A Modern and Intuitive Expense Management System

Workday Expenses integrates seamlessly with Workday's market-leading human resources and financial management solutions. Workday offers the optimal expense solution for today's people-driven enterprise.

• Automate your unique expense management business processes while ensuring proper spend controls.
• Reduce administrative burden by using workers, roles, organisations, and security policies that are already configured in Workday Human Capital Management (HCM).
• Ensure rapid adoption across your global workforce with a consumer-like user experience and comprehensive support for global requirements.
• Gain real-time visibility into employee spend with multi-dimensional reporting and analytics

Employee expense processes are people processes. Ultimately, your people plan, spend, record and approve all employee expenses. As a result, it is often hard to control organisational spend with expense systems that do not integrate with human resources or procurement.

Workday Expenses is different because it unifies with Workday's market-leading human resources and financial management solutions. Workday provides the optimal expense solution for today's people-driven enterprise.

Streamlined Business Processes

• Configure expense management processes and controls to meet your specific needs, eliminating manually intensive and costly processes.
• Easily attach scanned or photographed receipts to expense reports. These receipts are available for review during and after approvals and payments.
• Build dynamic approval and notification processes that are based on worker and transactional information. This information ranges from as location or organisation to the type of work people are doing. The information can also include transactional details such as total expense amount or expense item types.

Unified Solution

• Take advantage of Workday Human Capital Management, Workday Payroll, and Workday Financial Management to handle reimbursement and accounting of employee expenses.
• Incorporate changes to worker data as soon as the change is made in the unified HCM system. This integration eliminates the need to synchronise data between two disparate systems.

Consumer-Like User Experience

• Improve system adoption worldwide and reduce the number of systems in use by leveraging Workday's easy-to-use, consumer-style user experience.
• Increase accuracy and timeliness of records by minimising data entry.
• Submit expense receipts and approve transactions directly from any mobile device.

Full Audit and Control

• Configure proactive controls, such as spend authorisations and spend freezes. These controls help you anticipate or halt spending.
• Ensure proper audit trails. Workday stores every system change. Business process configurations and security settings are self-documenting and can be rendered to PDF on demand.
• Gain visibility into processes and transaction history for Finance and auditors, ensuring compliance with corporate and regulatory requirements such as Sarbanes-Oxley (SOX).

Real-Time Reporting and Analysis

• Gain real-time insight into spend for Finance, executives, and line managers. You can compare actual spend to budgeted spend and negotiate corporate travel rates or discounts.
• Use pre-built reports and build custom reports.
• Take full advantage of Workday’s multi-dimensional business data to analyse spend by category, worker, customer, project or region.

Global Support

• Empower your global workforce to use Workday in their preferred language.
• Enable different regions and locales to configure their own rules through the Business Process Framework. Local rules do not affect other geographies, but you can still maintain global visibility throughout the organisation.
• Configure local travel and expense rules, including allowances and per diems, vehicle mileage reimbursement schemes and credit card formats.
• Support multiple currencies for expense report transactions, reimbursements and accounting.
• Record and report Value Added Tax (VAT) for reimbursable and non-reimbursable expenses.

Fast and Efficient Settlement

• Use a single settlement engine to manage all payments that are generated across the entire organisation for any purpose.
• Integrate with an external payroll or accounts payable system with the Workday Integration Cloud.