal Expense:<\/strong> if part of a Pcard charge is personal, click the Personal Expense checkbox on the part of the split that is personal.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Click <strong>Add <\/strong>to add another line to the split, and complete the same fields to reflect the other portion of the split. You can add as many splits as needed.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li id=\"personal_charges\"><strong>Reconciling<\/strong> <strong>Personal Pcard Charges:<\/strong> If you accidentally make a personal purchase on your Macalester Pcard, do the following:\n<ul class=\"wp-block-list\">\n<li id=\"personal_charges\">Check the <strong>Personal Expense<\/strong> <strong>box <\/strong>on the transaction towards the bottom (after the Worktags section). <\/li>\n\n\n\n<li id=\"personal_charges\">Select the <strong>Expense Item<\/strong> that best describes the original purchase.<\/li>\n\n\n\n<li id=\"personal_charges\">In the <strong>memo <\/strong>field, enter &#8216;<strong>Personal charge<\/strong>&#8216;.<\/li>\n\n\n\n<li><strong>Worktags <\/strong>for personal charges do <strong>not <\/strong>need to be changed. Your department\/budget will <strong>not <\/strong>be charged. The system is configured to put all charges checked as Personal into the College&#8217;s personal charge receivable account.\n<ul class=\"wp-block-list\">\n<li>Your approver will still need to approve the personal charge. This is for visibility purposes, and so your supervisor\/approver can be aware of how your Pcard is being used.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Partial Personal Charges:<\/strong> If only part of a Pcard charge is personal, follow the <a href=\"https:\/\/www.macalester.edu\/workday-support\/create-expense-report\/#split\">steps to split the expense<\/a> above and check the Personal Expense box on the personal portion of the split.<\/li>\n\n\n\n<li>After submitting the expense report, follow the <a href=\"https:\/\/www.macalester.edu\/workday-support\/create-expense-report\/#personal\">Repaying Personal Pcard Charges<\/a> steps below on this page.<\/li>\n\n\n\n<li>If you forgot to check the Personal Expense box on a personal charge on a prior expense report, notify the <a href=\"mailto:pcard@macalester.edu\">Pcard Administrator<\/a> via email as soon as possible.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Once all lines are complete and accurate, click <strong>Submit<\/strong>.\n<ul class=\"wp-block-list\">\n<li>An error message will display if a required field is left empty or has a logic error. Select the error message to view the details, make the required changes, and select <strong>Submit <\/strong>again.<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n\n\n\n<h3 class=\"wp-block-heading\" style=\"text-transform:none\">Video Tutorials<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/www.macalester.edu\/workday\/workday-training-sessions-spring-bloom-2026\/#session-recordings\">Click here for full length general Workday training sessions from Spring Bloom<\/a>.<\/li>\n\n\n\n<li>Spring Bloom training session clip of Creating Expense Reports below:<\/li>\n<\/ul>\n\n\n<p><iframe loading=\"lazy\" title=\"Workday: Submitting Expense Reports\" src=\"https:\/\/player.vimeo.com\/video\/1212058396?h=fa67cd7701&amp;dnt=1&amp;app_id=122963\" width=\"400\" height=\"300\" frameborder=\"0\" allow=\"autoplay; fullscreen; picture-in-picture; clipboard-write; encrypted-media; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\"><\/iframe><\/p>\n\n\n\n<p><a href=\"#top\">Back to top<\/a><\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<h2 class=\"wp-block-heading\">What Happens Next<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\" style=\"text-transform:none\">Approval Process<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>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.<\/li>\n\n\n\n<li>Approvers will receive a notification in their <strong>My Tasks<\/strong> list.<\/li>\n\n\n\n<li>Approvers have the option to <strong>Approve<\/strong>, <strong>Send Back<\/strong> for correction, or <strong>Deny<\/strong> the expense report.<\/li>\n\n\n\n<li>Once an expense report has been fully approved, it can no longer be changed.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\" style=\"text-transform:none\">Payment<\/h3>\n\n\n\n<p>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.<\/p>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"personal\">Repaying Personal Pcard Charges<\/h3>\n\n\n\n<p>Personal charges must be repaid to Macalester within <strong>4 weeks<\/strong> of the personal pcard charge date. If you forgot to check the Personal Expense box on a personal charge, notify the <a href=\"mailto:pcard@macalester.edu\">Pcard Administrator<\/a> via email as soon as possible.<\/p>\n\n\n\n<ol id=\"block-8832ebf2-39a2-4f09-b878-0acb7c015813\" class=\"wp-block-list\">\n<li><strong>Automatic Repayments<\/strong>\n<ul class=\"wp-block-list\">\n<li><strong>Workday is not able to take personal charges out of your bank account or your paycheck.<\/strong> <\/li>\n\n\n\n<li>Personal charges will only automatically be repaid to Macalester if you submit out-of-pocket (OOP) expenses for reimbursement that are equal to or greater than the personal charge(s) amount. \n<ul class=\"wp-block-list\">\n<li>If this is the case, the personal charge amount will be deducted from your OOP reimbursement amount, and no further action will be needed from you.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Follow the steps below to confirm your <strong>Outstanding Personal Charge Balance<\/strong>.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Checking Outstanding Personal Charge Balances<\/strong>\n<ul class=\"wp-block-list\">\n<li>Navigate to the <strong>Expenses Hub<\/strong> and click the <strong>Expense Outstanding Balance<\/strong> tab to view your outstanding personal charge balance.<\/li>\n\n\n\n<li>The <strong>Outstanding Expense Balance<\/strong> amount is the total amount you currently owe for all unrepaid personal charges across all expense reports. If this amount is greater than $0, follow the steps below to manually repay Macalester.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Manual Repayments<\/strong>\n<ul class=\"wp-block-list\">\n<li>If you have an outstanding expense balance, the amount needs to be repaid to Macalester via <strong>check or cash.<\/strong>\n<ul class=\"wp-block-list\">\n<li><strong>Checks <\/strong>can be made out to Macalester College. <\/li>\n\n\n\n<li><strong>Cash <\/strong>payments must be <strong>exact cash<\/strong>. We are unable to provide change in the Purchasing &amp; Accounts Payable office.\n<ul class=\"wp-block-list\">\n<li>If you need change, you can get it at the Student Accounts Office during their walk-in hours.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Place your repayment in a <strong>clearly labeled envelope<\/strong>: include your name, Mac ID, and &#8216;Personal pcard charge repayment&#8217;.<strong> <\/strong><\/li>\n\n\n\n<li>Send via campus mail or drop off to the Purchasing &amp; Accounts Payable office at 77 Mac, 302E.\n<ul class=\"wp-block-list\">\n<li>If dropping off in person, there is a black drop box outside the office suite door for secure drop offs in case the office is closed.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"change-expense-report\" style=\"text-transform:none\">Edit, Change, or Cancel an Expense Report<\/h3>\n\n\n\n<p>If an expense report has not been submitted yet, it can be edited. Once an expense report has been submitted, it can be changed or canceled it if it has not been fully approved yet.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Navigate to your <strong>Expenses Hub<\/strong>.<\/li>\n\n\n\n<li>Select the <strong>Expense Reports<\/strong> page. All of your expense reports will be listed here.<\/li>\n\n\n\n<li>Under the <strong>Actions <\/strong>column, an <strong>Actions button<\/strong> will appear if the expense report has not been fully approved yet.\n<ul class=\"wp-block-list\">\n<li><strong>Cancel<\/strong>: Select <strong>Actions<\/strong>, and select <strong>Cancel Expense Report<\/strong>.\n<ul class=\"wp-block-list\">\n<li>A window will pop up for you to confirm cancellation. Click OK. <\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Edit<\/strong>: To edit an <strong>unsubmitted expense report<\/strong>, select <strong>Actions<\/strong>. Select <strong>Edit Expense Report<\/strong>.\n<ul class=\"wp-block-list\">\n<li>The expense report will open. Make the desired edits, and submit the expense report.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Change<\/strong>: To edit a<strong> submitted expense report<\/strong>, select <strong>Actions<\/strong>. Select <strong>Change Expense Report<\/strong>. A window will pop up for you to confirm you want to make changes, which will stop the current approval process. Click OK.\n<ul class=\"wp-block-list\">\n<li>Make the desired edits, and submit the expense report. The approval process will start over from the beginning.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"fixing-er-worktags\">Fixing Worktags on Approved Expense Reports<\/h3>\n\n\n\n<p>Once an expense report has been submitted and fully approved, it can no longer be changed by the employee. At this point in the process, you must complete a <a href=\"https:\/\/www.macalester.edu\/business-services\/je\/\">Journal Entry<\/a> to correct invalid Worktags.<\/p>\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\/\" 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>\n\n\n<p><\/p>","protected":false},"excerpt":{"rendered":"<p>Overview An expense report can include a combination of items: Pcard Rules and Policies While Workday facilitates the reconciliation of Pcard transactions, all usage is subject to Macalester policies. An itemized receipt is required for all Pcard expenses. Transactions made with the Pcard will be automatically loaded into your Workday profile. You must reconcile these [&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":205,"_oasis_task_priority":"","footnotes":""},"class_list":["post-3509","page","type-page","status-publish","hentry"],"acf":[],"_links":{"self":[{"href":"https:\/\/www.macalester.edu\/workday-support\/wp-json\/wp\/v2\/pages\/3509","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=3509"}],"version-history":[{"count":51,"href":"https:\/\/www.macalester.edu\/workday-support\/wp-json\/wp\/v2\/pages\/3509\/revisions"}],"predecessor-version":[{"id":4419,"href":"https:\/\/www.macalester.edu\/workday-support\/wp-json\/wp\/v2\/pages\/3509\/revisions\/4419"}],"wp:attachment":[{"href":"https:\/\/www.macalester.edu\/workday-support\/wp-json\/wp\/v2\/media?parent=3509"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}