Create a Spend Authorization

• Log on to Workday.
• Under Applications, click Expenses. Alternatively, search "Create Spend Authorization" in the search bar.
• Click Create Spend Authorization.
• In the Description field under Spend Authorization Information, enter a brief description of the purpose of the spend authorization.
• In the Business Purpose field, most options are self-explanatory. If you're spending money for the lab outside of travel, choose Non-Travel Business Expense. This includes requesting participant cash (specific instructions for that below).
• If there are no lines under Spend Authorization Lines, click Add.
  • Expense item is whatever you're spending money on. If you're unsure about this, Erin or Donna will know, or know who to ask.
  • Quantity is probably 1, unless you're buying more than one of something.
  • Enter the cost into Per Unit Amount. If Quantity is 1, then enter the same value in Per Unit and Total Amount.
  • In Memo, briefly describe what you're spending money on. You can copy this into the Justification field under Spend Authorization Details.
  • If you are requesting that funds be deposited into your account, be sure to check Cash Advance Requested. In order to receive the funds, you must have direct deposit set up with Furman. 
  • Specify the account by entering the Driver Worktag(s) into the Cost Center, Fund, and Additional Worktags fields (see below for worktags).
    
    • If you don't know what the worktags are, but you do know the account number, enter the account number into the crosswalk, which will tell you the tags.
    • If you don't know anything, Erin or Donna will be able to help.
• To save as a draft, click Save for Later. To submit, click Submit.
• After submission, the Spend Authorization will go to one or more people for approval. Workday will notify you when it has been approved. If you have requested funds to be deposited into your account, the money should arrive within a few days.

Create an Expense Report

• Log on to Workday.
• Under Applications, click Expenses. Alternatively, search "Create Expense Report" in the search bar.
• Click Create Expense Report.
• If you are documenting spending that was authorized in a previous Spend Authorization, choose Create New Expense Report from Spend Authorization. If not, then choose Create New Expense Report.
• Note: Multiple Expense Reports can be submitted for one Spend Authorization.
• Specify the account that the money was drawn from by entering the Driver Worktag(s) into the Cost Center, Fund, and Additional Worktags fields.
  • If you don't know what the worktags are, but you do know the account number, enter the account number into the crosswalk, which will tell you the tags.
  • If you don't know anything, Erin or Donna will be able to help.
• Make sure all information is correct, then click OK.
• Verify that Expense Report Date is correct, and select the Business Purpose.
• You should now see Expense Report Lines, with one line already added. Each line is for one expense (i.e., the taxi you took from the airport). To add another line, click Add.
  • Fill out all of the fields in each line, and make sure dates and worktags are correct.
  • Quantity is probably 1, unless you bought more than one of something.
  • Enter the cost into Per Unit Amount. If Quantity is 1, then enter the same value in Per Unit and Total Amount.
  • Briefly explain the expense in the Memo field.
  • Attach any receipts under Attachments from File, and if you have attached a receipt, check Receipt Included. 
• Under Expense Report Reference Information, explain the overall purpose under Memo (this may be different than what you wrote in the Memo field for each line).
  
  • Reimbursement Payment Type defaults to Direct Deposit. Select something else if this is what you want.
  • If this is the final Expense Report tied to an earlier Spend Authorization, check Final Expense Report for Spend Authorization.
• To save as a draft, click Save for Later. To submit, click Submit.
• After submission, the Spend Authorization will go to one or more people for approval. Workday will notify you when it has been approved.

Worktags

Driver tags are in bold. Other tags will autopopulate when driver tags are entered.

Psychology Department

Only for rare costs that are pre-approved by Dr. Stetler to be charged to the department budget

NSF RUI Grant

Costs to support our new waking states studies under this grant + Megan's salary

Startup

Costs that can't be charged elsewhere

Indirect Costs (IDC)

Costs that can't be charged elsewhere

Request funds from Dean's Office

Only for faculty travel funds

Advising charges

Only for Erin's student advising meeting costs

Department Summer Research Funds to Wamsley

Costs to support student research in the lab over the summer

Purchases

Purchasing cards, or p-cards, are the same as the old TAP cards. Purchases are reconciled in Workday, where receipts are uploaded electronically. A corporate card is used by a specific person for travel, and is only issued when they travel more than twice per year.

When spending more than $3,000, and not using the purchase card, submit a "Purchase Requisition" on Workday. If approved it becomes a "Purchase Order (PO)"; and the receipt must be uploaded afterward. "Unmanaged" spending can be done for amounts <$3,000, with direct payment to a supplier via a "Supplier Invoice Request" in Workday, which functions like a check request.

Students will be paid as employment "compensation", "aid", or reimbursement -- nothing is called "stipend".

"Delegation" can be used to delegate work to Donna Greene, e.g. for TAP card reconciliation.

Sales tax

Starting January 18, 2019, there will be a new sales/use tax work tag in the “Verify Procurement Card Verification” process in Workday. This work tag is required and has two choices: “Tax Paid OR Not Needed” or “Tax Needed But Not Paid”.

Furman University is not sales tax exempt. Purchases of tangible goods for use in South Carolina, on which no South Carolina sales and use tax has been paid, are subject to the use tax. Examples include: catalog purchases, goods bought online over the internet, or furniture purchased out of state and delivered to South Carolina on which no South Carolina tax was paid. 

Following is a table of Sales and Use Tax guidelines to aid in the proper work tag selection:

Also, as of January 25, 2019, for any credit card transactions with a bank posted date between (inclusively) July 1, 2018 and November 30, 2018 that are not fully reconciled in Workday, use tax (SC 6% rate) will be calculated on the transaction amount and posted to the card-holder’s default cost center with Spend Category: 1383-SC, P-Card Sales/Use Tax – Unverified Transactions and Ledger Account: 8819, P-Card Sales/Use Tax – Unverified Transactions.

If you have any questions, please contact Kim Rhodes x-3495 or Rick Presnell x-3275.

Travel

Prior to a trip, submit a Spend Authorization that includes both the known and estimated costs for the trip (i.e., the known cost of the flights and hotels and the estimated costs of food and taxi fares). This should be done as far in advance as is reasonable.

Within 30 days after the trip, submit an Expense Report that is tied to the original Spend Authorization. A receipt, or an explanation of a lost receipt, is required for everything that cost >$25.

Workday instructions for travel:

All travel and entertainment expenses for employees and students must be requested and approved in advance. To qualify for approval, travel and entertainment must bear a direct relationship to the employee’s, student’s or non-employee’s responsibilities at the University.

• • Report expenses within 30 days from the completion of the trip or expense
  • Attach receipts for all expenditures of $25 or more or a lost receipt explanation if the receipt is missing
  • Provide business purpose and attendees where requested
  • Please add special notes to the travel report to explain any exceptions to the travel report

Travel, entertainment and other business expenses should be incurred at the lowest reasonable cost to the University. Good stewardship of the University’s resources is the basic guideline.

Participant payment

Requesting cash

Payment for research participants can be requested through a spend authorization on Workday. Anyone with a Workday account can create and submit the spend authorization, but Dr. Wamsley must approve it if the funds are requested from one of her accounts.

• For Description, enter "research study participant pay"
• For Business Purpose, choose "Non - Travel Business Expense"
• If the yellow button at the bottom says "OK", then click that button. If they yellow button says "Submit", then under Spend Authorization Lines, click Add.
• You should now see several fields, from Expense Item down to *Additional Worktags.
• For Expense Item, choose "Research Study Participant Payment"
• Quantity should be "1"
• Enter the amount of cash you need into Per Unit Amount, and Total Amount will show the same number. These should be identical.
• In the field labeled Memo under Spend Authorization Line, and in the field labeled Justification under Spend Authorization Details, enter something along the lines of "Participant payment for sleep studies"
• IMPORTANT: Make sure to check the box beside Cash Advance Requested so that the funds are actually sent to you. In order to receive the funds, you must have direct deposit set up with Furman. 
• Enter the Driver worktag for the account you're using. All other worktags should autopopulate.
  • If you don't know what the worktags are, but you do know the account number, enter the account number into the crosswalk, which will tell you the tags.
  • If you don't know anything, Erin or Donna will be able to help.
• Double-check that all information is correct.
• To save as a draft, click Save for Later. To submit, click Submit.
• The Spend Authorization will have to be approved by one or more people before you can receive the funds. Workday will notify you when it has been approved. 
• Document the Spend Authorization in the participant funds tracker.
• Each time you add cash  to the box, document the date and amount in the participant funds tracker.

Documenting participant payment

• Create an Expense Report based on the Spend Authorization that was submitted to receive the funds
• Note: Multiple Expense Reports can be submitted for one Spend Authorization. You do not need to wait until you have used all of the requested cash.
• The Expense Item is "research study participant payment".
• If the yellow bottom says "OK" rather than "Submit", you'll need to hit "OK" before you can fill out the lines and attach receipts.
• Fill in the total amount you're documenting in Per Unit Amount.
• The worktags should be for the same account as the money was requested from in the Spend Authorization.
• In both of the Memo lines under Expense Report Lines and Expense Report Reference Information, put how much money you're accounting for with signatures (i.e. $525 out  of the $1500 requested)
• Attach the paper receipts.
• Double check everything.
• Click Submit.
• If you are returning unspent funds (this shouldn't happen unless the fiscal year ends before you can spend all the participant funds), you can take the unspent money from the cash box and deliver it to Financial Services. Make sure the person you give it to knows what it is, and that you get some kind of documentation or receipt that you returned the money.
• Document the receipt submission (and funds returned, if applicable) in the participant funds tracker.