Expenses

 

What is it?

When we say Spend Authorization, we mean …  

• Pre-approval ​of anticipated travel expenses before incurring costs 
• Document ​estimated expenses to ensure alignment with budget and policy​​ 
• Submit ​a formal request in Workday for approval prior to travel​​ 

When we say Expense Report, we mean …  

• Record actual business or travel expenses incurred 
• Reconcile expenses against a prior Spend Authorization​​ 
• Request reimbursement for out-of-pocket costs​​​ 

 

View the April 1, 2026, GBAS PowerUp! Workday demo video featuring travel and expense reimbursements at UF. Reference the Traveling at UF FAQs from the session.

Key Terminology

Spend Authorization

Spend Authorizations are expense transactions that payees can use to request preapproval of estimated expenses. 

 

Legacy Term: Travel Request 

Expense Report​

Expense Reports are used to itemize and submit expenses incurred by a worker for business-related activities, which may be eligible for reimbursement. 

 

Legacy Term: Expense Report​ 

Expense Item

The individual expense for each line on the Spend Authorization and Expense Report. These must be mapped to a single spend category and can drive the population of additional instructions and required fields on a report line. 

 

Legacy Term: Expense Type 

Travel Card (2 Card System)

The Travel Card will be used for travel-related expenses (e.g., hotel).

Roles

Employee as Self

This role allows the individual to submit a Spend Authorization or Expense Report on their own.

Expense Data Entry Specialist (EDES)

This role allows an individual to submit on behalf of someone else.

 

Legacy Term: Delegate

 

Cost Center Coordinator

This role is for reviewing, editing and approving Spend Authorizations and Expense Reports. They can edit a SA or ER, such as worktags or expense items, prior to approval.

Financial Approver

This role is for reviewing and approving Spend Authorizations or Expense Reports based on the worktags.

Examples: Grant Manager, Gift Manager, Project Manager, or Cost Center Manager. This role does not have ability to edit a SA or ER.