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Workday Expenses Updates
International Per Diems
The international Per Diem percentage deductions have been updated to 15% for breakfast, 25% for lunch, and 40% for dinner. The incidentals remain unchanged. This brings all deductions for meals provided elsewhere to within $.60 above or below the per diem rate guide amounts. These numbers are far more accurate than the previous configuration. The workaround below will still work if you need exact amounts (of particular significance for travel paid with sponsored funds).
The Workaround:
Manually calculate the amount of the meals to be deducted using the International Per Diem Rate Guide.
Then enter a separate line using Travel Per Diem DEDUCTION | International or Travel Per Diem DEDUCTION | International, Travel, Employee Training to deduct the appropriate amount.
Employee Award Taxable for Gift Cards of Various Amounts
If gift cards of varying amounts are purchased in one transaction using the T&E card, please itemize different gift card amounts so the recipients are taxed correctly. For example: If you purchase one $100 gift card and one $200 gift card in the same transaction (on the same receipt) and you don't itemize, Workday will divide the total into equal amounts and tax each recipient for $150 rather than one at $100 and one at $200.
Business Meals – No Business Purpose Taxable Entry
The field previously titled "Number of Attendees without a Business Purpose (Included in total # of Persons)" has been renamed "No Business Purpose (enter # of attendees with no bona fide business purpose, included in total # of persons)" in hopes of reducing confusion.
This field should be left blank if all participants in the business meal have a bona fide business purpose. If there are attendees without a bona fide business purpose, that number should be entered into this field.
The expense items affected are:
- Business Non-Travel Meals
- Business Travel Meals | Domestic
- Business Travel Meals | Domestic, Travel, Employee Training
- Business Travel Meals | International
- Business Travel Meals | International, Travel, Employee Training
Lastly, we added a step to the business process. All expense reports with a number entered in this field will now route to the T&E team for additional approval.
Expense Items Changed:
*Lab Supplies & Chemicals has been renamed Lab Chemicals
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Description updated to "Chemicals purchased for laboratory use"
*Travel Meals Per Diem | International has been renamed Per Diem Travel Meals | International
*Svcs, Health Insurance has been renamed Health Insurance
*Non-Powered R&M Services, Non-Capital (less than $5000) has been renamed Repair & Maintenance Services
- Description updated to "Equipment repair and maintenance services including expenses for services provided to repair and maintain calculators, furniture, typewriters, and other equipment."
- Spend category updated to Services Equipment Repair & Maintenance (SC0186)
- Expense Item Group updated to "Services"
*Publications/Advertising spend category updated to Services Advertising and Media (SC0181)
- Description updated to "Expenses for services provided to advertise by magazine, newspaper, periodical, radio, television, or other media, including e-invitations."
*Agency Fee | International spend category updated to Travel Agent Fees (SC0235)
*Day Trip Meal | Domestic spend category updated to Travel Meal Reimb-Report IRS (SC0401)
*Clothing & Laundry Supplies has been renamed Laundry & Linen Supplies
- Spend Category updated to Supplies Laundry & Linen (SC0284)
*Electrical R&M Services moved to Expense item group "Services"
*Catering | International moved to Expense item groups "Meals" and "International Travel"
*OSP Participant Support Costs, Educational Rentals has been renamed OSP Participant Support Costs, Equipment Rentals.
*OSP Personal Vehicle expense item has been removed.
*We also updated expense item descriptions for several other expense items.
- Split Transaction (Itemization Required)
- Conference/Meeting Services
- Printing
- Publications/Advertising
- Skilled Services | Domestic
- Skilled Services | International
- Telecom Non-DIT
The Expense Item Descriptions page on our website is up to date, reflecting all of these changes.
For questions about Workday Expenses, please contact askfinance@virginia.edu.
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