Spend Authorization and Expense Report

Brigham Young University reimburses employees, students, and guests (non-workers in Workday) for approved expenses through Workday. A Spend Authorization is used to authorize travel. An Expense Report is used to reconcile university credit card charges and request travel reimbursements. For assistance with completing these tasks in Workday, contact your finance operations specialist or finance business partner.

Spend Authorizations

A Spend Authorization in Workday is required for all university-approved travel involving overnight stays or commercial transportation (excluding UTA transportation). It should be submitted at least 10 days before travel and must be fully approved before booking travel or incurring travel expenses. Same-day travel without commercial transportation does not require a Spend Authorization. Risk Management must approve Spend Authorization personal vehicle mileage requests over $200.

• Group Travel: Each employee that will be seeking reimbursement must submit a Spend Authorization. An employee designated as the group travel leader must complete a Spend Authorization that includes the names of group travel participants and uses a university credit card to incur travel expenses for the group.
• Student Travel: A sponsoring employee notes the student's name on a Spend Authorization authorizing that student to travel. The employee may prepay expenses for the student using a university credit card. If the student needs a reimbursement, an Expense Data Entry Specialist for Non-Worker may submit an Expense Report for Non-Worker for the student and references the Spend Authorization on that Expense Report. If a student uses a personal vehicle, an Assumption of Risk and Limited Release Agreement form must be attached to the Spend Authorization.
• Non-Worker Travel: An Expense Data Entry Specialist for Non-Worker submits requests the guest to be set up as an External Committee Member in Workday and then completes both the Spend Authorization for Non-Worker and Expense Report for Non-Worker in their behalf. Reimbursements are typically issued via check.
  

Expense Reports

All expenses must be submitted in a Workday Expense Report within 30 days of trip completion for travel expenses and within 30 days of the transaction date for non-travel expenses. Personal expenses must be marked as such if included in an Expense Report. Expense Reports require approval before payment is issued.

Receipts are required for travel expenses of over $50 and for all non-travel expenses for any amount. Receipts must include vendor name, date, itemized description of the good/service purchased, amount, and payment method. Credit card slips alone are insufficient. Per diem and mileage claims do not require receipts. If original receipts are lost, travelers must attempt to obtain duplicates and if not possible complete and include a Lost or Missing Receipt Affidavit to the Expense Report.

University credit cards are the preferred payment method during travel and are required for non-travel expenses. Refer to University Credit Card Procedures for details.