Spend Authorization for Employee or Student Travel | BYU-Idaho Travel

# Submitting a Spend Authorization for Employee or Student Travel

1. ****Log Into Workday**** 
 Click on the Expenses Application
2. ****Choose Create Spend Authorization****
3. ****Enter Dates or Business Travel**** 
 If personal travel is associated with this trip, you ­will have a chance to enter those dates in the questionnaire.
4. ****Provide a description**** 
 Choose a description that will help you differentiate between Spend Authorizations. For exp., Accounting Expedition, or FGSA Conference.
5. ****Click on the three bars in the Business Purpose box**** 
 The first items begin with an H: and are BYU-Hawaii business purposes. Scroll until you find I: which are the BYU-Idaho Business purposes. (U: is Ensign College) Choose the type of travel you are requesting. 
 ** If you are a faculty member sponsoring student travel, choose I:Student Travel Day or I:Student Travel Overnight for both your own expenses and the students. Only one faculty member for the group needs to fill out a Student Travel Spend Authorization. Additional chaperones for overnight travel will each need to submit their own Spend Authorization and choose Employee Travel as the Business Purpose. Additional chaperones for Student Day Travel do not need to fill out a Spend Authorization.
6. ****Enter expenses by clicking on the + add icon**** 
 You can search for Expense Items in two ways: Search by keywords in the Expense Item box (fleet, lodging, fuel, etc.) OR use the drop-down menu and search 'By Expense Item Group'. You can select Business Travel-Employee, or Business Travel-Student. This will provide you with a list of expenses associated with travel to choose from. 
 Warning: Don't hit submit until you have added all of your expense items. Clicking submit will submit your Spend Authorization as if it were complete. To add each expense item, click the +Add icon. If you need to take an expense item out, choose the minus sign in the top right corner of each expense item to remove the expense.
7. ****Check your cost center**** 
 The Cost Center you are paid from will automatically populate into your Spend Authorization. If you need to change the Cost Center - X out of the Cost Center in the box, then search a name of the Cost Center you are looking for. 
 You should NOT need to adjust the Additional Worktags unless you would like to add a class fee for a required field trip. To do this you will click on the three bars in the Additional Worktags box, and then choose Class Fee. You will have options to select the Class Fee associated with your trip. 
 Warning: If one of your Additional Worktags is missing and giving you an Error, you will need to take the Cost Center out, and then enter it back in to restore the original Additional Worktag setting.
8. ****Submit**** 
 When you have finished entering expense items, click Submit.
9. ****Complete questionnaire**** 
 You will be asked to complete a questionnaire providing specific details of your trip. Your Spend Authorization will not route for approval until the questionnaire has been completed and submitted. If you exit the page without completing your questionnaire, you can find the questionnaire in your Workday Inbox.
10. ****Approval**** 
 Once you have submitted, you will see who is UP NEXT in the approval process.