Spend Authorizations

Any employee wishing to be reimbursed with college funds must have an approved Spend Authorization in place before making any purchase. The college is not obligated to reimburse purchases made without an approved Spend Authorization.

This applies to out-of-district travel expenses and purchases made with personal funds. Procurement card (P-Card) purchases and in-district mileage do not require Spend Authorizations.

How to Create a Spend Authorization

  1. In Workday, open the Expenses Hub app and locate the Create Spend Authorization button in the Overview tab.
  2. In the Description field, enter a brief description of what you wish to be reimbursed for. This can also be used as a summary for record-keeping purposes.
  3. In the Business Purpose field, select from the drop-down menu. There are options for conferences, meetings, no funds requested, and multiple travel categories. For other purchases, choose Reimbursement – Non-Travel.
  4. To add your first line item, click the plus sign (+) under Spend Authorization Lines.
  5. In the Expense Item field, search for the option that best describes your purchase. The list is extensive, so you should be able to find an appropriate item type. Begin typing a keyword (such as "hotel" or "registration") and hit enter.
  6. Enter a Quantity and the Estimated Amount you will need. For example, if you want to buy lunch for a meeting, enter the number of attendees and estimate a per-person amount to calculate the estimated total you'll need.
  7. In the Memo field, enter any information your supervisor will need to approve your request.
  8. Check your Worktags to ensure they're correct. They can be changed if necessary.
  9. In the Attachments tab, upload any relevant files (conference agenda, etc.) if applicable.
  10. If you have another line to add, use the plus sign (+) and repeat the process.
  11. When all lines are added and documentation attached, select Submit to send the authorization for approval.
  12. Workday will notify you when your Spend Authorization has been approved. At that time, you can make your purchase or begin your travel.

How to View Your Spend Authorizations

  1. In Workday, open the Expenses Hub app to view the Spend Authorizations tab.
  2. You can click on each Spend Authorization to view its details, status, and process history.
  3. Once your purchase is made and you have created an Expense Report, you can view it to see payment status.

Questions

Email Accounts Payable or call 352-395-5214 on Teams to share your screen.