Travel

A Spend Authorization (often called a Travel Authorization, Travel Request, or similar) is an internal document that grants official permission for a faculty member, staff, or student to incur expenses or travel on behalf of Mines. It is a formal request to get approval for future business expenses, such as anticipated travel costs, and to restrict funds against a department’s budget.

A Spend Authorization is required if travel includes:  

• International travel 
• Sponsored research 
• Cash advance

How to create a Spend Authorization in Workday:

1. Gather documentation and information  

• Necessary approvals 
• Work tag(s) 
• Dates of travel 
• Justification for travel

2. Log into Workday.

3. Located in your Expense Hub, you can select “Create Spend Authorization”. You can also type “Create Spend Authorization” into the search bar for more options for the types of Spend Authorizations that can be created. Select one of the following if searched through the search bar: 

• “Create Spend Authorization” will prompt the form for you to create a spend authorization for yourself.
• “Create Spend Authorization for Worker” will prompt the form for you to fill out on behalf of another employee at Mines.
• “Create Spend Authorization for Non-Worker” will prompt the form for you to fill out on behalf of a visitor with an ECM profile. We do not use supplier profiles in Workday for spend authorizations.

4. Fill out the start & end date with the dates of travel 

5. Fill out the description with a brief title of the trip you are taking including:

• Location 
• Name of conference or gathering

6. Select one of the Business Purposes depending on the location of travel:

• If the “Create Spend Authorization for Non-Worker” was selected, please use “Non-Employee Travel Report” if a guest came to visit Mines. 
• Please select “Non-Travel Report”, for reimbursement and if the guest did not travel to Mines (I.e. purchase gas cylinder for a lab on personal card) 

7. Adjust the Reimbursement Payment Type if needed. Select one:

• Direct Deposit
• Check

8. Provide a brief description of why you are traveling and how it pertains to the work tag being used in the Justification portion under ‘Reimbursement Payment Type’. 

9. To add expense lines to the Spend Authorization, select “+ Add” under ‘Spend Authorization Lines’. 

10. When filling out each expense line, you need: 

• Expense item (the spend category the item falls under) 
• Quantity (do not adjust unless you are requesting multiples of the same item) 
• Total amount needed for item
• Per unit amount can be changed if the quantity amount is more than 1 
• Budget Date will automatically be the start date of travel but can be adjusted if needed 
• Memo will need a brief description of expense item
  • Examples: Amazon supplies, Airfare (roundtrip) to California, Ground transportation 
• The Cash Advance Requested box needs to be selected if you are requesting funds before travel. All requested funds will need to be reconciled with an expense report after travel has taken place. Any funds not used during travel will need to be repaid to MAPS.
• Insert work tag being used for expense(s) in Grant, Project, or Operating Account. Do not adjust Additional Work tags.
• Add any Attachments with approvals or support for the justification of the spend authorizations:
  • Email confirmations/approval
  • Invitation letters/emails
  • Supporting documentation of travel 
• Press “Submit” in the bottom left corner to submit the report to review the necessary approvals.
  • If you press “Save for Later” you will create a draft that can be edited at any time.
  • If you press “Cancel” the report will prompt a confirmation button to discard changes on said report. Once a report has been cancelled, a new one will need to be create.

11. Once all expense reports have been submitted and fully approved in Workday in relation to the spend authorization, you will be able to close the spend authorization. 

12. Ensure the spend authorization status is “Approved” 

• Click on the ellipsis “…” next to the spend authorization ID 
• Under Actions, click on “Spend Authorization” then “Close” 
• After you click on “Close” it will prompt “OK” or “Cancel” on the bottom left of the screen. To close the report, click “OK”. If you do not want to close the report, click “Cancel”.     

13. Status of Spend Authorizations: 

• Draft – Can be edited by anyone (not submitted into workday). 
• Pending – Report is in the process of necessary approvals. 
• Sent Back – Report has been sent back by an approver requesting more information regarding expenses. The report will need to be resubmitted into workday after the requested information has been added to the spend authorization. 
• Approved – Report has been fully approved and can be used in Expense Reports for reconciliation. 
• Closed – Report is no longer needed for reconciliation of expenses related to travel. No other expense reports can be linked to spend authorization. 

A cash advance is a request for funds before the trip has occurred. Cash advances can only be requested via Spend Authorizations. One can only request up to $1,500 for travel purposes.

In Workday, select the box under the memo field in the Spend Authorization to request a cash advance- it is not automatic. Once travel has concluded, the cash advance will need to be reconciled with an Expense Report. If any funds are not used or reconciled, it will need to be paid back to MAPS.

On the MAPS help center page, click on “Pay MAPS.” Click on “Reimbrusement Mines Accounst Payable and Travel”. Fill out all information needed. 

Frosch is Mines’s preferred travel agency. Mines does not require the use of Frosch, however Mines HIGHLY recommends it. If you book through Frosch, Frosch is available 24/7 for assistance. It focuses on a comprehensive, end-to-end traveler journey spanning trip initiation and booking. Frosch complies with  Mines Travel and Expense policies including the Fly America Act.  

Mines employees primarily use Frosch to book flights for Mines travel. Frosch can book domestic and international flights.  

How do I work with Frosch? 

1. Submit a TDX ticket
2. Provide name and employee ID/CWID for whoever needs the Frosch access in the ticket
3. Someone on the Travel and Expense Team will attach you in an email with Frosch
4. Once Frosch responds, that email will provide a link for the Frosch secure portal that you can use to set up said your profile/account. 
5. If further assistance is needed with said portal, please contact onlinesupport@frosch.com 

What does Frosch need to book flights?

• Traveler’s Name  
• Mines Employee ID/CWID  
• Destination  
• Dates 
• Other travel preferences

1. Gather all information needed: 

1. 1. Work tag(s) 
   2. Proper approvals / invitations 
   3. Proof of CISI Insurance  
      1. For more information, contact the Office of Global Education. 
   4. List of expenses needed for travel 

2. Create a spend authorization (see expander above) with the gathered information and choose one of the three categories:

1. 1. Employee International Travel Report
   2. Non – Employee Travel Report
   3. Student International Travel Report for the Business Process.

Please use a Mines One Card (or FROSCH for airfare) to purchase airfare, registrations, rental vehicles, and lodging if accesible. If a One Card is not accesible, we are able to reimburse the purchases of these items. 

Cash advances can be requested for per diem (meals), ground transportation, and cultural excursions. 

3. Once the spend authorization report has been fully approved in Workday, create an expense report to reconcile the listed expenses/cash advances. 

4. To link an expense report to a spend authorization, you will need to select “Create New Expense Report from Spend Authorization” under the “Creation Options” in the beginning of the report.  

1. 1. If the expense report will be the final report associated with the spend authorization in use, select the box next to “Final Expense Report for Spend Authorization” found above the memo.
   2. Anything purchased before travel can be reconciled and linked to the spend authorization. Purchases made during travel can be reconciled upon return. 
   3. Multiple expense reports can be linked to one spend authorization. 
   4. The same expense cannot be reconciled or requested for reimbursement twice, you will receive a workday error. 

5. While filling out an expense report linked to a spend authorization, there will be an option at the bottom of the expense report line to match the expense to the expense line in the spend authorization.  

1. 1.  If fuel was purchased for a rental vehicle, the rental receipt/agreement will need to be presented to get the fuel purchase reimbursed. 

6. Once all of the needed expense lines have been filled out, the expense report can be submitted into Workday for reconciliation or reimbursement. 

7. If the expense report gets sent back to you, it will appear in your Workday tasks with a message from the approver. 

8. Once all of the expense reports for the spend authorization have been fully approved, the spend authorization can be closed in Workday. 

• The Jeanne Clery Campus Safety Act (Clery Act) is a federal law requiring colleges and universities participating in federal financial aid programs to maintain and disclose campus crime statistics and security information that occur within the University’s Clery reportable geography.  Included is the requirement to disclose on an annual basis crime statistics that occur during university sponsored/arranged domestic and international student trips.Colorado School of Mines personnel who are administratively responsible for domestic and international student trips are expected to report student trip information for compliance regardless if any Clery Act reportable crimes occurred.  

• Clery Compliance Requirements When Students Travel: All overnight trips involving undergraduate and graduate students must be reported through this  form in order to comply with the Clery Act. 

Group travel versus per diem (daily allowance):

Group Travel:  

1. Mines policy 5.4.2.2  

Meals incurred while in Travel Status for athletic teams or academic field sessions where a group meal is provided to the Student/athletes may include both the Employee and the Student/athletes. Such meals shall be based on actual costs incurred for the meal. Employees’ whose meals are provided as part of the group meal are not eligible for a per diem Reimbursement for those meals. 

1. 1. Meals – If a group meal was purchased on a personal card, the card holder would be the one being reimbursed for the meal. We will need an itemized receipt and a list of attendees of said meal.This applies for Business Meals and Athletics. If the meal was purchased in Colorado, tax will need to be removed from the bill as we are a tax-exempt facility.

Per diem

1. Mines policy  5.4.2 , 5.4.2.1 

5.4.2 Meals and Incidental Expenses

Any meals reimbursed while in Travel Status shall be reimbursed using the University’s approved per diem amounts. If a meal is included in a conference fee, is provided with the cost of lodging, or through some other means, a traveler shall not request Reimbursement for the per diem amount related to the provided meal. The University’s approved per diem amounts are based on the location of the traveler for each day of the trip.  

 5.4.2.1 Meals for Days

Traveler departs and returns except for the first and last day of travel, a traveler may claim up to the applicable daily per diem for each full day of travel. Expenses on the first day of travel will be reimbursed based on 75% of the destination city’s per diem rate and on the last day based on 75% of the departing city’s per diem rate. Under no circumstance shall a traveler request Reimbursement for more than the applicable per diem rate. 

1. 1.  If one is traveling individually, per diem will be reimbursed instead of the individually purchased meals. It provides an equal opportunity for everyone traveling.
   2. Meals provided will be deducted from the per diem total.
   3. The first and last days of travel will be 75% of the daily rate, while the days in between will be 100% of the daily rate before the deduction of meals provided. 
   4. No receipts are required.  

Domestic rates | International rates  

• Alcohol  

Hard liquor is prohibited at all student events. Events where students are present, the Dean’s written approval will be needed. It is suggested to request said approval at least three weeks prior to the event date. Read more about the alcohol policy.

If alcohol was purchased on a group meal with students present, the Dean’s written approval will still be needed for reimbursement. If no students were present during the purchase of alcohol, Department approval would be needed to process said reimbursement. 

Call the number listed below or ensure the referenced contract number is entered on the website to receive Mines pricing and to be covered under Mines insurance in case of an accident. Local locations may not honor our pricing agreements as they will not have our contract number. 

It is highly recommended to use a One Card for the purchase, but the card holder will need to be present during the time of purchase.

Domestic rentals cars: Decline extra coverage if using Mines contract number rates, as insurance is already covered.  

• Please note: If you do not use the Mines contract number for booking, then you or your department may be responsible for any damages.
  

International rental cars: Accept extra international insurance coverage, as Mines’s contract number insurance is not covered internationally 

State Approved Rental Car Agencies: 

To reimburse rental vehicles purchased, Mines requires the rental agreement/receipt to be included in the Expense Report. If you purchased fuel for your rental car, keep the rental receipt/agreement for when you submit your reimbursement, even if you didn’t make the purchase yourself.

Taxes will automatically be applied when a reservation is made, but some locations can manually remove them at the time of vehicle pick-up. It is recommended to bring a tax exemption form to be exempt from Sales/Ownership Tax. As for the Young Driver Fee, that charge should be waived for 21–24-year olds via the Mines Contract.   

Cardholders are making purchases on behalf of Mines, therefore all purchases in State of Colorado are exempt from State taxes. Cardholders are required to inform each merchant of the school’s tax exempt status. The school’s tax exempt is printed on the front of the One Card.

• Access the tax exemption form from the Office of the Controller and send to vendor upon request. 

• If taxed on a purchase from a vendor in the State of Colorado, the cardholder is expected to work with the vendor to obtain a refund.

• Paying taxes for purchases made in the state of Colorado will result in violations against the cardholder.

If you use a personal vehicle for travel, Mines will reimburse mileage, not fuel. Your personal vehicle is not covered by Mines insurance and it is your personal responsibility and you are liable for anyone you transport in the vehicle.

For mileage reimbursement, you need:

• Starting address (Colorado School of Mines) 

• Destination address 

• If the trip was one- way or round trip 

• Date(s) of travel 

When submitting a reimbursement for mileage, always choose “Out of state mileage (2 Wheel Drive)” or “In state mileage (2 Wheel Drive)”. If the vehicle was used for going off road/terrain, please note in the expense report line. 

“Non-employee mileage” should be used if a guest is requesting mileage reimbursement for their personal vehicle. Item details will need to be filled out with the requested information to calculate the reimbursement amount. The expense date should be the date traveled for said trip. 

Travelers may request reimbursement for their airfare. Some departments or work tags have fund limitations to the amount of airfare that can be reimbursed. Make sure to confirm the amount you can get reimbursed with your supervisor or the person in charge of the trip. 

• We will only reimburse flights directly to and from the destination.  

• If a domestic flight is more than three hours non-stop or longer, the reimbursement can include seat upgrades or other charges with justification for said expenses. 

• If international flights are more than nine hours of nonstop air travel, the reimbursement can include business class travel  

• To receive reimbursement for airfare we will need a receipt/ email confirmation showing: 
  • Name of passenger 
  • Date(s) of travel 
  • Destinations of travel 
  • Total amount of purchase 

Mines will not reimburse meals, Mines will reimburse per diem. Per diem is a daily allowance for lodging, meals, and incidental expenses (M&IE) during Mines-related travel. Mines follows federal General Services Administration (GSA) rates and requires the use of per diem for meals. Lodging may be reimbursed separately.  

 When to Use Per Diem 

• For domestic and international travel 

• When meals are not provided (e.g., by a conference ,etc) 

 What You Need to Know 

• Per diem rates vary by location and are set by the GSA.

• First and last day of travel are automatically calculated at 75% of the daily rate 

• Deductions must be made if any meals were provided (e.g., breakfast included with hotel, meal provided by conference or colleague, group meals) 

• No receipts required for per diem reimbursement 

 Helpful Links 

• U.S. State Department Per Diem Rates (International) 

• Travel Policy Summary    

Traveling internationally for Mines business, research, or academic purposes.

Step 1: Submit Spend Authorization in Workday (see section above).

• Required before booking international travel 
• Include all anticipated expenses (airfare, lodging, meals, etc.)
• Attach business justification, approvals, etc 

Step 2: Purchase Mines-Approved International Insurance 

• Required per Mines policy
• All Mines employees and students must enroll in international travel insurance prior to departure
• Coverage includes medical evacuation, emergency services, and trip interruption 
• Learn more or enroll online.

Insurance enrollment may be coordinated through the Mines Risk Management or Study Abroad offices depending on role and destination. 

Step 3: Register Travel with Mines Global Education (Students) 

• Required for all student international travel 
• Ensures compliance with FERPA, Clery Act, and emergency tracking 
• Register Student Travel

Step 4: Review Travel Restrictions and Safety Info 

• Check for: 
  • U.S. State Department advisories 
  • Host country entry requirements (COVID-19, visas, etc.) 
  • Export control risks (for research travel)

Contact Research Integrity and Security or Risk Management for high-risk regions. 

Step 4+: Report student trip information (Clery Act) if applicable

Mines personnel who are administratively responsible for domestic and international student trips are expected to report student trip information for compliance regardless if any Clery Act reportable crimes occurred.  

• Complete Clery Act information 

Step 5: Book Travel (After Spend Authorization Approval) 

• Use Frosch for Mines travel or follow unit policy
• Attach itinerary to spend authorization or keep for reconciliation 

Step 6: During Travel 

• Keep all receipts 
• Follow Mines Code of Conduct 
• Know what to do in case of: 
  • Medical emergency 
  • Political unrest 
  • Lost passport

Step 7: Submit Expense Report and Reconcile Cash Advance (if applicable) 

• Attach all receipts 
• Include per diem or actual expenses 
• Reconcile any cash advance
• Create an Expense Report 

See Section 5.4.1- Lodging: Financial Policies Chapter 5: Travel  

The approving authority shall determine reasonable cost of lodging based on the business needs of the traveler and the individual official university business trip. The travel shall be reimbursed for the actual cost of reasonable lodging and shall submit itemized receipt.

When a double hotel room is occupied by business travel and other whose attendance does not constitute a business purpose the universe will pay single room rate, if applicable. Single room occupancy rate must be indicated on lading receipt. 

Lodging that exceeds a One Card user’s single purchase limit must submit a One Card Services Service Request Ticket. 

Hotel Costs $5,000 or more:  

• See Procurement Purchasing Thresholds  

• To request a Purchase Order (PO), contact Procurement@mines.edu   

• Mines Travel Policy still applies to group travel, with a few exceptions. 

• A list of travelers should be included in the Expense Report, along with distinguishing if group is comprised of students, staff, or both.  

• Group meals can only be claimed for Athletics or Field Sessions, unless prior approval, otherwise, individuals should claim per diem for travel dates (if approved by department). 

• Section 5.4.2.2 – Meals incurred while in travel status for athletic teams or academic field sessions where group meal is provided to the student /athletes may include both the employee and the student /athletes. Such meals shall be based on actual cost incurred for the meal. Employees whose meals are provided as part of the group meal are not eligible for per diem reimbursement for those meals.  

• Itemized receipts required over are required over $75. 

Mines Travel Policy still applies to travel by non-employees and students, with a few exceptions. 

• Taxes– It is okay to pay/reimburse for taxes for non-employees and students (when access to a One Card is not possible).  

• Mines employees can utilize their One Card/FROSCH for booking elements of non-employee and student travel (registration/lodging/airfare (One Card or through FROSCH).

• Non-employees and students may need to provide W-9 and get a profile established in Workday to receive reimbursement.  

• Meals– Meals for non-employees and students are paid through a set per diem rate – there will be no direct reimbursements for individual meals/room service/etc.   

• No meals should be charged to One Card (ie: room service), unless Mines staff takes guest/student out to a business meal and they are both in attendance  

• Rental Vehicles– Non-employees are encouraged (but not required) to use a preferred rental car company when booking and request Mines special rates. 

• Because non-employees are not covered by the additional insurance coverage, they are able to purchase and be reimbursed for additional insurance coverage (unlike Mines employees).

• Overnight student travel reminder: All overnight trips involving undergraduate and graduate students must be reported through this  form in order to comply with the Clery Act. 

Sponsored travel is travel that is funded, partially or fully, by a sponsored research award (e.g., federal, state, corporate, or foundation grants). These trips are subject to both Mines travel policies and the sponsor’s rules.

• Travel policy

• ORA  

 Before You Travel 

 Start with a Spend Authorization in Workday. 

• Clearly indicate the travel is related to a sponsored project 

• Include the correct grant worktag 

• Provide a justification that ties the travel to the research scope. How will this expense benefit the Grant? 

• Ensure travel dates and destinations align with the project period and budget 

Complete Travel Certification  

• Travel Support to Scientific Meetings 

For any award that provides support for travel to scientific meetings, prior to the recipient’s participation in the meeting, the recipient must assure that the meeting organizer has a written policy or code-of-conduct that addresses sexual harassment, other forms of harassment, and sexual assault, and that includes clear and accessible means of reporting violations of the policy or code-of-conduct.

The policy or code-of-conduct must address the method for making a complaint as well as how any complaints received during the meeting will be resolved. Recipients are not required to submit the policy or code-of-conduct for review by NSF. 

• Travel Certification

Before using NSF sponsored funding to support travel to an event or scientific meeting, the recipient must  complete this form and keep it in their files for the award. If NSF is requesting ORA for the backup for this travel, ORA will contact the PI or department to provide the form. 

•  Review Sponsor Restrictions 

Some sponsors limit international travel, require prior approval, or prohibit certain costs (e.g., business class, alcohol, entertainment) 

Federal grants (e.g., NSF, NIH, DOE) may have unique airfare and Fly America Act requirements. 

* Contact ORA or your grant manager if you’re unsure about sponsor-specific rules. 

•  During Travel 

Collect all itemized receipts (including name, date of purchase and the amount.) 

Track any meals provided, per diem must be adjusted 

Note any changes to itinerary that might affect allowability 

* You cannot charge personal expenses to a sponsored project—even temporarily. 

•  After Travel

View the Powerpoint presentation of the Sponsored Research Travel Training.

Submit Expense Report in Workday.

Match all expenses to the correct grant Worktag 

Attach receipts and supporting documents 

Provide a clear description linking each expense to the research purpose 

** Key Requirement: All charges must be reasonable, allowable, allocable, and documented. 

To activate your card, dispute a charge, report suspected fraud, or to notify the bank of international travel, please call US Bank’s 24-Hour Cardmember Service (800-344-5696) and be prepared to answer a variety of security questions when you call.  Please save your account details in a secure location for reference when answering US Bank’s security questions. 

When communicating with US Bank, they may ask for the following information:  

• Before using your card for international travel, please call US Bank to alert them of your travel details.
• You will be asked to verify the information on your account.
• You may be asked to provide your monthly credit limit and/or single purchase limit, please keep a record of these limits.
• When asked for the last 4 digits of your social security number, please be sure to use the last 4 digits of your CWID instead.
• If asked for your Employee ID, please provide your CWID.
• The billing address on file: your Department Name + 1500 Illinois St., Golden, CO 80401 (as shown on the US Bank letter sent with your card).
• The phone number & email are your Mines phone number & Mines email address.
• If you, don’t have a direct extension at Mines use the main phone number (303) 273-3000.

Ensure you have your One Card account details in a secure location should you need to contact US Bank’s 24-Hour Cardmember Service in the event of a declined transaction, suspected fraud, or to report your card as lost or stolen. First contact US Bank, then report the matter to the Credit Card Administrator by submitting a One Card Services Service Request Ticket.

When traveling internationally, call the US Bank 24-Hour Cardmember Service number to register your travel dates/location(s) before your departure and/or before using your One Card for international travel expenses. 

If One Card gets declined :

• Declined One Card transactions: Call the US Bank 24-Hour Cardmember Service number(s) on the back of your card (800-344-5696; when Outside the U.S.: 701-461-2010, collect). 

• Common reasons for declined transactions include: 
• The cardholder did not activate the card 
• The Cardholder did not record their international travel plans (dates/location(s)) with US Bank’s 24-Hour Cardmember Services prior to using their card for international travel expenses 
• The cardholder has reached either the single purchase or monthly credit limit 
• The Merchant Code (MCC) is blocked 
• A Billing Address, Expiration Date or Verification Code (CVV) error 

MAPS Help Center | Campus Credit Cards | One Card Services

Immediate Action Steps

1. Ensure Safety: Move to a safe location if possible and contact local emergency services if there are injuries or significant damage.

2. Contact the Rental Agency: Call the rental company immediately to report the accident.

• Ask the representative for their specific “next steps” regarding roadside assistance or vehicle replacement.

3. Insurance Protocol: Clarify with the agent that, per the business contract, the rental agency’s insurance sh0uld provide primary coverage.

• Do not provide your personal insurance information or policy details to the rental agency or other parties involved.

Handling Disputes or Pushback

If the rental agency representative disputes the coverage, refuses to follow the contract terms, or insists on your personal insurance information, do not argue with the counter staff, ask them to contact Mines Risk Management.

Workers’ Compensation 

• Contact Your Mines Human Resources Benefits Analyst to report an on-the-job related accident or injury, including when driving a rental car when the expense is paid by a One Card. 

Domestic Travel

• Hertz Contract Code: 65729 
• In the event the cardholder’s rental car under an approved State of Colorado Car Rental Contract Code, paid for with a One Card, is in an accident or has been stolen, the cardholder must immediately report the incident to the Visa Commercial Card Benefit Administrator to use the Auto Rental Collison Damage Waiver*.  The incident should be reported as soon as possible but no later than forty-five (45) days from the date of the incident.
• The Visa Commercial Card Benefit Administrator contact information is below and may also be obtained by calling the US Bank 24-Hour Card Member Service numbers on the back of your One Card or by contacting the Colorado School of Mines Credit Card Administrator.  

Visa Commercial Card Benefit Administrator: 1-800-348-8472 

• The Visa Commercial Card Guide details how to file a claim for the damage, as well as what you must submit to file the claim. Please request the documents below from the car rental company. You’ll need to submit them when you file the claim.  

• A copy of the accident report form 

• A copy of the initial and final auto rental agreements (front and back) 

• A copy of the repair estimate and itemized repair bill 

• Two photographs of the damaged vehicle, if available 

• A police report, if obtainable (not sure about this one, since the damage is a scratch) 

• A copy of the demand letter which indicates the costs you are responsible for and any amounts that have been paid toward the claim. 

*Please reference the Visa Commercial Card Guide to Benefits pdf to review the specifics of the coverage. Exclusions do apply to the coverage, including, but not limited to: injury, damage to anything inside/outside the vehicle, personal belongings, etc. 

Be prepared to submit all related itemized receipts, documentation, and other applicable required documentation related to the incident.  

International Travel

• In the event the cardholder’s international car rental, paid for with a One Card, is in an accident or has been stolen, the traveler/One Card user should refer to the information provided with their international car rental agreement as pertaining to the required additional rental vehicle insurance per Mines Financial Policy, Chapter 5, Rental Vehicles – Employees. 

Related policies and procedures: 

•  Financial Policies Chapter 5: Travel 

• • 5.1.2 Traveler’s Responsibilities 

• • 5.1.3 Approving Authority’s Responsibilities 

• • 5.4.3.1 Rental Vehicles – Employees 

• • 5.5 Unallowable Travel Expenses While in Travel Status 

• • 5.7.1 Timing 

• • 5.7.3 Receipts
• One Card Handbook 

• • Documenting Transactions 

• • Cardholder Responsibilities 

• • Direct Supervisor Responsibilities 

• • Liability 

• • Personal Purchases 

• Contact Your Mines Human Resources Benefits Analyst to report an on-the-job related accident or injury, including when driving a rental car when the expense is paid by a One Card.

View the guide on how to complete an Expense Report (for Travel) 

After your trip, it’s time to reconcile expenses. Here’s how to create a complete and accurate expense report in Workday. 

 Step-by-Step Guide (Travel)

1. Gather Your Documentation

Before you begin, collect:

• Itemized receipts for all expenses (including name, date of purchase and the amount.) 
• Your spend authorization number (if you have one) 
• Mileage log (if applicable) 
• Per diem

2. Log in to Workday

3. Select “Create Expense Report”
From your expense hub or by typing it into the search bar

• Choose ‘Create New,’ Copy Previous,’ or ‘Create New form Spend Auth’ 
• Write details of the trip in Memo field: dates, destination, full name of conference if applicable. 
• Choose the business purpose 
• Enter one of the three: Grant, Project, or Operating account (additional Worktag will auto fill, don’t change them) 
• Select any one card transactions to include on the report
• Click “ok”

4. Enter Expense lines

For each expense:

• One Card transaction will autofill most information 
• For reimbursements not purchased with one card, Click “Add”  
• Upload the receipt (PDF or image file) 
• Enter the Expense date 
• Enter an Expense item type (e.g., airfare, hotel, meals) 
• Enter the amount (change currency if needed- see exchange rate)
• Add a description to the memo line 
• Worktag will auto fill but can be changed if needed

5. Repeat for every expense

Review and Submit
Double-check:

• Attachments are clear, legible and itemizes, including name, date of purchase and the amount. 
• Totals match receipts 
• You’re claiming only reimbursable, Mines-related costs 
• (Only if a personal item was purchased by mistake on a One Card, click “personal expense”)

Click Submit when ready. 

If you receive a cash advance before your trip, it must be reconciled through an Expense Report after travel ends. This ensures Mines stay in compliance with financial and auditing policies. 

If You Didn’t Use the Full Advance 

• Complete your expense report as above 

• Any portion that was not used will be owed back to MAPS 

• Pay Mines back using the “Pay Maps” portal

• Include your Expense Report number or Spend Authorization number when submitting payment