Create Spend Authorization for Cash Advance

Overview of Process

If a cash advance is needed for an expense, you will need to use the Create Spend Authorization task to request a Cash Advance in Workday. Here is an overview of the process steps in Workday:

1. The end user needs a cash advance for an expense.
2. To request the cash advance, the end user completes the Create Spend Authorization task.
3. The process routes for review and approval to relevant audiences based on the amount and included worktags. Worktags are descriptive data trackers that are added to financial transactions to tell Workday how a transaction should be processed, recorded, and reported. Examples include Cost Center, Gift, Grant, Project, etc.
4. The end user/initiator will receive a Workday Notification that the Spend Authorization has been approved.
5. Cash Advances will be processed for payment on Mondays and Thursdays.

Navigate to the Task

1. At the Workday Home Page, select the Expenses Hub app.
2. Select the Create Spend Authorization task.

Enter the Spend Authorization Information

3. The Create Spend Authorization pop-up displays. Read the instructions carefully.
4. Complete as much of the following information about the spend authorization as you know:
   
   
    
   1. Company will display Bowdoin College.
   2. Select your travel Start Date for this request (required).
   3. Select your travel End Date for this request (required).
   4. In the Description field, enter the travel details for this request (required).
   5. Currency will display in US Dollars (USD).

Enter Spend Authorization Details

5. The following information about the Spend Authorization details will display:
   
   
    
   1. Leave Reimbursement Payment Type as Direct Deposit (required).
   2. Leave Justification blank.

Add Spend Authorization Line(s)

6. Within the Spend Authorization Lines tab, click Add.
7. Complete as much of the following information on the spend authorization line as you know:
   
   
    
   1. Select the Expense Item(s) (required)
      • Cash Advance SPEND AUTH 
      • Meals-Foreign Per Diem Advance
      • Lodging-Foreign Per Diem Advance
      • Foreign Per Diem Funding Reduction
   2. Quantity will display 1 when the expense item is selected.
   3. Per Unit Amount will display 0.00 when the expense item is selected.
   4. Enter the Total Amount (required).
   5. Leave Budget Date as the current date (required).
   6. Leave Memo blank.
   7. Select the Cash Advance Requested checkbox (required).
8. Under Worktags, add any of the following worktags that apply to the spend authorization line (e.g. Gift, Grant, Project, Cost Center).
   
   
    
   1. Select either a Gift worktag, Grant worktag, or a Project worktag.
   2. Cost Center will display based on your assigned Cost Center, or on the selected Gift, Grant, or Project worktag, if you selected one. Make sure that Cost Center listed is the Cost Center picking up the travel expenses (required).
   3. Select the Travel Type, if applicable.
   4. Select the International Region, if applicable.
   5. Leave Additional Worktags as displayed.
9. Adding attachments is not required.
10. Click Submit.

Next Steps

1. The process routes for review and approval to relevant audiences based on the amount and included worktags.
2. The end user/initiator will receive a Workday Notification that the spend authorization has been approved.
3. Cash Advances will be processed for payment on Mondays and Thursdays.
4. Submit an Expense Report linking this Spend Authorization upon returning from travels or incurring the expense.

Additional Assistance

If you need additional assistance, click the link under the Related Services / Offerings section on this page to enter a support request online.