Create Spend Authorization for Cash Advance (2024)

Tags workday Workday-Finance cash-advance

Overview of Process

If a cash advance is needed for an expense, you will need to use the Create Spend Authorization task to request a Cash Advance in Workday. Here is an overview of the process steps in Workday:

1. The end user needs a cash advance for an expense.
2. To request the cash advance, the end user completes the Create Spend Authorization task.
3. The process routes for review and approval to relevant audiences based on the amount and included worktags. Worktags are descriptive data trackers that are added to financial transactions to tell Workday how a transaction should be processed, recorded, and reported. Examples include Cost Center, Gift, Grant, Project, etc.
4. The end user/initiator will receive a Workday Notification that the Spend Authorization has been approved.
5. Cash Advances will be processed for payment on Mondays and Thursdays.

Navigate to the Task

1. At the Workday Home Page, select theExpenses Hubapp.
2. Select theCreate Spend Authorizationtask.

Enter the Spend Authorization Information

3. TheCreate Spend Authorizationpop-up displays. Read the instructions carefully.
4. Complete as much of the following information about the spend authorization as you know:

   
   

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   1. Companywill display Bowdoin College.
   2. Select your travelStart Datefor this request (required).
   3. Select your travelEnd Datefor this request (required).
   4. In theDescriptionfield, enter the travel details for this request (required).
   5. Currencywill display in US Dollars (USD).

Enter Spend Authorization Details

5. The following information about the Spend Authorization details will display:

   
   

   1. LeaveReimbursem*ntPayment TypeasDirect Deposit(required).
   2. LeaveJustificationblank.

Add Spend Authorization Line(s)

6. Within theSpend Authorization Linestab, clickAdd.
7. Complete as much of the following information on the spend authorization line as you know:

   
   

   1. Select theExpense Item(s)(required)
      • Cash Advance SPEND AUTH
      • Meals-Foreign Per Diem Advance
      • Lodging-Foreign Per Diem Advance
      • Foreign Per Diem Funding Reduction
   2. Quantitywill display1when the expense item is selected.
   3. Per Unit Amountwill display 0.00when the expense item is selected.
   4. Enter theTotal Amount(required).
   5. LeaveBudget Dateas the current date (required).
   6. LeaveMemoblank.
   7. Select theCash Advance Requestedcheckbox(required).
8. UnderWorktags, add any of the following worktagsthat apply to the spend authorization line (e.g. Gift, Grant, Project, Cost Center).

   
   

   1. Select either aGiftworktag,Grantworktag, or aProjectworktag.
   2. Cost Centerwill display based on your assigned Cost Center, or on the selected Gift, Grant, or Project worktag, if you selected one. Make sure thatCost Centerlisted is the Cost Center picking up the travel expenses (required).
   3. Select theTravel Type, if applicable.
   4. Select theInternational Region, if applicable.
   5. LeaveAdditional Worktags as displayed.
9. Adding attachments is not required.
10. ClickSubmit.

Next Steps

1. The process routes for review and approval to relevant audiences based on the amount and included worktags.
2. The end user/initiator will receive a Workday Notification that the spend authorization has been approved.
3. Cash Advances will be processed for payment on Mondays and Thursdays.
4. Submit an Expense Reportlinking this Spend Authorization upon returning from travels or incurring the expense.

Additional Assistance

If you need additional assistance, click the link under theRelated Services / Offeringssection on this page to enter a support request online.

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