Expense Reports (SEMA4 and P-Cards)

Employee Expense Report Creation/Submission, Reimbursement

(SEMA4 (Statewide Employee MAnagement) is the payroll, human resources, and benefits system used by the State of Minnesota.)

Employees

Workday

• Step 1. Type “Create Expense Report” in the search bar and select the task.
• Step 2. Select the appropriate radio button related to your expense. Complete the Memo field. Scroll down to add other information as needed.
• Step 3. (Optional) If you have credit card transactions that you would like to include in the expense report, scroll to the bottom of the page and select the appropriate credit card transactions Click OK.
• Step 4. From the Create Expense Report page, click Add.
• Step 5. In the Expense Line section, attach receipts or supporting documentation, as necessary. Also include the following:
  • Expense Date: Date expense was incurred.
  • Expense Item: Item purchased.
  • Quantity: Number of items.
  • Per Unit Amount: Amount per unit/item.
  • Total Amount: Will auto-populate.
  • Currency: Will auto-populate.
  • Memo: Description of the expense.
• Step 6. In the Itemization section, click Add. If there are multiple expense items to report, repeat the process for each expense. Items with multiple worktags can be split using itemization and additional rows can be added as needed.
• Step 7. Complete the required fields on the pop-up window and enter information relevant to the itemization.
  • Expense Date: Will auto-populate.
  • Expense Item: Will auto-populate.
  • Quantity: Enter item quantity.
  • Per Unit Amount: Enter item amount.
  • Total Amount: Will auto-populate.
• Step 8. Scroll down to enter Additional Worktags from the drop-down menu. Check the Personal Expense box if applicable (not commonly used). Click Add if needed, to include additional line items. Click Done.
• Step 9. Check Receipt Included if applicable. Click Submit for approval.
  NOTE: Employees may check the status of the expense report by entering “My Expense Reports” in the search bar and accessing the report.

Employee Expense Reimbursement and P-card Transactions

This job aid walks through the processes of spend authorizations and expense reports.