McGill's Workday Expenses is now LIVE! It is available on desktop and mobile device
Last updated: February 12, 2026 
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.
Provide real-time tracking so users can follow the progress of their submissions
McGill is redesigning its 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 & email notifications
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Provide real-time tracking so users can follow the progress of their submissions
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Strengthen process accuracy with built-in checks and alerts that prevent errors before submissions
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Streamline processes and optimize work practices for a smoother, more efficient experience
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Improve accessibility
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Create expense reports on the go
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Upload receipts directly from your device
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Why are we doing this
- Reduce the reimbursement time
- Significantly eliminate manual and labour-intensive processes
- Align travel and expenses processes across the McGill community
- Provide enhanced reporting, data analytics, and auditing capabilities
- Enhance the end user experience with an intuitive, mobile and efficient system
How will this be done
- Replacing Minerva’s “Advances and Expense Reports” menu with a new Workday module called “Expenses”
- Optimizing McGill’s expense management processes
Local Change Agents are available to answer questions and provide practical guidance 
Find your Faculty / Unit Workday Expenses change agent: View list
Quick links
Workday Expenses is almost here. Use the links below to prepare and find support quickly:
| Quick links |
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Financial Services Knowledge Base (training videos, job aids, and how-to guidance)
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Short video walkthrough / demo
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Workday Expenses Labs (weeks of Feb. 16 and Feb. 23) (live support sessions for anyone who would like extra support). Registration is required and space is limited. Select Employee - Training menu - Financial Services - under Workday Expenses
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Local Change Agents (per Faculty/Unit) are available to answer questions and provide practical guidance
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Finance Service Desk (for requests and inquiries related to travel and expense reimbursements -including spend authorizations)
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IT Service Portal (Workday login / technical issues)
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Start using Workday Expenses
Workday Expenses is designed to guide you through each step with prompts and built-in instructions. You’ll be able to capture receipts, submit expense reports and spend authorizations, and track progress — all in one place.
Log in to Workday and open the Expenses Hub (select Menu – Personal – Expenses Hub).
Try it with the Workday mobile app as well:
Support
If you have a question or need support, we recommend the following:
- Start with the Financial Services Knowledge Base (job aids and how-to resources).
- Reach out to your Local Change Agents in your Faculty or Unit.
- Additional help required? Submit a request to the Finance Service Desk.
- Workday login or technical access issues? Submit a ticket via the IT Service Portal.
New Student Expense Process (Grad & Undergrad)
Students can submit receipts for reimbursement - and related requests - through the Finance Service Desk, under Student (Grad & Undergrad) Expense Reimbursement & Advances, and they can follow the step-by-step student guide to complete the submission.
Project governance members![]()
| Project Members | McGill Team Leadership |
|---|---|
| Vice-President (Administration & Finance) | Fabrice Labeau, Business Owner |
| Associate Vice-President (Financial Services) | Lara Pereira, 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![]()
| KEY MILESTONES | DESCRIPTION |
|---|---|
| January-June 2025 | Design and configuration workshops - Completed |
| July –September 2025 |
Cycle 1 testing and fine tuning - Completed |
| October – December 2025 |
Cycle 2 testing and additional fine tuning - Completed User validations and testing - Completed Training material - Completed Transition plan - in progress |
| January – February 2026 |
Training and readiness activities - in progress |
| Week of February 9, 2026 |
Workday Expenses Go-Live - in progress |
| February 2026 - onward | Post go-live support and continuous improvements - planned |
Announcements
November 2025 - Workday Expenses: Progress update – shaping the new system together
July 2025 - Workday Expenses: Progress update & what’s ahead
February 2025 - Simplifying travel and expense reimbursements