Expense management is a crucial component of financial operations for any organization. While most businesses rely on standard tools to manage and track expenses, many overlook one of Workday®’s most powerful (and underrated) features: Configurable Expense Item Attributes.
At Syssero, we help organizations maximize the value of their Workday investment—especially when it comes to financial tools. Today, we’re spotlighting a simple but impactful feature that can elevate your expense reporting process.
What Are Configurable Expense Item Attributes?
When employees submit expense reports, they typically include basic details like expense type (hotel, flight, meals), date, and amount. But what happens when your business needs more context?
That’s where Configurable Expense Item Attributes come in.
Workday provides a set of default attributes—but the real value lies in their flexibility. These fields can be customized to capture additional data that’s specific to your organization’s needs.
From tracking meal expenses by restaurant name to logging pet transportation fees (yes, that’s a real use case!), configurable attributes help ensure the right data is captured—right at the point of entry.
Key Attribute Types You Can Configure
Configurable Expense Item Attributes allow you to add dynamic, tailored fields to expense reports. Here are the main types you can use:
- Date Fields
Example: Capture the date of an event or client meeting. - Numeric Fields
Example: Log the number of passengers for a rideshare or shuttle expense. - Free Text Fields
Example: Allow users to enter a venue name or client reference. - Boolean Fields (Checkboxes)
Example: Indicate whether a meal was a taxable fringe benefit.
🔎 Note: Drop-down lists (predefined choices) aren’t currently supported—though they’re a popular feature request and may be added in the future.
Why Configurable Attributes Matter
1. Improved Data Accuracy
Capture important information directly within the expense report—no more relying on follow-up emails or external notes.
2. Customization to Fit Your Needs
Track the data that matters most to your organization, whether for compliance, audit trails, or internal reporting.
3. Streamlined Reporting & Analysis
With richer data captured at the source, reporting becomes easier—and more meaningful.
4. Better Employee Experience
Well-configured attributes guide employees through the submission process, reducing confusion and improving accuracy.
How to Configure Expense Item Attributes in Workday
Setting up these attributes is straightforward, but strategic planning is essential. Here’s a high-level overview of the process:
- Enable the Feature
Use the Workday task “Enable Configurable Expense Item Attributes” to unlock the configuration tools. Each field type (date, numeric, text, boolean) has a max of five—so plan wisely. - Define Your Attributes
Identify the data you want to collect. Examples include:
- Destination city or location
- Number of attendees for a business meal
- Venue name for conferences or events
- Link Attributes to Expense Items
Assign attributes to specific expense categories (e.g., link “Airline” to flights, or “Venue Name” to events). You can also make them required for submission. - Test and Optimize
Before launching org-wide, test with a small group to ensure the fields are intuitive and add value.
✅ Pro tip from Syssero: Less is more. Include only the fields that truly serve your goals to avoid overwhelming users.
Why Partner with Syssero?
As a trusted Workday partner, Syssero specializes in helping organizations get the most from their Workday Financials tools—including Configurable Expense Item Attributes.
We support your success by helping you identify best practices that align with your business goals and improve the employee experience. Our consultants provide practical insights to streamline your processes and maximize reporting capabilities, ensuring efficiency and optimization. From planning and setup to testing and rollout, our expert team manages the implementation process so you can focus on your priorities.
Let’s Take Your Expense Reporting Further
Configurable Expense Item Attributes are a powerful yet often underutilized feature in Workday. By customizing these fields to fit your business, you can gain deeper insights, improve compliance, streamline workflows, and make life easier for your employees.
At Syssero, we’re passionate about helping you unlock these benefits and more. Whether you’re just getting started or looking to fine-tune your current setup, we’re here to help.
Ready to optimize your expense reporting?
Get in touch with us and explore the full potential of Workday’s financial tools, and check out our Linkedin Newsletter here: https://www.linkedin.com/build-relation/newsletter-follow?entityUrn=7243991314223046656