A New Chapter in Expense Management

Summary

To modernize its expense management processes, William & Mary will transition from Chrome River to Workday Expenses on July 1, 2025

Full Description

As part of the transition to Workday for human resources and finance, W&M will also be modernizing its expense management processes. This shift highlights the university's commitment to providing an integrated, streamlined, and user-friendly system for managing expenses while ensuring policy adherence and enhancing operational efficiency. 

Why Workday Expenses? 

Workday Expenses was chosen for its ability to offer a comprehensive, one-platform experience that seamlessly integrates with the broader Workday human resource and payroll systems going live on July 1, 2025. Unlike Chrome River, Workday Expenses provides a unified approach that simplifies processes and strengthens connectivity across different functional areas of finance, HR, and payroll. This integration minimizes the need for multiple systems and enhances overall usability for both users and administrators. 

Key Features of Workday Expenses 

Workday introduces new features to enhance expense management, compliance, and workflow efficiency: 

• One-stop shop: Everything will be in one platform.  
• Audit Functionality: Built-in audit capabilities ensure transparency and accountability with detailed tracking. 
• Real-Time Tracking: Monitor expenses in real-time for immediate financial insights. 
• Integrated Reporting: All expenses transactions will be accessible within Workday reporting, along with other Workday finance reporting, for easier reference and reconciliation 
• Spend Restrictions: Automatically enforce spending limits for grants, projects, and gifts to simplify compliance. 
• Mobile App: Submit expense reports easily from your smartphone. You can even take pictures of your receipts while traveling! 
• Centralized Security: Unified security management across finance functions ensures robust data protection. 
• Custom Validations: Pre-configured validations maintain familiar processes while leveraging Workday's benefits.
• Cash advances: Requested on the front-end using your spend authorization, with all processes managed within a single system. When you return and complete your expense report, the integration makes the entire process seamless.

Addressing Challenges and Differences 

Transitioning to Workday Expenses requires configuring the system to align with state and university rules, without the same level of customization previously available in Chrome River. While the underlying policies remain consistent, users will encounter differences in how the system operates, including changes in navigation, application, and overall workflows. Additional steps may be needed to achieve the same outcomes, reflecting the structural differences in the new platform. As the campus adapts, reimbursements may take longer to process initially. To support a smooth transition, W&M is prioritizing training and guidance to help users navigate new processes, understand system functionality, and build confidence in using Workday Expenses. 

Enhanced Support and Training 

Recognizing that change can be daunting, the university has prioritized support and training to help faculty and staff navigate the new system. Instructional materials outlining policy adherence and expense submission protocols will be provided to users, ensuring clarity and guidance every step of the way. 
 
Additionally, hands-on training sessions, webinars, and user guides will be offered to ensure that staff members gain a comprehensive understanding of Workday Expenses. These resources will not only address system functionalities but also focus on resolving differences in user and approver experiences, paving the way for streamlined processes and enhanced efficiency.