EXPENSES

Workday Expenses

Employee expense processes are people processes. Ultimately, people plan, spend, record, and approve all employee expenses. As a result, stand-alone expense systems that were built independent of HR or procurement-based enterprise expense systems have never felt quite right. Workday Expenses is different at the core because it is unified with Workday's market-leading HR solutions, creating the optimal expense solution for today's people-oriented enterprises.

Unified Solution

Built on the foundation of Workday Human Resources, Financials, Spend Management, and Payroll, each worker exists only once in the system. Changes to worker data that happen in the HR system—such as a worker's role, position, organizational assignment, or management chain—are applied to expenses instantly without having to synchronize data between two disparate systems. Workday's built-in settlement engine also allows you to manage payroll, reimbursements, and other types of payment from a single workspace without having to log in to a bolt-on expenses or payment system.

Compelling and Streamlined User Experience

Workday Expenses leverages the same modern, easy-to-use user interface delivered by all of Workday's applications. Collaborative processes, such as approvals, are easy to facilitate with familiar constructs similar to those used in popular social networking web sites. By providing a clean user experience and minimizing data entry, employees will find it easy to use the system, which results in more complete and timely data in the system, and more accurate financial records.

To reduce the time and waste created by paper-based processes, Workday Expenses incorporates many stateof- the-art techniques. Scanned receipts may easily be attached to expense reports and are available for review during and after approvals and payments. Electronic routing and approval of expense reports saves money and time though efficient paperless processes.

Audit and Control

Workday provides advanced tools that help companies audit and control spending to ensure compliance with corporate and regulatory requirements. Proactive controls, such as spend authorizations and spend freezes, can be utilized to help plan for or halt spending. When an expense is created, routing and approval is managed by Workday's configurable Business Process Framework which can take into account an employee's location, organization, the work they are doing, and expense details such as total expense amount or expense item types. For Sarbanes-Oxley (SOX) and audit compliance, Workday provides unprecedented visibility and transaction history to auditors. Every system change is stored, tracked, and time-stamped. Business processes configurations and security settings are self-documenting and can be rendered to PDF on demand.

Reporting and Analysis

Insight into spend is critical to managing within budget, negotiating corporate travel rates or discounts, and viewing the total cost and profitability of projects, products, and customers. Workday Expenses includes pre-packaged reports as well as a robust report writer that offers full visibility into your organization's expenses. Workday Expenses takes full advantage of Workday's multi-dimensional business data to analyze spend not only by spend category and worker but by any relevant business dimension. Without accessing a separate system, companies can use Workday Expenses to answer questions virtually impossible to answer in other systems: What are the travel costs associated with Projects? What is the relationship between spend and worker performance? What is the total cost of a sales opportunity?

Global Capabilities

Workday Expenses delivers the system to users in their preferred language and supports full multi-currency expense reports, reimbursements, and accounting based on an unlimited number of exchange rates. The system records and reports Value Added Tax (VAT), enabling both reimbursable and non-reimbursable treatments. Local travel and expense customs and rules—such as local allowances and per diems, vehicle mileage reimbursement schemes, and many global credit card formats—are also supported. Different regions and locales can configure their own rules through the Business Process Framework with no impact to others while maintaining executive visibility throughout the company.

Settlement

Workday delivers a single settlement engine to manage all payments generated across the entire business for any purpose—such as payroll, supplier payments, employee reimbursements, and customer refunds. Consequently, Workday can support the full expense-to-settle process or easily interface to external Payroll or Accounts Payable systems. Employee expense payment elections are easily set up by the employee within the same set of tasks used by payroll payment elections.