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There were so many updates in last week's Finance Reporting & Analytics Release Notes, you may have missed one of the most interesting highlights, the new Expense Budget Vs. Actual, or Simple "BBA" report. This new Budget Variance report provides a simple view of Expenses in a format that is modeled on the old “BBA report” in UBI and Recon@. It shows the fiscal year Budget, MTD and YTD Actuals, open Commitments & Obligations, and variance by Spend Line Item and Category. You can u

One of the most well-loved and useful UBI modules for UVA researchers and research administrators has long been the Research Administrative Dashboard or RAD module.  With its ability to give clear grant and post-award insights, it's easy to see why everyone thought it was, well, pretty rad.  After Workday Financials went live in July 2022, the Business Intelligence & Data Analytics Team went to work quickly to reassemble the dashboard, this time pulling the necessary data from

As a part of the Finance Strategic Transformation project, new systems were implemented and processes were changed.  To support our users across Grounds, UVAFinance also created new teams within central finance as a part of the transformation.  The Ask Finance Team likely springs to your mind first as one of those new teams.Another new team that was also created as part of the project to support Workday Finance users is the aptly named Workday Support Team, headed up by Sue Clements.&n

These expense updates were previously shared with your Expense Ambassador, so don't hesitate to reach out to them if you have questions or concerns. File Types for Attachments:  Workday supports image files such as JPG, PDF, PNG, or GIF for viewing and printing but does not support DOC, DOCX, or XLS for printing. Users should not include DOC, DOCX, or XLS files since they will not be able to print. We often need to print PDFs with receipts for grants and other audits.Delegating Approva

The gift card reporting process has changed with Workday Expenses. When expensing gift cards for employees paid using a T&E card, please use the expense item Employee Award Taxable. Enter the names of each gift card recipient and the dollar amount of the gift card. This information will be included in a feed to Payroll, resulting in the employee having a gift tax deducted from their pay. The previous process of submitting this information to [email protected] is no longer required. If

The gift card reporting process has changed with Workday Expenses. When expensing gift cards for employees paid using a T&E card, please use the expense item Employee Award Taxable. Enter the names of each gift card recipient and the dollar amount of the gift card. This information will be included in a feed to Payroll, resulting in the employee having a gift tax deducted from their pay. The previous process of submitting this information to [email protected] is no longer required. If

UVA Sustainability invites you to take the Plastic Free 2023 Pledge Today!The University of Virginia’s 2030 Sustainability Plan includes a goal to reduce the total amount of waste to 30% of 2010 levels by 2030. To achieve this, the University must significantly reduce single-use plastics.In 2021, UVA began prohibiting the purchase of plastic food service items, plastic water bottles, and plastic bags. In addition to ensuring UVA funds aren’t used to purchase these materials, this pledge see

 Finance Reporting and Analytics Release Notes for February 9 have been posted to the UVAFinance website.  This update includes significant new reports and modifications that have been released since January 12th as well as known issues that we are investigating or working on currently.This update includes a new Expense Budget vs. Actual or Simple "BBA" report for Workday!  Quick Tips of the Month: ·        When using the Prompt fields in Workday

The May FamilyThe New Year brought a variety of different financial activities, less familiar worktags, and a lot more zeroes into Sarah May’s life, all via her new position in UVAFinance as a Senior Financial Analyst in Financial Reporting and Accounting. May joined UVAFinance at the end of January, coming from UVA Athletics, where she served in various roles for nine years, most recently as Associate Athletics Director for Business Operations. May says that while she greatly enjoyed her

Director of Disbursements Amanda Lockhart Davis asked her team to share some of their top suggestions for smoother sailing when working with AP transactions.  Here's their first crop of tips and tricks; we'll have more to share in coming blog digests.Look out for more from Davis in a future digest and meetings in the next month as she shares the next steps for UVA's disbursement strategy.And now, the tips!Invoice processing:Supplier invoices must include a uniquely assigned invoice num

UVAFinance invites our partners across Grounds in wishing Nicole Ferretti well as she makes plans to join Collaborative Solutions, a Workday partner, later this month as Senior Principal Consultant.Earlier this month, Ferretti reached her eight-year anniversary with UVA, having joined the University as Assistant Vice President for Financial Planning & Analysis.  Most recently, she served as the Financial Lead for the Finance Strategic Transformation Project, an experience which will ser

Contributed by Danielle HancockThe function worktag is easy to overlook. It often auto-populates, but you do still need to review it, because it describes the "why" of an expense. Function describes the mission or purpose of an expense, which is key for reporting for NACUBO, GASB, state reporting, and a host of other types of reporting. So that's pretty important! Let's take a look at how you may encounter function and some resources that can help:Function is required on all expenditure transa

In the last blog digest and in our most recent Fiscal Administrators' meeting, we shared some updates and helpful tips on request-based access for our finance systems.  Based on the questions that popped up during Fiscal Admin (a great group to ask pertinent questions!), here are a few more helpful nuggets of info regarding security roles and system access: If you're requesting multiple roles that require training, all training will need to be completed before the request is approved.&

Prior to joining the UVAFinance Procurement and Supplier Diversity team, Sara Johnson-Ward worked as the Senior Contracting Officer at the Virginia Indigent Defense Commission (VIDC), also known as the State Public Defender. For most of her career, she has worked for the State of Virginia, with her longest tenure serving at the Virginia Museum of Fine Arts. She was a buyer for the Thomas Jefferson Memorial Foundation and established a book distribution agreement with the University of Virginia P

It's not even been a week and we miss her already!  If you'd like to relive last week when we said our fond goodbyes to Melody Bianchetto as VP of Finance (with the understanding that they're just "see you soons" in terms of her being our fellow Wahoo and neighbor), check out these Flickr photostreams and prepare to get a little misty-eyed:Melody's Carruthers LuncheonMelody's JPJ Reception__________________________________________________________Related Content:  Melody Bianchetto

The Training Team has made their February calendars (and in some cases, beyond) available to the UVA community on the Workday Finance Training page. If you find yourself needing a boost on a finance task, facing a conundrum on a transaction, or needing confirmation that you've done something correctly, slide on into their schedule for a little one-on-one time!Visit the Workday Finance Training Page and scroll down to Time with a Trainer to check trainer availability by subject area. 

At least a couple of times per month, the UVAFinance Equity Action Team hosts "Sprint Discussions," informal Zoom discussions of diversity, equity, and inclusion, with topics chosen by those attending. Sprints are a great way to catch up with colleagues and have open, interesting talks where we all learn from one another.  We've talked about podcasts and TV shows, historical figures and current events, and much more.  We hope you'll join us for our February Sprint Discussions

Hoos Well is excited to kick off a new year offering UVA employees and team members access to evidenced-backed resources and programs that support healthy lifestyles and help meet personal physical, financial, emotional, and social well-being goals. Employees and spouses on the UVA or UPG Health Plan can earn up to $500 in rewards by engaging in reward-eligible activity. Get started with the Spark Appreciation Challenge, beginning February 2.Related Content:  Wellness Offerings fr

Spark Appreciation to Fire up your Well-Being Feb 2, 12 PMPresented by FEAP, (kick-off for Spark Appreciation Challenge)Did you know that practicing appreciation can help improve work relationships and general morale, and lead to a more positive work culture? Join the Spark Appreciation Challenge starting on Feb 2nd.Stephanie Wagner, Healthy Minds lead Trainer and board-certified health coach, will share her knowledge and kick off the challenge at the Feb 2 webinar. The challenge features:3 week

Did you know that space heaters are not allowed at UVA? This February 14th - 28th, abide by UVA policy and break up with your space heater! Space heaters are energy-intensive and can be a serious safety hazard. If you are currently using a space heater on Grounds, sign up to turn it in -- no questions asked -- for a free safe and sustainable warming alternative. After signing up, bring your space heater to the UVA ReUse Store (580 McCormick Road) and receive an electric heating pad, wh

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Look at that teamwork!The Disbursements Team worked hard this week to get 1099 forms in the mail by January 27 (and they still had some fun, as you can see in the photo above).Here are a few helpful FAQs related to 1099s:Suppliers who received $600 + in payments from UVA for 2022 will receive a 1099 form based on their tax classification1099s are not available electronicallyIf you receive questions from suppliers about 1099s (for instance, if it didn't arrive via mail, the amount was wrong, the

Perhaps you're like us and the holiday break made you forget things like your passwords, how to type, and other important things.  If you find it also made you need a bit of a refresher on how to do certain tasks in Workday, we've got your back. The Finance Trainers have a whole new slate of Time With a Trainer hours plotted out for the near future (end of January, February, & early March).  Head over to the Workday Finance Training page to choose the area with which

Finance System Access Requests for Workday and Adaptive go through multiple stages of approval including checking for the completion of training for roles where training is required.  Requests are processed according to the date received. A best practice is to submit requests after or at the same time as the user is completing training (for roles that require training.) This speeds up the approval process. Also, if requesting multiple roles that require the completion of different tra

Dear Colleagues,There are a lot of ways to count back on my time at UVA. One pertinent to the UVAFinance blog is to look back on the “From Melody’s Desk” notes. We launched nearly 9 years ago, on May 15, 2014, with the goal of better connecting the UVAFinance team, with an intended audience of 200. Over the ensuing nine years, my hair has grayed and we’ve welcomed new units into UVAFinance (OFPA, Procurement, Payroll, Treasury) and seen some units move to other parts of the University (OSP, UBI,