Workday is used for reimbursement of approved travel expenses. You can link to it from the bottom of this page or access it from MyMiami. Everyone has access to this app in Workday. You can find Create Expense Report in the Expenses Hub by clicking on the Menu on the left side of the page or by typing Create Expense Report in the search bar at the top, center of the page.
Once you click on Create Expense Report you will be able to create the header with basic information.
Leave the Create New Expense Report radio button clicked.
In the Memo field enter the reason for your expense report. For example if you are being reimbursed for ALA, enter ALA FYxx Travel Reimbursement.
Do not change the Company field
Expense Report Date: The date you are creating the report.
Next you will deal with the funding. In most cases, when you are traveling for professional development, the funding comes from SGT001117 Katharine Kinder Library Development Fund – Expendable. That gets entered in the Gift field. All remaining fields will remain the same so you can click on OK. That will take you into the next section where you will actually enter your expenses.
Click on Add to start adding expenses
Remember to uncheck the box that says Paid with Corporate Card.
Update the Expense Date field
Enter the type of expense in the Expense Item field…meals, lodging, taxi, airfare, mileage, etc.
Enter the amount you are asking to be reimbursed for in the Total Amount field. If you are not asking for the full amount for any reason, this is where you make that adjustment.
In the Memo field you can enter something like Meals for ALA or whatever is appropriate.
Verify that Katharine Kinder is still in the Gift field for each expense you enter.
You will still need to itemize in the lodging field. Sometimes hotels are charge for parking, internet, or you might have meals that you charge to the room but all show up on a single receipt. These are the things you break out in the itemization section.
For Meals you should select Meals – Per Diem – U.S. Travel. On the Item Details complete the appropriate details. This will bring up a new field where each day exists and just check the box of the meals that were provided. Then click on Done. Remember, you cannot claim reimbursement for meals that are provided by the hotel or the conference. You cannot claim meals for trips that are not overnight.
For Lodging select Hotel – Lodging. Enter the total and an appropriate memo that includes the activity code relating to your department and why you had the hotel. In the Item details, you will need to enter the Departure Date which is the day you check in to the hotel and Arrival Date which is the date you checked out of the hotel. The Hotel and Reservation fields are not required but you can enter it if you can. Then Itemize as required. AirBNB stays still require additional paperwork according to University Travel Policy so make sure you are familiar.
Mileage has some generated items created but you can select Mileage – Calculated as needed. Then fill in Item Details as appropriate. The system will generate your mileage based on the information you enter in the Item Details section.
Just keep adding expenses as needed. When you click on save for later you can still go in and edit the report. Once you click on Submit, it goes to the next up for approval.
Please make sure you reference the Travel Policy and the Professional Development LibGuide to work within Policy.
As always, you can reach out to Lissa Martin at marti694@miamioh.edu or Donna Richardson at petermda@miamioh.edu for assistance or clarification.
For FY25 expenses, your Cost Center is 10011 Dean and Director of University Libraries. In the Gift Field select SGT01117 Katharine Kinder Library Development Fund - Expendable and your Activity Code is one of the following:
Once all expenses are accounted for, you will submit your report for approval. The system will require you to click the submit button twice.
Approvals are usually done by your supervisor or department head so please work with Donna or Lissa ahead of time to make sure you have all questions answered prior to submitting your Travel & Expense Report.