Whats new?

In 2022R2, Workday announced a partnership with Google Maps to integrate their functionality within Workdays Expense module for calculation between two entered locations. At the time of release, this was the highest prioritized request that was raised by Workday customers. Following its initial release, Workday has continued to evolve the functionality by allowing for round trip calculations and overrides for differing routes or diversions from the calculated route.

While not currently available, customers have requested additional enhancements that include multi-trip destinations within a single expense line and auto receipt capture of the route entered. Current state, only single trip calculations are allowed per expense line and receipt capture must be done outside of Workday (see 3rd bullet within "Things to Consider" section).

Configuration Required:

1. Enable this feature via the "Innovation Services Opt-In" task
2. Create new expense rate table with GSA provided rate
3. Create new Mileage expense item with appropriate attributes for calculation and reporting purposes
4. (Optional) Update expense policy and segmented security configuration for appropriate payee groups
   

Things to Consider:

• Deactivate previous Mileage expense item to remove access from utilizing when completing expense report.
• You will still have the legacy Mileage expense item available for reporting purposes
• Add link to company travel policy and GSA website to item via instructional text for payees
• Adjust validation rules to not require receipt for Mileage expense lines that do not have diversions from Google base calculation
  

Additional Questions?

If you have additional questions on how to best configure, test, and implement this for your organization, please let us know!