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Administrator Guide
Last Updated: 2023-06-23
Steps: Set Up Expense Protect

Steps: Set Up Expense Protect

You can use Expense Protect to quickly and more efficiently surface unusual expense reports that need further review. Expense Protect enables you to leverage machine learning and streamline the expense report review process to speed up reimbursement times.
Expense Protect requires a minimum of 2 to 4 weeks to build and train the machine learning service for your tenant before availability. Workday recommends testing only in a preview or production tenant. To check Expense Protect availability, values populate in the
Risk Insights
 and
Risk Level
 columns of the
Expense Report Work Area
.
Workday requires a minimum of 10,000 submitted expense report lines in your tenant to enable Expense Protect.
  1. Access the
    Innovation Services and Data Selection Opt-in
     report.
    1. On the
      Innovation Service Opt-In
       tab, under
      Available Services > Financials
      , select the
      Financials: Financial Management Machine Learning GA Features
       service check box.
    2. In the
      Maintain Innovation Services Data Selection Opt-In
       tab, under
      Financials: Financial Management Machine Learning GA Features
      , select the
      Opt In
       check box for the
      Expense Protect
       category to contribute data for Machine Learning.
    When you select a country to exclude from data collection, Expense Protect isn't available for expense reports of payees in that country. This can also result in an insufficient number of required expense reports.
    Workday displays a status of
    Available
    when you can use Expense Protect.
    Security:
    Manage: Innovation Services
     domain in the Innovation Services functional area.
  2. (Optional) Access the
    Edit Tenant Setup - Machine Learning
     task.
    Select the region in which Workday hosts data contributed to the Machine Learning Development Environment (MLDE). The default region for data processing is the U.S.
    Security:
    Set Up: Tenant Setup - Machine Learning
     in the System functional area.
  3. Grant users who approve and review expense reports access to the
    Set Up: Expense Protect
     domain.
  4. (Optional) Hide or Require Optional Fields.
    Hide or require the
    Risk Level
     and
    Risk Insights
     columns in the:
    • Grid View.
    • Line Details.
    • Expense Report Work Area
      .
    Once you opt in to Expense Protect and machine learning is ready in your tenant, Workday displays the
    Risk Insights
     and
    Risk Level
     columns in the
    Expense Report Work Area
     even if you haven't enabled the
    Set Up: Expense Protect
     domain.
  5. Access the
    Maintain Expense Risk Level Configuration
     task.
    Select risk score values for these risk levels:
    • Low
    • Medium
    • High
  6. (Optional) Access the
    Generate Risk Scores for Expenses
     task.
    You can queue up in-progress expense reports for assessment, risk scoring, and a data refresh after opting into Expense Protect. Example: You opt in to Expense Protect and want to view
    Risk Level
     and
    Risk Insight
     on historical expense reports. You access this task so that Expense Protect can assess historical expense report lines.
    Security:
    Set Up: Expense Protect
     domain in the Expenses functional area.
  7. (Optional) Add the
    Wait for Expense Protect Inference
     service step to the Expense Report Event business process.
    You can route expense reports based on risk score.
When Expense Protect identifies the risk level on an expense report, you can review, and approve or send back the anomalous expenses.
Access the
Expense Report Work Area
 report to view risk insights and risk levels for expense reports. Workday provides 1 of these Workday configured insights:
  • Amount Anomaly
  • Duplicate Expense
  • Incorrect Expense Item
You can also use these report fields based on the Expense Report Line business object to create custom reports:
  • Duplicate Expense from Expense Protect
  • Risk Score
  • Risk Score for Amount Anomaly
  • Risk Score for Duplicate Expense
  • Risk Score for Incorrect Expense Item
  • Suggested Expense Item