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Spend Authorization for Travel

Before You Start 

  • Only persons with Expense Data Entry Specialist (EDES) clearance may create a Spend Authorization in Workday. 

What is a Spend Authorization? 

  • A Spend Authorization is a pre-travel task in Workday wherein the EDES creates a report for expected travel expenses and submits it for approval to spend funds for those expected travel expenses. 
  • The Spend Authorization completes the important accounting process of committing funds, meaning the funds are set aside (i.e., committed) for the travel event. 

Spend Authorization Rules and Responsibilities 

  • Spend Authorizations are not required for in-state travel. However, a cost center manager may still utilize the Spend Authorization in order to maintain accurate accounting records. See Quick Reference Guide – Pre-Travel Requirements for information to help you determine if a Spend Authorization is required for your travel event. 
  • Please note that there are two Spend Authorization tasks in Workday: 
    • Create Spend Authorization for Worker is used for UAMS employees. 
    • Create Spend Authorization for Non-Worker is used for non-UAMS employees (e.g., students, guests) 
  • As of August 1, 2023, when a Spend Authorization is submitted, it is routed for departmental approvals only (see the Quick Reference Guide in the Additional Help and Resources section for routing information). 
  • Departments are solely responsible for reviewing each expense line in a Spend Authorization to ensure: 
    • Compliance with travel rules and regulations. 
    • The proposed travel expense is within budget and fiscally responsible. 
  • Please note that Travel Management does not approve Spend Authorizations (beginning August 1, 2023), but Travel Management will still be reviewing/approving Expense Reports submitted after travel events. 

Additional Help and Resources 

  • See Quick Reference Guide – Pre-Travel Requirements for information to help you determine if a Spend Authorization is required for your travel event and for information about international travel. 
  • See UA System QRG – Request a Spend Authorization for step-by-step instructions to submit the task in Workday. 
  • Finally, while Travel Management is no longer implicated in the approval of Spend Authorizations, please feel free to reach out to an Expense Partner if you have any questions related to travel rules, allowable versus non-allowable travel expenses, or anything else related to travel planning.