We continue to introduce new functionality and enhancements to streamline business processes and provide easier access to information within Workday Finance.
In addition to the tutorials and Job Aids that are located online, the Business Office has developed a few different ways for you to continue to learn, navigate, and use Workday Finance. Please review the following training opportunities to see how these resources may help you.
1. Email contacts: The Business Office has clearly defined the business processes within Workday, the areas of responsibility, and an associated contact email. It is encouraged to use these contacts going forward so that the Business Office can clearly and efficiently address questions.
[email protected]
Creating a Requisition/Purchase Order or Receipt
Creating Expense Reports (Expense Reimbursement or University Credit Card)
Creating Supplier Invoice Requests
[email protected]
Request new Project, Gift, Grant or SGA/Club Accounts
Budget Reporting (Fund 10), YTD Fund Reporting (Fund11, 12, 13 & 30) and Amendments
Internal Service Delivery
Request to reclassify expenses (Journal entries intended to reclassify incorrectly spent funds or to transfer funding from one funding source to another)
[email protected]
Student Account Billing
Customer Invoicing
Departmental Deposits
2. Team Learning Opportunities: The Accounts Payable and Finance areas are available to attend “staff meetings” or specially scheduled meetings with groups of people to review Workday questions. If you would like to schedule something like this, please contact the following individuals:
3. One on One Training: You can schedule a time to meet with Accounts Payable and Finance personnel via Outlook and they will work through issues/questions with you. If possible, bring your laptop when meeting them at the Business Office. Please contact the following individuals:
Accounts Payable:
Finance:
Budget Reporting (Fund 10), YTD Fund Reporting (Fund11, 12, 13 & 30) and Amendments: [email protected]
Accounts Receivable:
4. FAQ Workday Finance Document: An FAQ (frequently asked questions) document has been developed for the most common questions that are received in the Finance area.
5. FAQ Workday Accounts Payable:
a. Supplier Requests: Once a requester receives an email that the Supplier has approved please allow 24 hours for the Supplier to show in the drop-down list.
b. Special Handling Instructions for Checks: If there are special mailing instructions or attachments that need to go with a check, please request that the check be held at the Business Office Window. The checks will be available for pick up on Friday, at which time requesters can follow the mailing instructions or include the attachments prior to mailing.
Attached is an example “How-To” that users can communicate this information to the Business Office. The information within this memo field prints on the checks. Please indicate “Window” and then the name of the person or group who will be picking up the check, i.e. “Window-Marketing.”
c. Business Process Comments: When an item is sent back to a user’s Inbox by Accounts Payable or Finance, review and follow the guidance in the comments before resubmitting. There will ALWAYS be comment explaining why something was returned, as Workday will not allow items to be sent back without a comment. The user may have to scroll to the bottom of the page to see the most recent comment. For efficiency, the Business Office will communicate their comments within Workday and not in an individual email.
d. Payment Timelines: Payments are processed every Thursday and are available on Friday. Please note: all approvals (Manger and Cost Center, Project, Gift or Grant Manager) must be received on the Business Process (Supplier Invoice Request or Expense Report) by noon on Tuesday to be in the Thursday payment processing.