Workday Spend Management Notifications

Workday notifications have been created to alert employees of outstanding spend transactions. The notifications are intended to support the submission and approval of transactions as well as bring visibility to any outstanding transactions that could impact departmental budget vs actuals.

These alert notifications are specific to spend transactions and include the following business processes: Expense Reports, Internal Service Deliveries, Procurement Card Verifications, Purchase Order Events, Receipts, Requisition Events, Spend Authorizations, Supplier Account Match Events, and Supplier Invoice Requests.

Notification Frequency and Delivery

The Workday spend management notifications are scheduled to run on a recurring weekly basis. Employees will receive the alert via email and can also locate the notification in Workday under their notifications.

Draft Status Action Required

An alert has been configured to send a notification to the employee who initiated the business process in Workday. A list of the items will be included in the notification with instructions for the employee to either complete and submit the item or cancel it. 

In Progress Status Awaiting Action

Spend processes that are in progress and have been awaiting action for greater than 8 days will trigger an alert that will go to the individual where the process is currently waiting. 

Outstanding Transactions Task

If a cardholder has unreconciled credit card transactions they will receive a task located in their Workday inbox. The task will instruct the cardholder that they need to reconcile any outstanding transactions.

Sent Back Action Required

An alert will be sent to individuals that have had spend business processes sent back at any point within the review and approval process. The alert will include a list of the items needing to be corrected and resubmitted.

My Department’s Credit Card Transactions Not Expensed by Cardholder

Managers will receive a weekly alert notifying them of cardholders with outstanding credit card transactions. A report has also been added to the “My Department’s Finance” dashboard to allow departments to view this information at any time.

Missing Receipt Supplier Match Exception Task

If a supplier account match exception is due to a missing receipt, the Requisition Requester will get an inbox item that will allow them to create the receipt directly from the inbox.