How to Submit an AmEx Corporate Card Expense Report in Workday

Do you have an AmEx coporate card? Need to submit an expense report? Are you lost
when it comes to submitting reimbursements? Not to worry, you've come to the right
place! Below are step-by-step instructions for submitting an AmEx expense report
through Workdayjust one way were trying to make compliance a no-brainer!
Creating an AmEx Report & Coding Expenses
1. Log in to Workday. (Use your TFA network username and password).
2. From the main Workday landing page, click on the Expenses icon, which will show
you a list of
expense options available, select, "Create Expense Report."
o NOTE: Here you will need to enter the worktags (see Step #11 below) for
the report.
3. On the next screen, leave all the fields the same. Select "all transaction to code."
Click OK.

NOTE: AmEx transactions that are available for submission will be listed at the bottom
of the report creation screen. This is helpful as some information will automatically
populate in your report. You can only select to import one transaction at a time. You
will
be able to import more as you begin filling out you expense report.
4. Complete all empty fields on the new expense report page. Leave any default
information as is,
and enter:
o the Business Purpose for the report: AmEx Credit Card Expense
Report.
o a Memo, providing a description for the report (e.g. "July expenses").
5. Because you selected a credit card transaction to import, it will be automatically
added as a line
item. Click on the row of the transaction to code the expense.
6. On the coding pane, select the Expense Type (e.g. food).

NOTE: If the expense was a personal expense that was mistakenly added to your
corporate card, check Personal Expense. You will be responsible for crediting Teach
For America that amount.
7. Keep the quantity as '1' and enter the expense total under Amount. The Total
Amount will
populate automatically (this is the total amount from your
receipt).
8. In the Memo field, enter any description for your expense if you feel that it needs
clarification (e.g. what this specific expense item was for, for example, $10 for lunch).
9. Check the "Receipt Included" box, indicating that you have your receipt for the
expense. If you have lost a receipt, you must submit a missing receipt memo in it's
place.
10. Leave the "Billable" box unchecked.
11. Add the five (5) required "Worktags" for each expense. You will not be able to
submit your report
without this information (to find the correct codes for your
department, please reference our Chart
of Accounts):
1. Cost Center (Department code - defaults to your dept. but can be overridden)
2. Home Function (Finance function - defaults to your team's code but can
be edited)
3. Projects (Enter 0000 if you don't have one)
4. Grant (Enter 0000 if you don't have one)
5. Special Code (Enter 0 if you don't have one)
12. Depending on the expense type, additional required fields will be generated, which
you must
complete. For example, if you are submitting a reimbursement for a
meal, you will need to enter
the attendees and the name of the venue.

NOTE: The Location field for vendors must match the city of the vendor. For travel, this
will be your destination. If you cannot find your destination city, select "Other" and enter
the city in the Memo field. The Daily Rate field for hotel expense must reflect the
nightly
room rate prior to taxes. If the daily rate varies, enter the average.

13. Finally, attach/upload a copy of the receipt and/or other documentation that
evidences the
expense you are seeking reimbursement for. You can take a
photo with your smartphone, or scan
copies to your desktop for easy upload.
o Itemized receipts are required for every transaction and must be attached
before a Staff Reimbursement can be submitted for approval.
o Click "Add" under the Attachments field to reveal your options.
o Click on the "Attach" button and search for the file on your
computer. Repeat for multiple files.
14. Once you have finished your report, meaning you've added line items for each
expense you are
seeking reimbursement for (simply repeat steps 5-14), you are
ready to submit your full report.
o Once all receipts have been loaded, click "Submit" on the bottom left of
the page. Your report will go to your manager for approval.

IMPORTANT: If you missed any steps and/or missing information, you will not be
allowed to submit your report. Workday will provide you with an alert describing what
steps you need to take in order to submit.
Itemizing Transactions
At times, you may need to itemize a particular charge, for example, perhaps you paid
for a cross-team lunch and you need to split charges among different departments, or
maybe you went to a hotel and they added room service to your bill that needs to be
codded to food instead of lodging.
Itemizing your Report:
1. Click Itemize at the top, right-hand corner of the coding pane.
2. Split out your expense according to your coding needs. To add more
itemizations, click Add in the top, left-hand corner. The total of your expense will
subtract until you are left with 0.
Tips and Tricks

AMEX and Staff Reimbursement Reports must be separate.

Airfare and Train expenses must have boarding passes for all legs of the trip as supporting documentation
for the expense.

Hotel stays require a zero-balance folio from the hotel (document providing all trip info and showing that
nothing is owed to the hotel at the time of check-out).

If for any given month you expect to have expenses totaling over $10,000 for VPs and above, and $7,500 for
all other cardholders, you must receive e-mail pre-approval from our VP of Accounting & Controls for an
elevated purchasing total. E-mail approval must be attached to the report. If a cardholder violates this policy
3 times in a 12-month period, a hard limit will be placed on the card.

Receipts must be scanned and attached before a report can be submitted for approval. Make sure to tape
receipts to a sheet of paper in the order that you enter them prior to scanning. If missing a boarding pass,
attach what you can and submit. Once you have taken a trip, retrieve the report and attach the final
documents.

Hard copy originals must be kept by the cardholder for up to 6 months. If unable to produce an original
receipt for a legitimate transaction, you must provide a written explanation including the date of the
transaction, vendor, amount, items purchased and business rationale for the expense. The explanation must
be signed by you, approved by your manager, and attached to the report.

Maps displaying the route traveled are required for all Mileage reimbursements for auditing and verification
purposes.

If another person will process your expense reports, you may delegate this task via Manage Delegations in
the Workday Inbox.

All Amex cardholders are responsible for meeting the submission deadlines for their monthly expenses: