Setup Considerations: Student Expense Reports

You can use this topic to help make decisions when planning your configuration and use of student expense reports. It explains:

Why to set them up.

How they fit into the rest of Workday.

Downstream impacts and cross-product interactions.

Security requirements and business process configurations.

Questions and limitations to consider before implementation.

Refer to detailed task instructions for full configuration details.

What They Are

Workday enables you to create and submit expense reports on behalf of students to reimburse them for their incurred expenses.

Business Benefits

Analyze and report on student expenses for greater spend control.

Eliminate manual workarounds, such as ad hoc payments and use of nonstudent payee types.

Expedite reimbursement by routing only student expense reports to reviewers and approvers.

Reduce data duplication by centralizing student expenses in a single location.

Use Cases

Process expense reports on behalf of external and matriculated students.

Reassign transactions from corporate credit cards to include the transactions on student expense reports.

Restrict access to student data so that workers can process and report on student expenses only.

Questions to Consider

Questions	Considerations
What security access do workers need?	You can configure segmented security to enable workers to access only student expense data. When you enable segmented security, workers with: Constrained security can access only expense data for students affiliated with the academic units for which the workers have permissions. Unconstrained security can access only student expense data, for all companies in their tenant. When you don't enable segmented security, constrained and unconstrained workers can access expense data for all payee types.
Which payment elections do students have?	You can only submit expense reports on behalf of students who have expense payments as an option on their payment elections. You can: Add expense payments to payment elections on behalf of external and matriculated students. Enable matriculated students to add expense payments to their own payment elections. When students have multiple Workday profiles and you update payment elections on 1 profile, Workday updates the other profiles automatically.
How do you manage the expenses students incur on corporate cards?	You can reassign credit card transactions manually to students when they incur expenses on corporate credit cards. Workday then displays the reassigned transactions on student expense reports so you can select them for inclusion.

Recommendations

Add worktags on student expense reports manually, to ensure accurate financial transactions.

Reassign credit card transactions to students to ensure that expenses incurred on corporate credit cards display on student expense reports.

When multiple students have the same name, enter unique student IDs on expense reports to ensure you claim expenses for the correct student.

When students also have an employee profile in Workday, ensure that you use their student profile for student-based expenses to avoid accounting and approval issues.

Requirements

To enable workers with constrained security to access student data, assign the workers to the relevant student academic units.

You can only submit expense reports on behalf of students who have expense payments as an option on their payment elections.

Limitations

Students don't have the ability to create their own expense reports in Workday.

We don't support spend authorizations and cash advances for students.

Tenant Setup

No impact.

Security

Domains	Considerations
External Student Data: Student ID in the Personal Data functional area.	Enables you to access IDs for external students.
External Student Data: Student Public Reports in the Staffing functional area.	Enables you to access public information for external students. To manage payment elections for external students, use this domain and the Manage: Payment Election domain.
Manage: Payment Election in the Expenses functional area.	Enables you to manage payment elections on behalf of external students. To manage payment elections for external students, use this domain and the External Student Data: Student Public Reports domain. Use this domain when you don't use Workday Student Financials.
Manage: Student Payment Elections in the Student Financials functional area.	Enables you to manage payment elections on behalf of matriculated students. Use this domain when you use Workday Student Financials.
Process: Expense Reports in the Expenses functional area.	Enables you to manage expense reports and related reporting. You can configure segmented security on this domain to enable workers to access only student data on expense tasks and reports.
Self-Service: Student Financials in the Student Financials functional area.	Enables students to manage their payment elections.
Student Data: Student ID in the Student Core functional area.	Enables you to access student IDs in Workday.
Student Data: Student Profile in the Student Core functional area.	Enables you to access student information in Workday.

Business Processes

You can configure the Expense Report Event
business process to route student expense reports for review and approval.

You can use the

Expense Report Pay To is Student

report field to route only student expense reports to specific reviewers and approvers.

Reporting

Reports	Considerations
Find Credit Card Transactions	Use to view credit card transactions you reassign to students.
Find Expense Reports	Use to view expense reports you create for students.
Find Expense Report Lines for Organization	Use to view expense report lines for students by organization.
Find Negative Reimbursable Expense Reports	Use to view expense reports that include negative reimbursable amounts for students who incur personal expenses on corporate cards.
Find Payments	Use to view student expense payments: For auditing purposes. To review payment statuses.

When you enable segmented security, you can use these report data sources to create custom reports that include only student expense data:

Expense Reports for Company

Expense Report Lines and Itemizations

Expense Report Lines for Company

Integrations

Web Services	Considerations
Get Expense Reports	Use to retrieve data for student expense reports. When you enable segmented security, you can use this web service to retrieve expense data only for students.
Get Payments	Use to retrieve data for student expense payments.
Get Settlement Run Custom Filters Put Settlement Run Custom Filter	Use to upload and retrieve data for the custom filters you create for student settlement runs.
Submit Expense Report for Non-Worker	Use to upload data to submit expense reports for students. When you enable segmented security, you can use this web service to upload expense data only for students.
Submit Settlement Run	Use to upload data to settle and reimburse student expenses.

Connections and Touchpoints

Features	Considerations
Accounting	Workday automatically generates a Student worktag on the accounting journals associated with approved expense reports.
Payment elections	To submit expense reports on behalf of students, add expense payments as an option on student payment elections.
Settlement	You can create: Settlement runs to settle and reimburse student expenses. Custom filters for student settlement runs.

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.

Steps: Manage Expense Reports

Steps: Create Expense Reports for Nonworkers

Create Segment-Based Security Groups

Maintain Payment Elections

What's New Post: Expense Reporting for Students

What’s New Post: Reassign Expense Credit Card Transactions

The Next Level: External Student Functionality in HCM

The Next Level: Migrating from External Student to Student

The Next Level: Tips & Tricks for Loading External Students

Example: Enable Segment-Based Security for Student Expenses