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.
A simpler way to manage travel and expense reimbursements.
McGill 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 McGill, which aims to improve operational efficiencies by streamlining and modernizing services across the University.
What are the project goals
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Modernize the expense reimbursement process with automated processes, approvals & emails
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Improve accessibility (create an expense report on the go; upload receipts)
Why are we doing this
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Reduce the reimbursement time
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Significantly eliminate the manual and labor-intensive processes
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Provide enhanced reporting, data analytics, and auditing capabilities
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Enhance the end user experience
How will this be done
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Replacing Minerva’s “Advances and Expense Reports” menu with a new Workday module called “Expenses”
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Optimizing McGill’s expense management processes
| Project Members | McGill 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 –September 2025 |
Workday Expenses Foundational Design Validation and Fine-tuning Workday Expenses Systems and Integrations Testing |
| October – December 2025 |
Workday Expenses User Validations and Testing Workday Expenses Training Begins |
| January – March 2026 |
Workday Expenses Training Continues Workday Expenses Goes Live |
Project Status
| Key Accomplishments | In Progress |
|---|---|
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What's next
Before Workday Expenses launches, the project team is gathering insights from faculty and staff who create, approve and handle expense reports. All this collective input will help shape an expense management solution that supports the entire McGill community.
More information, training, and updates will be shared in the coming months.
Announcements
February 2025 - Simplifying travel and expense reimbursements
Need more information?
Contact us via email at wdexpenses.finserv [at] mcgill.ca (Workday Expenses)