Working as an Expense Data Entry Specialist in Workday Expenses

Expense Data Entry Specialists are employees who serve as proxies for other employees and non-employees in Workday Expenses.

Nonemployees and Employees

Expense Data Entry Specialists are responsible for requesting new External Committee Member (guests and nonemployee student) profiles in Workday Expenses.
Expense Data Entry Specialists have delegated authority to create, modify, and submit expense reports on behalf of employees and External Committee Members.

Recently-terminated employees can be reimbursed for valid UW-Madison expenses using their Workday profile for up to six months after their termination date.
Expense reports for recently-terminated employees must be prepared and submitted by Expense Data Entry Specialists. Terminated employees do not have access to Workday Expenses; as such, their approval is not required as the first step in the approval workflow when an expense report is submitted on their behalf.

Create Request – An Expense Data Entry Specialist uses this (Request Type: “External Committee Member”) to request creation of a new External Committee Member profile. Requests are processed by the Division of Business Services, and the requester is notified when the profile is set up and ready to use.
Create Expense Report for Worker – allows an Expense Data Entry Specialist to initiate an expense report for a current or recently terminated employee.
Create Expense Report for Non-Worker – allows an Expense Data Entry Specialist to create an Expense Report for an External Committee Member (guest or nonemployee student).
Create Expense Report for Pre-Hire – allows an Expense Data Entry Specialist to create an expense report for a pre-hire (someone who has accepted a position at UW-Madison).

External Committee Member List (UW) – Report is used to confirm whether a guest or nonemployee student already has an External Committee Member profile.
Credit Card Transactions Not Expensed – UW – Report may be used to track unexpensed card transactions for a cost center hierarchy level or individual Purchasing Card holder/Shared Liability Card holder. Note: The entire list of unexpensed card transactions for a cardholder is visible in the Create Expense Report for Worker This is likely the easiest way to see at-a-glance unexpensed transactions.
Expense Report (UW) – Report is used to find expense reports in “Draft” status or expense reports with “Hold” business purposes that require Expense Data Entry Specialist’s action. Report may be used to find and track existing expense reports for employees and External Committee Members at any stage of the approval (or payment) process.

Travelers and departmental staff should contact their Divisional Business Office for policy or procedural questions.

Divisional Business Offices may e-mail expensereimbursement@bussvc.wisc.edu with questions.