Repeat for other expense lines that are split. The expense line will be the same, enter the amount that’ll be charged to the other budget, and update the budget. To split an expense line between multiple budgets, click ‘+ Add’ to add another spend authorization line. How do I split an expense line between multiple budgets on a Spend Authorization? In the search box, type “My Spend Authorizations.” Find the Spend Authorization row and click the ‘Change Spend Authorization’ button. You can submit changes to an approved spend authorizations for revised approval. MORE ABOUT SPEND AUTHORIZATIONS Can I edit my Spend Authorization if the cost of my trip exceeds my initial estimate? Receipts or other supporting documentation for the transactions will need to be attached to the report. These transactions will populate into your expense report after you click ‘OK’. Select the transactions that pertain to your trip by clicking the check boxes. Search “Create Expense Report.” Scroll down to the Credit Card Transactions tab. How do I verify and reconcile the charges for my trip that were paid with my Vassar corporate travel card (C-Card)? Are my business travel expenses considered taxable income to me?Īny expenses reported to Vassar more than 60 days after they are incurred are deemed taxable income by the IRS, and will be shown as such on your W-2 tax form. To comply with Vassar policy, expenses incurred during your trip must be submitted in a report either within 14 days of the completion of the trip, or 14 days of the close of the credit card billing period, whichever comes first. First communicate with the manager of your department/office about your travel plans and expected costs, before you submit the Spend Authorization request. Submit the request in Workday as far in advance of your trip as possible. When should I request a Spend Authorization? When you are completing the report, enter the reference number assigned to the Spend Authorization that was approved for the trip’s costs. What is the difference between an Expense Report and Spend Authorization?Īn employee submits an Expense Report in Workday to document the actual costs incurred for a trip. The request is then reviewed by the appropriate manager or senior officer. You will indicate the purpose of the travel, the various estimated costs of the trip, and the source(s) of funding. GENERAL QUESTIONS What is a Spend Authorization?Īn employee submits a Spend Authorization request in Workday to get approval for college financial support of travel expenses or entertainment.
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