Expenses: Group Travel / International Travel Requests – Spend Authorization
CREATE A SPEND AUTHORIZATION REQUEST
Spend authorizations are used to grant permission for group and/or international travel requests.
*Note – if you are requesting permission for Educational Assistance, please use the “Employee Instructions for Educational Assistance” job aid located on RISD’s Human Resources website (hr.risd.edu).
**Please note, if submitting request on behalf of another employee – you would use the Create Spend Authorization for Worker task, entering the employee’s name into the Worker field.
- Click on the Menu button on the top left corner of the Workday homepage.
- Click on the Expenses application
- Click the Create Spend Authorization button under Actions.
- Enter the travel start date into the Start Date field and the travel end date into the End Date field.
- Enter the business purpose details into the Description field.
- You can skip the Business Purpose drop down menu field.
- In the Justification field, you can add more detail about the travel request.
- Click the Add Row icon to add spend authorization line item details.
- For group travel – select the “Group Travel (Spend Authorization Use Only)” expense item.
For international travel – select the “International Travel (Spend Authorization Use Only)” expense item.
- Enter the total amount of anticipated spend into the Total Amount field.
- Use today’s date for the Budget Date field.
- Itemize the spend breakdown in the Memo field (flight cost, hotel cost, etc).
- Select the appropriate accounting string (Cost Center, Program, etc).
- Click the Attachments tab and attach any and all available documentation (quotes, estimated costs spreadsheet, list of participants, etc).
- Click Submit.
VIEW AN EXISTING SPEND AUTHORIZATION
- Click on the Menu button on the top left corner of the Workday homepage.
- Click on the Expenses application
- Click the Spend Authorizations button under View.
- Click on the SA-XXXXXX hyperlink on the left-hand side to view the Spend Authorization
- Click the Actions button to either change or cancel the Spend Authorization.
- Click the Process History tab to check the status of the spend authorization request.
You can also start a new spend authorization from the My Spend Authorizations page:
- Click the Create Spend Authorization button to create a new spend authorization. Enter spend authorization details.
- Click Submit, then Done.