1. Workday – Designee Worktag, Expense Report Number of Lines, Tips and Tricks
2. Accounts Payable – Bank Changes
3. Prepaids, Accruals and Internal Charges
4. Purchasing News
Designee Worktag
Many faculty members have a Designee worktag that is used to allocate individual faculty funds to them. In some cases, these funds come from a different cost center than the one the faculty member resides in. This made it impossible for the faculty member’s administrative assistant to see these allocated funds in their budget to actual reports.
We have now made an enhancement to Workday to assign administrative assistants the role of Designee Financial Analyst so that those allocated funds now are viewable by the cost center AA for any faculty in their cost center.
If you know of budget allocated to a designee that you don’t see but you think you should, please reach out and let us know.
Expense Reports
We are experiencing performance issues, especially in approvals, with expense reports that have a large number of lines. Please try to limit the number of lines on an expense report to 20. If necessary, you can create multiple expense reports per trip. You can use the Spend Authorization to tie them together.
Tips and Tricks – Email Notification
You can manage your own individual email notifications using Workday Preferences.
The default notification is that an approver will receive an email notification as soon as a spend transaction hits their task box. Users can configure the notifications to either receive one email every day or turn off the email notifications entirely by going to their account/change preferences and scroll to “Background Notification Preferences”.
This will present all of the system notifications. However, the ones specific to financial approvals are found in the Parent Notification Type Business Processes. You can see the options of Immediately (default), Daily (one per date) or Mute (turn off). If you choose to turn them off, be sure to actively monitor your task box within Workday as this does not eliminate the need to approve transactions.
Tips and Tricks – Searching for Numbers in the Task Box
Are you searching your task box or archives for a specific dollar amount and wondering why you are not getting the results you expect? If the number you are looking for is in the thousands or more, you MUST include the comma in your search to get accurate results. For example, if you are searching for $394,000 you cannot enter 394000. That will return no results. It must be 394,000 with the comma.
2. ACCOUNTS PAYABLE – Bank Changes
Any changes to banking information on a supplier need to be requested via the “Supplier Change Request” link in the Finance bucket of WesPortal. It is very important that a phone call is made to your supplier contact and documented in the ticket. Do not take any bank changes only from email as this is a common fraud tactic.
For a new supplier, we will set up the banking info from the voided check/bank letter supplied by supplier itself, when the supplier is the one that did the supplier request through the Workday portal link. If a new supplier is requested through the department and they attach a voided check/bank letter, they must complete the supplier change form as well and attach the banking info and AP will verify. If an existing supplier does not have banking at all or banking needs to be updated, AA’s will have to complete the supplier change form and AP will verify as well.
This process also applies to international payments made by wire transfer. All international payment banking information will be kept in Workday. AP will enter the banking information in the same manner as US Suppliers.
3. PREPAIDS, ACCRUALS AND INTERNAL CHARGES
As you may be aware, we are still working on reversing the Fiscal 24 prepaid expenses and a handful of Accruals. Any accrual that was posted to WFS after July 15 has not yet been reversed. We expect to have these done in the next couple of weeks. In addition, all of the internal chargeback areas are also dealing with new systems, integrations and new ways of recording the transactions so some of the internal billing has also been delayed. It is important to watch your budgets so these charges can get through. A requisition is available if you want to use it to encumber the anticipated charge. You would just have to request it be closed once the internal charge hits.
Speaking of prepaids, it might not be unusual to pay for a multi-year subscription or make travel arrangements for next fiscal year so you may have a prepaid situation already. There will be more guidance to come but the Workday prepaid process is very easy. For the supplier invoice you simply check the “prepaid” checkbox. If it is a prepaid on a travel expense report you add an additional Prepaid worktag. In the “Additional Worktags” field simply type the word Prepaid and you will see this:
Please see attached Purchasing News for information on Inn at Middletown, WB Mason, OneSource receiving and a new job aid on how to initiate returns for something purchased via OneSource.