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Administrator Guide
Last Updated: 2023-06-23
Create Worker Expense Credit Cards

Create Worker Expense Credit Cards

  • Configure a corporate credit card billing account with a credit card issuer or bank.
  • Security:
    Set Up: Credit Card
     domain in the Common Financial Management functional area.
Create worker expense and procurement credit cards for your corporate credit card billing account program.
  1. Access the
    Create Credit Card
     task.
  2. Select the
    Corporate Credit Card Billing Account
     for this card.
    The account you select determines the
    Credit Card Type
     and who's responsible for settling the account with the card issuer: your company, the payee, or if it's shared responsibility.
  3. Select
    Worker Credit Card
     as the
    Credit Card Category
    .
  4. Enter or update the
    Masked, Scrubbed, or Tokenized Credit Card Number
    , if they weren't included from an Expense Corporate Card Integration.
  5. As you complete the task, consider:
    Option Description
    Alternate Account Identifier
    Enter the value your financial institution provides so that you can include it on the remittance files you send them. Your financial institution uses this value to look up the right credit card number to make payments.
    Reassignment Enabled
    Available if the configured corporate card usage is
    Expenses
    .
    Select to enable the worker and credit card administrators to reassign credit card transactions to other expense payees so that they can expense them.
    Account Status
    To change the account status, select either:
    • Active
    • Canceled
    • Deleted
    • Error
    • Suspended
    The account status default is
    Active
    . For AMEX credit card billing accounts, the account status is generated from the
    Cardholder Listing File
    . If you receive errors because the
    Cardholder Listing File
     import doesn't load all required data, search on account statuses to correct credit card profile information.
    Monthly Limit
    Use to report on monthly accumulated limits from point of sale transactions for this credit card account.
    Transaction Limit
    Use to report on transactions over the limit you specify. Workday enforces transaction limits during point of sale transactions.
    Cash Access Allowed
    Select to enable the worker to use this card to obtain cash for noncredit card transactions, such as bridge tolls.
  6. For AMEX unmasked credit cards, enter a credit card number manually using the
    Maintain Credit Card Number
     option to store it in the Payment Card Industry (PCI) environment.
    You can only access this option if:
    • You’re a credit card administrator with authorization to the PCI environment.
    • The credit card isn't in
      Purged
       status.
Load credit card transactions into Workday through an external file downloaded from the card issuer.
  • For expense credit cards, workers can include downloaded transactions on expense reports.
  • For procurement cards, workers can verify downloaded transactions using the
    Verify Procurement Card Transactions
     task.
To reassign the loaded credit card expense transactions to an expense payee other than the configured payee, access the
Reassign Expense Credit Card Transactions
 task.
If you enable manual credit card transaction entry on the corporate credit card billing account, workers can also enter credit card transactions on expense reports.
If the associated cardholder is incorrect and there are no transactions against the card, access the
Change Cardholder
 related action to select the correct cardholder.