Spend Authorization and Expense Report

Brigham Young University reimburses employees, students, and guests (identified in Workday as External Committee Members) for approved expenses through Workday.

• A Spend Authorization is used to authorize travel before it occurs.
• An Expense Report is used to substantiate university credit card transactions and request reimbursement for eligible expenses.

For assistance in completing Workday tasks refer to these procedures and the following articles. Follow up with your Finance Operations Specialist or Finance Business Partner with any questions.

• Create Spend Authorization
• Create Expense Report for Travel
• Create Expense Report for Purchasing Card
• Create Expense Report for Non-Worker

Spend Authorizations

A Spend Authorization in Workday is required for all university-approved travel that includes overnight stays or commercial transportation (excluding UTA transportation).

• Include expense lines for all needed reservations for your trip: airfare, lodging, and car rentals.
• Risk Management will be included in approval when personal vehicle mileage exceeds $200.
• International Vice President's office will be included in approval when traveling to a restricted country or it involves student international travel.
• Full approval of the Spend Authorization is required before booking travel with the travel office or incurring any expenses

Group Travel

• Employees traveling together should each submit their own Spend Authorization.
• Students traveling with an employee are listed on the Spend Authorization of the employee acting as the student group travel leader.
• The group travel leader should use a university credit card to pay group travel expenses.
• Group travel leaders assess all proposed activities and contacts Risk Management about any risky activities (for example, ATV rides, river rafting, rock climbing, etc.)

Student Travel

• A sponsoring employee completes a Spend Authorization selecting the business purpose Student Travel and lists the name of the student(s) in the Description or Justification field.
• The employee may prepay student expenses using a university credit card.
• If a student uses a personal vehicle a completed Assumption of Risk and Limited Release Agreement must be attached to the Spend Authorization.

Non-Worker Travel

• An employee with the security role Expense Data Entry Specialist for Non-Worker must:
  
  • Request that the guest be set up in Workday as an External Committee Member (ECM).
  • Complete the Spend Authorization for Non-Worker in behalf of the ECM.

Expense Reports

University credit card transactions must be substantiated on an expense report.

• Within 30 days of trip completion (travel expenses)
• Within 30 days of the transaction date (non-travel expenses)
• Personal expenses must be clearly identified by clicking the personal box on the expense line.

Receipts

• Required for travel expenses over $50 and all non-travel expenses, regardless of amount.
• Receipts must include vendor name, date, itemized description of goods/services, amount, and payment method.
• Credit card slips alone are not sufficient to fulfill receipt requirements.
• Receipts are not required for per diem or mileage claims.
• If a receipt is lost attempt to obtain a duplicate. If unable, complete and attach a Lost or Missing Receipt Affidavit

Student Travel

• An employee with the security role Expense Data Entry Specialist for Non-Worker completes an Expense Report for Non-Worker and selects the payee type Student.
• The Spend Authorization completed by the sponsoring employee is reference in the Memo field on the Expense Report.
• Some students have similar names, verifying the student ID number is very important.
• Payments made from student expense reports will be sent electronically to the bank account established in the student's payment elections within Workday or My Financial Center.

Non-Worker Travel

• An employee with the security role Expense Data Entry Specialist for Non-Worker must complete an Expense Report for Non-Worker in behalf of the ECM.
• Reimbursements are typically issued by check using the address provided at the time the ECM was set up in Workday.

Payment Method

• University credit cards are the preferred payment method for travel
• They are required for non-travel expenses

Refer to University Credit Card Procedures for additional guidance.

Updated: May 12, 2026