Reconciling PCard in Workday

Objective

To provide step-by-step instructions for itemizing an expense in Workday in order to split a transaction across multiple cost centers or worktags.

Scope

This procedure begins after a user has started or is editing an expense report in Workday and applies to both reimbursement and P-Card transactions that need to be charged to more than one cost center.

Group

• UCM staff who submit or reconcile expense reports

• Staff using Workday for reimbursements or P-Card transactions

Procedure

1. Access Workday

1. Log in to Workday.

2. In the search bar, type Create Expense Report and select Create Expense Report (Task).

2. Complete the Expense Report Header

1. Complete the required header fields.

   • Refer to the Creating an Expense Report in Workday article for detailed guidance.

3. Add an Expense Line

1. Navigate to the Expense Lines section.

2. Select Add.

3. Choose one of the following:

   • New Expense for a reimbursement

   • Credit Card Transactions for a P-Card transaction

4. Enter Expense Details

For each expense line:

1. Attach required receipts or documentation.

2. Confirm whether Paid with Corporate Card is checked (leave checked for P-Card; uncheck for reimbursements).

3. Verify the Expense Date.

4. Select the appropriate Expense Item.

5. Enter the Amount (auto-populated for P-Card transactions).

6. Complete the Memo field (required): Who, What, When, Where, and Why.

7. Review the default accounting information. This will be itemized in the next steps.

8. Check Personal Expense only if applicable.

5. Itemize (Split) the Expense

1. Under Itemization, select Add.

2. Review the Remaining amount displayed at the top of the screen to track how much of the transaction still needs to be split.

First Split

1. Enter the dollar amount for the first cost center or worktag combination.

2. Confirm or update the default cost center and worktags.

3. Select Add.

Additional Splits

1. For each additional split, update the cost center and any applicable worktags.

2. Select Add to continue itemizing or Done when finished.

6. Review and Complete

1. After selecting Done, review the itemization summary on the main expense line.

2. Confirm the full amount has been allocated.

3. Save the expense report and continue building it until ready to submit.

Notes

• The Remaining field must be $0.00 before an expense can be fully itemized.

• Use cost centers and worktags appropriate to your transaction.

• For assistance, contact AccountsPayable@miamioh.edu.

Source:
Workday | Split Accounting on Expense Transactions (Accounts Payable, 2024)

Itemizing an Expense