麻豆传媒网站
Launching early 2026 - Workday Expenses available on desktop and mobile device
Last updated: November 27, 2025 
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.听
麻豆传媒网站 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 麻豆传媒网站, which aims to improve operational efficiencies by streamlining and modernizing services across the University.听
What are the project goals![]()
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Modernize the expense reimbursement process with automated processes, approvals & email听notifications听听
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Provide real-time tracking so users can follow the progress of their submissions听
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Strengthen process accuracy with built-in checks and alerts that prevent errors before submissions听 听
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Streamline processes and optimize work practices for a smoother, more efficient experience听
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Create expense reports on the go听
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Upload receipts directly from your device
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Why are we doing this
- Reduce the reimbursement time鈥�
- Significantly eliminate manual and labour-intensive processes鈥�
- Align travel and expenses processes across the 麻豆传媒网站 community
- Provide enhanced reporting, data analytics, and auditing capabilities鈥�
- Enhance the end user experience with an intuitive, mobile and efficient system
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 麻豆传媒网站鈥檚 expense management processes鈥�
Change representatives supporting end users听
Find your local Workday Expenses representative:
Important dates for advance and expense report requests submissions
| Type | Date | Description |
|---|---|---|
|
Expense reports |
December 3, 2025 (5:00 p.m.) |
Submit all expense reports in Minerva. |
| Cash advances | January 14, 2026 | May still be requested in Minerva until this date. |
| Direct Travel advances (FOAPAL Authorization form) |
February 6, 2026 (5:00 p.m.) |
Remain available until this date. |
| Note: | 听 | As of November 24, 2025, out-of-pocket and third-party payment advances will no longer be available in Minerva. Cash advances may be used when needed. |
Project governance members![]()
| Project Members | 麻豆传媒网站 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 |
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Key Milestones![]()
| KEY MILESTONES | DESCRIPTION |
|---|---|
| January-June 2025 | Design and configuration workshops - Completed |
| July 鈥揝eptember 2025 |
Cycle 1 testing and fine tuning - Completed |
| October 鈥� December 2025 |
Cycle 2 testing and additional fine tuning - in progress User validations and testing - in planning Training material - in progress Transition plan - in planning |
| January 鈥� March 2026 |
Training delivery continues Workday Expenses Go-Live |
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Project Status听
| Key Accomplishments | In Progress |
|---|---|
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Training
Training will be offered in phases leading up to the launch.
Financial Services' Teams: sessions will begin mid-December 2025.
Faculty and Central Admin Unit Finance Teams: sessions will start early January 2026.
Claimants, Financial Fund Managers and People Managers: training will be made available late January 2026.
More details and materials will be shared closer to each phase.
Support:
If you have any questions regarding these deadlines, please contact your Faculty or Unit Finance Team for assistance. A reminder notice will also appear in Minerva closer to the deadline.
What's next
The project听is fine tuning the solution and gathering feedback from end users.听
A network of Change representatives across units will help colleagues get ready and locally share information.听
More updates will be shared in the months leading up to the early 2026 launch.
Need more information?听
Contact us via email at 鈥�wdexpenses.finserv [at] mcgill.ca (Workday Expenses).
Announcements
November 2025 -Workday Expenses: Progress update 鈥� shaping the new system together
July 2025 -听Workday Expenses: Progress update & what鈥檚 ahead
February 2025 -听Simplifying travel and expense reimbursements
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