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Administrator Guide
Last Updated: 2023-06-23
Itemize Hotel Expenses

Itemize Hotel Expenses

  • Create up to 6 expense items so that you can map them to your hotel expense item.
  • Security:
    Set Up: Expense Item
     domain in the Expenses functional area.
On the
Create Expense Item
 and
Edit Expense Item
 tasks, you can use the
Hotel Itemization Mapping
 tab to link your hotel expense item with other expense items. You can map the linked expense items to these Workday-delivered hotel charge types to capture detailed cost breakdowns:
  • Daily Hotel Service 1
  • Daily Hotel Service 2
  • Daily Room Rate
  • Daily Room Tax
  • Other Tax 1
  • Other Tax 2
  1. Access the
    Create Expense Item
     or
    Edit Expense Item
     task.
  2. On the
    Expense Item Attributes
     grid, add the
    Arrival Date
     and
    Departure Date
     attributes, which Workday uses to calculate the number of nights for the hotel stay.
  3. Select the
    Expense Report: Display to User
     and
    Expense Report: Required
     check boxes.
  4. On the
    Hotel Itemization Mapping
     tab, map expense items to hotel charge types. You can add 1 expense item to each charge type and up to 6 expense items in total.
    Example: To capture additional hotel-related expense information, you add the:
    • Internet Fees
       expense item to the
      Daily Hotel Service 1
       charge type.
    • Parking
       expense item to the
      Daily Hotel Service 2
       charge type.
When payees select your hotel expense item on expense reports, Workday displays an
Itemization
 section that contains your mapped expense items and their attributes.