Plan Your Trip

First, confirm with your ADI that you're attending. Then create your Spend Authorization in Workday for the conference dates (November 16–18, 2026) — it's your pre-approval to spend on the trip, and it has to be approved before you book anything.

How to create it (quick version):

1. Log in to Workday and open the Expenses app (or search "Create Spend Auth").
2. Choose Create Spend Authorization.
3. Enter the dates of the trip.
4. Give it a description (e.g., "AGM Conference").
5. Under Business Purpose, choose I: Employee Travel.
6. Click + Add to enter each expense item (lodging, meals, mileage, airfare). Add them all before you submit.
7. Set your Cost Center to CC326051. Your default is wrong for this trip — if the field shows anything else, clear it (click the "X") and search for CC326051.
8. Before you click Submit, look at the Cost Center one more time — it must read CC326051. Then click Submit and complete the questionnaire (it won't route for approval until the questionnaire is done).

What to include in your estimate:

• Hotel — your estimated lodging cost (or nothing, if you're sharing a room someone else is reserving).
• Food — estimate your meals at an average of $25 per meal, times the number of meals you'll need. You'll keep your receipts and reconcile the real amounts after the trip.
• Mileage (if driving) — you don't claim gas. Instead, you're reimbursed per mile, which covers gas plus wear and tear on your car. Estimate your round-trip miles.
• Flight (if flying) — your estimated airfare (you can look it up in Deem — see Step 2 below).

One more time before you open Workday — your Cost Center is CC326051.

When your Spend Authorization is approved, book your travel in Deem using the Book Travel button on the BYU-Idaho Travel site.

• Hotel — reserve your room. If you're sharing, only one person books it.
• Flight (if flying) — book it in Deem, or call the Travel Specialist at (208) 496-2340 for help. Then check the airline's baggage and boarding rules.
• Driving? Lock in your carpool now (see Getting to Rexburg, above).

• Pay with your own credit card for your expenses.
• Keep all your receipts for your hotel and meals during travel.
• If you're flying, check your flight status before you head to the airport.

You reconcile your receipts by creating an Expense Report in Workday.

• In Workday, go to Expenses → Create Expense Report, and choose Create New Expense Report from Spend Authorization — pick your Spend Authorization so your trip details carry over.
• Add each expense and enter the actual amounts (especially your meals).
• If you drove, report your mileage — add your round-trip miles so you're reimbursed for them (no receipt needed for mileage).
• Attach each receipt (your phone photos are fine). Because you paid with your own card, uncheck "Paid with Corporate Card" so you're reimbursed.
• Add a short memo on each line, then submit. Your reimbursement comes back to you in your paycheck.