Foundation Tenant Services Expense Policy Guide
Please complete these action items and follow up with any requested information by emailing your Workday
Deployment Manager.
CHECKLIST
☐ Upload Expense Policy to sFTP
- Your Expense Policy must by uploaded to the sFTP by the HCM Reservation Date.
- An FTS analyst will use the documentation provided to populate your Foundation Tenant in preparation for your
Foundation Alignment Sessions (FAS).
- There will be no FTS workbook or call needed to complete for the customer.
- A sample expense policy has been provided below. Please review the policy and upload an equivalent policy to
the sFTP.
**SAMPLE EMPLOYEE EXPENSE POLICY**
Global Tech Inc.’s Employee Expense Policy
Our Employee Expense company policy outlines how we’ll reimburse employees for work-related expenses.
Policy Elements
Employee expenses fall under two categories:
• Expenses that are paid directly by our company on behalf of employees.
• Expenses that are paid by our employees and are reimbursable.
We’ll reimburse all reasonable business expenses, after they are approved, in part or in full as the case may be.
Reimbursable Travel Expenses
Travel expenses include any kind of transportation and accommodation expenses that you incur when going on a
business trip. Expenses related to this category that may be fully or partly reimbursable include:
• Lodging accommodation
• Air, train, ship or other transportation fares
• Necessary medical expenses (e.g. vaccinations, first-aid)
• Local transportation during trips (taxi fares, rental cars etc.)
• Other minor or per diem expenses that have been approved by an employee’s manager (e.g. meals, business
material)
Non-reimbursable expenses
• Expenses incurred by spouses or other non-employees who accompany our employees on their travels
• Un-authorized service upgrade (e.g. business class or hotel rooms)
• Personal services (massages, beauty treatments etc.)
• Personal purchases (gifts, clothes etc.)
This list is not exhaustive. Please ask Human Resources about reimbursable expenses before you go on a business trip.
What are work-related expenses?
This category includes expenses that are related to an employee either in the form of a benefit (e.g. business phone) or
entertainment expenses that may occur in a business setting (e.g. professional dinners with clients or colleagues.)
These expenses may be capped and Employee Manager should approve them. If you spend more than the approved
amount, you must cover the extra cost yourself.
We won’t reimburse the following work expenses:
• Unauthorized or unscheduled business meetings with clients, partners or job candidates
• Fines incurred while driving a company vehicle
• Non-business subscriptions/ training
• Personal trips
This list is not exhaustive. Please ask Human Resources about reimbursable expenses before you submit a claim.
Procedure
When you plan to go on work-related trips, HR will typically arrange for most of your accommodation and transportation
costs and document these expenses. You need to:
• Document any expenses that our company hasn’t directly arranged for (e.g. taxi fares.) Please ask for bills and
receipts whenever you can. You might also receive a per diem sum to cover other necessary travel expenses.
• Submit your reimbursement claim through Workday or submit an expense report with all necessary
documentation. Please submit your claim/report within one month after your trip.
Your manager or HR are responsible for approving reimbursement claims. If your manager approves your expenses, you
will receive your reimbursement within two pay periods by direct deposit
When you incur work-related expenses, you should:
• Ask for your manager’s approval.
• Submit a reimbursement claim. Please submit receipts and bills for business dinners and transportation within
one month.
