Workday makes expense reporting a breeze

Do you dread creating, submitting, or approving expense reports? Workday makes those tasks easier to complete, whether you use the desktop or mobile application.

Liz Dressel and Graig Brooks, co-leads of the ATP Expenses Design Team, provided an overview of expenses and a demonstration of Workday Mobile, the enterprise resource planning (ERP)’s secure phone and tablet app, in ATP’s latest Workday Walkthrough on Thursday, July 13.

One of the key features of Workday is its integrated platform, which will bring expense report submissions and approvals into one place. This will make it easier for faculty and staff to perform their own expense reporting tasks, while also allowing them to track an expense report’s progress in the approval process. Best of all, the streamlined setup positions us for more timely expense reconciliation and reimbursement.

“By making [expense report submissions] easier for the individual submitter, it’s going to make it easier for the approval chain,” said Graig Brooks during the July 13 walkthrough. “The idea is to have cleaner expense reports coming in.”

For approvers, Workday’s Expense Management Dashboard allows managers to view their team’s expense reports all in one place. Staff assigned the new Expense Data Entry Specialist security role will also be able to perform tasks on behalf of others, keeping an expense report moving through the approval process in the event of absences.

Many of these enhancements are highlighted by the Workday Mobile app, which gives users the option to create, submit, and approve expense reports away from their computer. Available on iPhone, iPad, and Android devices, Workday Mobile offers great benefits for approvers and submitters alike: Approvers can quickly approve expense reports right in the app. Meanwhile, the intuitive interface allows users to upload photos of their receipts directly in the app, making it easy for you to create and submit your own expense reports even when you’re on the go.

Another exciting feature of Workday Expenses is its ability to automatically calculate driving mileage for you when you create expense reports, including on the mobile app.

“This is another function we love about Workday,” noted Liz Dressel during her demonstration of Workday Mobile. “For those of you who have had to attach maps and look up addresses, I think you’ll find this is great functionality.”

To learn more about expenses and Workday Mobile, plus hear insights from James Muller, Director of Business Operations for UW-Madison Athletics, watch the July 2023 Workday Walkthrough.

Check Out the Expense Reports Made Easy in Workday Mobile Workday Walkthrough


What’s Changing, and Why Does It Matter?

  • Workday offers improved visibility, providing an audit trail and insight into where an expense report is in the approval process. Plus, reporting is all in one system.
  • One module (Expenses) is used for out-of-pocket and card expenses, including all types of UW purchasing cards.
  • Workday Mobile gives employees easy access to Workday tasks and the ability to create and submit their own expense reports.
  • Workday increases flexibility thanks to the Expense Data Entry Specialist security role, which allows staff to perform duties on behalf of others, while also being intuitive enough to allow for employee self-service.​