每日探花

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每日探花.CA / Financial Services / Travel

Workday Expenses

每日探花

Project Mission Statement

To transform the travel and other expenses reimbursement process by implementing a modern, user-friendly software that seamlessly integrates with existing systems, enhances user experience, and optimizes efficiency for all stakeholders.鈥�

A simpler way to manage travel and expense reimbursements.聽

每日探花 is redesigning the travel and expense reimbursement process to simplify and modernize the experience for all academic and administrative users. This initiative aligns with Horizon 每日探花, which aims to improve operational efficiencies by streamlining and modernizing services across the University.聽

What are the project goals

  • Modernize the expense reimbursement process with automated processes, approvals & emails鈥�

  • Improve accessibility (create an expense report on the go; upload receipts)鈥�

Why are we doing this

  • Reduce the reimbursement time鈥�

  • Significantly eliminate the manual and labor-intensive processes鈥�

  • Provide enhanced reporting, data analytics, and auditing capabilities鈥�

  • Enhance the end user experience

How will this be done

  • Replacing Minerva鈥檚 鈥淎dvances and Expense Reports鈥� menu with a new Workday module called 鈥淓xpenses鈥濃��

  • Optimizing 每日探花鈥檚 expense management processes鈥�

Project Members 每日探花 Team Leadership
Vice-President (Administration & Finance) Fabrice Labeau, Business Owner
Associate Vice-President (Financial Services) Cristiane Tinmouth, Sponsor
Chief Information Officer & Associate Vice-President (IT) Paul Chamberland, Sponsor
End-User Engagement Prof. Jim Nicell, Academics/Researchers Lead
Financial Services Julie Ghayad, Business Lead
Information Technology (IT) Alex Aragona, Information Technology Lead
Project Management (IT) Antoine Soueidy, Project Manager
Change Management (IT) Anita de Souza, Change Management Advisor
KEY MILESTONES DESCRIPTION
January-June 2025 Workday Expenses Foundational Design Workshops (Configuration)
July 鈥揝eptember 2025

Workday Expenses Foundational Design Validation and Fine-tuning

Workday Expenses Systems and Integrations Testing
October 鈥� December 2025

Workday Expenses User Validations and Testing

Workday Expenses Training Begins
January 鈥� March 2026

Workday Expenses Training Continues

Workday Expenses Goes Live

Project Status

Key Accomplishments In Progress
  • Completed Workday Expense Foundational Design (Configuration) Workshops
  • Engaged聽Faculty and Unit Finance Members in Feedback Sessions and Design of Key Elements
  • Delivered Workday Expense Foundational Design Workbooks to Deloitte
  • Completed Configuration of Workday Expenses Foundational Design
  • Defined the Change Management Approach
  • Validation of Workday Expense Foundational Design聽and Associated ToBe Business Processes
  • Working Sessions with Faculty and Unit Finance Teams
  • Onboarding of End Users (Academics and Researchers) on Project Activities
  • Execution of Change Management Activities to Build Awareness and Engagement

What's next

Before Workday Expenses launches, the project team is gathering insights from faculty and staff听飞丑辞 create, approve and handle expense reports.聽 All this collective input will help shape an expense management solution that supports the entire 每日探花 community.

More information, training, and updates will be shared in the coming months.

Announcements

July 2025 -聽Workday Expenses: Progress update & what鈥檚 ahead

February 2025 -聽Simplifying travel and expense reimbursements

Need more information?聽

Contact us via email at 鈥�wdexpenses.finserv [at] mcgill.ca (Workday Expenses)鈥�

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