Workday: Expense Report for Non-Worker

OVERVIEW: Workday functionality allows you to create expense reports on behalf of a Non-Worker such as a candidates to reimburse them for incurred expenses. This process is configured so Recruiters can create expense reports for Non-Workers which includes Candidates. Proper security is needed to use this task.

Create Payment Election for Candidate
1. Candidates must have a payment election set as Check before they can be reimbursed for an expense report.
2. Select the Candidate record from the search bar or from the Find Candidate Report
3. Select Actions off the Candidate
4. Under Actions, select Personal Data > Maintain Payment Elections.
5. Preferred Method: The default is Check and it appears automatically. Click in the box and select Check in the Expense Payments box. Default appears in the
6. Select OK
Create Expense Report for Non-Worker
1. When logged into Workday, search for Create Expense Report for Non-Worker
2. Select Payee Type of Candidate
3. Select Pay To for the applicable Candidate
4. Creation Options: Create New Expense Report
5. Complete and review the required fields:
  1. Job Application - this will populate from the Candidate selected in the Pay To
  2. Memo - enter description
  3. Expense Report Date - defaults to current date
  4. Business Purpose - select applicable
  5. Cost Center & Fund will default
  6. Project and other worktags - only as needed
6. Select OK
Expense Report Lines
1. Select the Expense Lines tab then Add
2. Add and enter lines as in a regular Worker expense report
3. Attach a file on each expense line and enter the line details
4. When complete, select Submit
Once submitted, the next step in the business process is the Expense Data entry Specialist for review.
Find Expense Reports
1. When logged into Workday, search for Find Expense Reports
2. Enter the Company and Payee Type of Candidate
3. Complete any other filter options as desired
4. Select OK
5. Review status of expense reports from this report.

END OF GUIDE