My eReimbursement was submitted late, what can I do?

90-Day Accountable Plan Exceptions

Overview:

Details how to enter a Spend Authorization in Workday for any 90-Day Accountable Plan Exceptions.

Security Roles

Initiator(s): Employee as Self, Expense Data Entry Specialist

Approver(s): Expense Operations Lead

Process Considerations:

All reimbursable expenses (out of pocket and shared-liability card transactions) are to be submitted within 90 days from the date of purchase except for Registration Fees, Airfare, Group Airfare, Lodging, Tuition Reimbursement or any Job-Related Training, in which the expense must be submitted within 90 days of the arrival date listed in Workday. This also applies for any returned expense report, which must be resubmitted within 90 days of the expense report being sent back.
Exceptions will be considered tax reportable unless extenuating circumstances apply. Extenuating circumstances for employees are defined as a serious illness or other unforeseen emergency out of the control of the employee. Employee negligence and busy schedule/workload is not an extenuating circumstance.
Expense Operation Leads have the authority to grant exceptions.

Click on the links below to skip directly to a section:

Create Spend Authorization

In Workday, click on the global navigation Menu.
Select Expenses Hub.
Click the Create Spend Authorization button.
Complete the following fields in the Spend Authorization Information section:
1. Enter the Start Date and End Date of the Expense Item(s) that were not submitted within the 90-day timeframe.
2. Enter a Description.
3. In the Business Purpose field, select Policy Exceptions (Spend Auth Only).
4. In the Justification field, enter a detailed explanation as to why an exception is being requested and include any extenuating circumstances.
Click +Add option in the Spend Authorization Lines tab.
In the Spend Authorization Line:
1. Enter the Expense Item.
2. Enter the Total Amount.
3. Enter the Program, Grant, Project or Gift Worktag.
4. If applicable, enter Item Details for the Expense Item.
If additional Spend Authorization Lines are necessary, click the +Add button and complete step 6 for each line.
NOTE: If needed, attachments can be added to the Spend Authorization by selecting the Attachments tab.
Click Submit.

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Next Steps

After clicking Submit, the Spend Authorization routes to the Driver Worktag Manager and then to the Expense Operations Lead for final approval. Once the Spend Authorization is approved, it can then be attached to the Expense Report.