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A new spend category can now be processed via the supplier invoice request process in Workday. 'Services Entertainers (SC0208)' was previously limited to the purchase order process. The new spend category means that paying artists, performers, and other entertainers is now easier for departments and ultimately quicker for the vendor. One important note, however, is that if a contract must be signed, then a PO is still required.This addition was an idea from a finance partn
When your Workday purchase order lines and corresponding supplier invoice lines do not have the same price and/or quantity or your purchase order totals and invoice totals do not have the same price and/or quantity, you get a match exception. It's important to be proactive on match exceptions -- don't ignore the notifications you receive about one of your invoices being under match exception, because invoices under match exception can't be paid. This means the suppliers you use
Recently, UVAFinance’s Clara Tang and Michelle Gregory finished the Leadership Essentials (LE) program, presented through UVAHR. This was no small feat. LE is an interactive 12-week program designed to educate, inspire, and stretch one’s leadership thinking and abilities to succeed at UVA. Participants engage in this in-person class twice a week through dynamic discussions and activities to build relationships and learn from one another. However, not just anyone can join. Participants are requir
Your eyes aren't deceiving you, the UVAFinance blog did indeed get a facelift. All of the historical content is still here, though! You may notice some new features coming online in the next several weeks. If you click on a link and something unexpected happens, have a little patience, because it will be a work in progress for a week or two. Please direct any questions to Brandi Van Ormer, and thank you!
Every year after Labor Day (since 1996), the United States has celebrated National Payroll Week. This year, we celebrate it from September 5 through 9. UVAFinance is proud of our team of payroll professionals, who aren't fazed by increasingly complex payroll challenges based on local and national legislation, and who are up for all the changes that come from new systems (we're looking at you, Workday HCM and Workday Finance).Happy National Payroll Week, UVA Payroll Team! W
We want to pay your supplier’s invoices in a timely fashion, and we know you want that too! Please encourage your suppliers to submit invoices that include the following basic information:Vendor nameVendor invoice numberAmount dueInvoice dateDescription of services or products providedThe document also needs to be clearly marked as an invoice (see the sample provided below).Click the image for a larger viewIf your suppliers submit invoices without this information, please ask them to correct the
The Office of Sponsored Programs and Finance have partnered to create new fund hierarchies, which are the high-level of funding sources associated with non-sponsored driver worktags (DN, GF, and PJ). The fund hierarchy, FDH087-Allowed for Cost Share, will be entered as an Allowable worktag on cost-sharing grants and sponsored grants that are subject to a salary cap. In the current state, OSP Pre-award requires the department to provide their non-sponsored worktags for cost-sharing & ove
When you need to look at open obligations on purchase orders, there's a new Workday Report available to help you investigate.Open Obligations on Purchase Orders - This new report can be run on a cost center, designated, gift, or grant. You can look up a purchase order or a specific supplier. By default, it will include canceled and closed POs and will exclude POs with no obligation remaining. See the sample report image below for an idea of the fields available to view in
Over 300 UVA travelers and travel planners attended the Fourth Annual Travel & Expense Expo on August 3. After a four-year COVID-induced hiatus, it was great to see everyone in person at Newcomb Hall. Over 35 travel-related vendors provided exhibits and giveaways for attendees, and Passport Services and the DMV were also on hand.Thank you to everyone who attended and those who volunteered!For those who didn't get to attend the seminars offered at the Expo, mark your calendars for the follo
The UBI User Hub is now the UBI Portal, featuring upgrades to both usability and functionality.This new name reflects the module's purpose, an entry to UBI Reporting and Analytics, and reduces confusion with UBI Analytics Qlik Sense Hub. In this new UBI Portal, you'll be able to do many of the same things as before, including:Explore and access UBI apps and modulesFind which fields are present in what UBI modulesView the access roles required for each appSee the latest reload timestamp for any
As of August 4th, validations have been added to the use of the function worktag in Workday Financials. Here are some basic points to know about the function validations: Validations ensure the usage of Scholarships and Fellowships functions (FNH100) only with SC0153-155 and all SCs included in SC hierarchy Scholarships & FellowshipsFunctions in the hierarchy FNH098 Institutional Support (FN029 - FN034) can only be used by certain Cost Center Hierarchies (configured on Functi
The Issue: Issued Purchase orders were not delivered to the suppliers because there was an outdated distribution method on file. This caused department users and Central Buyers confusion, delayed delivery of items, and unproductive administrative time to track down Purchase Orders.Actions Taken: A group of Procurement team members collaborated to find non-catalog suppliers with no distribution method. They filtered to suppliers who were active in the past FY and used the Pareto rule to ide
As reported in July, the Goods & Services Guide has been overhauled after an intensive cross-functional project spearheaded by several teams in Procurement. The Guide, located on the UVAFinance website, has several new and useful features (see all the changes in this July blog post).The Goods & Services as it exists online is the most current version. The Procurement team will continually monitor and update it, so downloading the document is discouraged. The Guide is a
The Travel & Expense team is working to clean up a number of aging transactions over 90 days old.If you receive an email regarding aging transactions for you or one of your direct reports, please expense these as soon as possible. The new My Card Transactions report is an easy way to see if you have any outstanding transactions. Often items are ‘hidden’ in draft expense reports. Thank you for your help!
Josh Breeden, formerly a Senior Workday Finance Architect, has his last day on Friday, August 11th. He is moving on to be a Workday Senior Associate, working in post-production support with Huron.Although it is sad to see him go, Breeden is looking forward to broadening his Workday knowledge. At Huron, he will have the opportunity to partner with other customers using Workday Financials and see how they leverage the technology to its maximum potential. He is excited to work with and learn from p
The Expense team is working on a better way to achieve a two-approver process for expense reports that will work for both compliance purposes and for our schools and units. They've just finished internal testing on a process that is a significant improvement over the initial course of action we tried out (and pulled back) in May. This process will be tested with a spend focus group; once more feedback has been gathered, we'll share the results at the September 6 Fiscal Administr
Upcoming Wellness WebinarsGrow Fulfillment & Well-Being through Career DevelopmentTune in on August 9 at 3:30 pm. Click HERE to register.Fine-Tuning Your Retirement StrategyTune in on August 24 at 12:00 pm or 3:00 pm. Click HERE to register..Create a Hoos Well Portal AccountCreate a Hoos Well Portal Account and earn up to $500 in awards while enhancing your well-being! Thousands of your colleagues are already reaping the benefits of the Portal and its offerings. Watch the
If Derrick Carter could describe his role as a Business Analyst, he would say that he’s like a “Swiss army knife.” He does a variety of things, for a variety of people, and for a variety of reasons.Carter was originally brought on for the FST Workday project, but now he’s continuing his role as a Business Analyst in a slightly new position with the Change Enablement and Continuous Improvement (CE/CI) team.Mainly, he looks at processes. Between the start and end, Carter highlights the potential d
The Green FamilyThis July, UVAFinance’s Financial Accounting Department welcomed Justin Green as its newest member. Green takes on the role of Director of Financial Reporting, a position for which he’s well prepared, given a 20+ year career that includes a plethora of experience with corporate accounting, international accounting, auditing, financial projects, and much more.Green comes to UVA most recently from FedEx, where he moved up the ranks steadily over the years from 2005 until he recent
UVA's endowment is an essential source of permanent support. For the last 15 fiscal years, spending from the endowment has increased, providing a reliable income stream that we can count on to support excellence and affordability.If you've ever wondered why UVA can't use its endowment to fill budget gaps or had someone ask you why we have to raise tuition when we have such a healthy endowment, you're not alone. We've produced two new resources to help internal and external
A new spend category in Workday Finance will allow UVA to collect high-quality data on publishing charges, which are expected to increase due to a 2022 federal ruling requiring the open flow of federally-funded scientific information.The government mandate will require agencies using federal research dollars to make any research findings available to the public in a free and open format by the end of 2025. For UVA faculty and researchers, this could mean significant increases in "article p
Ever find yourself with a stubborn requisition that won't convert to a purchase order? There are a number of common reasons why a Workday requisition (RQ) does not convert to a purchase order (PO). When you contact Ask Finance with this problem these are the top five issues they'll look at first. While you're always welcome to contact the Solution Center team, we share these common reasons with you in the hope they'll alleviate some frustration:One or more lines have a
A new set of Finance Reporting & Analytics Release notes were posted on July 13. Did you miss them? You can see the whole release online here. Here are just a few noteworthy highlights: Activity Stream has been added to the Details for Account Certifications report to streamline the review of account certifications – see Activity Stream | UVA Finance (virginia.edu) for more information about this new feature.New Open Purchase Orders – Fully Invoice and Fully Paid report to quickly ident
Every new year comes with fresh new calendars, and fiscal new years are no different. Payroll calendars for FY2024 are posted on the UVAFinance website for the Academic Division, Med Center, and Physicians Group.Access the calendars here. (Click on Academic Division, Med Center, or UPG; Payroll Calendars are at the top of the list on each area's page)
The Workday Support Team has made a new functionality available in Workday Financials. Activity Stream might be just the thing for some users out there who have wished for an in-system way to nudge processes along among colleagues.Using the "@" symbol, you can tag one or more people in a comment on objects such as purchase orders, requisitions, and supplier invoices, and those tagged individuals will receive a notification. The stream is the same on all tabs/sub-tabs within the same