News Archives | Financial Services

Workday is live!

After many months of cross-campus partnership and collaboration, Workday is now available to campus. Workday replaces NOVAtime, Deacon Depot, Works, and many aspects of the WIN and Banner systems.

Launch Workday

  • Go to www.myworkday.com/wfu and bookmark the Workday site.
  • Use the Sign in to Workday button on workday.wfu.edu.
  • Launch Workday Workday Logo using the Google App Launcher Google App Launcher Icon while signed into your WFU Google mail.
  • Download the Workday mobile app, available for iOS and Android.

Helpful Resources

  • A comprehensive Workday Transition Guide is available.
  • The Training and Support Worklet within Workday has links to Job Aids, Training (Online and In-Person), and more.
  • Your local Workday Power User is your contact for questions about Workday and processes in your work area.
  • The Workday Support Center has been created and staffed with HR, Finance, and Payroll experts. The Support Center is available at x5100, and can be reached during regular business hours.
  • The Information Systems Service Desk is available to answer general Workday questions and to provide technical assistance.

Fiscal Year End Close Key Dates

The key dates for information to be submitted or reviewed for the fiscal year end process have been added to the WFU Events calendar, and display on the calendar on the home page of the Finance website. Simply click on the title to see the key information for that date. You can also then add the task to your Google calendar for easy tracking.

Also, you can find the quick guide that was presented during year-end training here. For those who may be new to the University or have additional questions, we are here to answer any questions you may have. Please contact us should you need assistance.

Wells Fargo PCard Transition Information

As shared on March 20, the University is transitioning to Wells Fargo as our new PCard partner effective July 1, 2018.  Your assistance is needed in order to make this a smooth transition.

 

New Bank of America PCards

The last day to request any new Bank of America PCards is April 16.  If your department will need a PCard for a new hire or for someone transitioning to a new role at the University that requires a PCard, please submit your request using the online application.  Once approved, new cardholders will need to complete the online training course and submit a completed cardholder agreement.  Information on training opportunities for new cardholders identified after the April 16 cutoff will be communicated in the coming weeks.

 

Faculty / Staff Travelers

New Wells Fargo PCards will be distributed beginning mid-June, which will replace your current Bank of America PCard.  If you, the cardholder, will be traveling and not on campus to receive your card between June 15 through June 30, please complete and submit the  Google collection form to notify Financial Services so that we can determine an alternative delivery method.  This form needs to be submitted no later than May 15.

 

More information will be shared in the coming weeks as this transition continues.  Thank you for your assistance as we make this important banking transition.  If you have any questions, please contact Erika Brown at x5998.

University PCard and Third-Party Payments Transition Announcement

The Wake Forest University PCard and Third-Party Payments programs are currently in the process of converting to a new partner, Wells Fargo.  This strategic partnership will benefit the University community in several ways, including consolidating two vendors to one payment provider and eliminating the need to reconcile PCard transactions in a separate system (Wells Fargo PCard transactions will be reconciled in Workday).  Additional information about this transition is included for your reference below.

PCard

All cardholders should continue using their Bank of America PCard as normal through June 30, 2018.  Starting July 1, 2018, cardholders will begin using their Wells Fargo PCards.  Financial Services will be communicating regularly with stakeholder groups to ensure that the Bank of America to Wells Fargo transition is smooth.  Some of the upcoming communications will include:

Card distribution method and timing

  • Information about Workday expense training, including delegation (i.e. proxy) setup
  • Fiscal year-end processing in Works
  • Gathering information about those cardholders who will be traveling (domestic/international) fromMay 1st – August 1stso their new Wells Fargo card can be delivered to them

Third-Party Payments

Campus suppliers will continue to be paid via PayNetExchange (checks, ACH, vCard) through the end of FY18 processing.  Starting July 1, FY19 transactions will be paid via the Wells Fargo platform.

More information will be shared in the weeks and months to come.  Thank you for your assistance as we make this important banking transition.

Mid-Year Close information

It’s that time of year again! No, not turkeys and Christmas trees…it’s time to start thinking about our Mid-Year Close!!

We’ve had such great success over the past couple of years with our Mid-Year Close that we have simply added the calendar to our website. Many of you have experienced Mid-Year Close several times and probably feel like you have a handle on the way things work. To those we say, enjoy the calendar at your leisure and plan accordingly.

Some of you may be new to the University and have more questions. We are here to answer any questions you may have. Please contact us should you need assistance. Additionally, use the following contact information for assistance with questions related to these specific topics:

  • Cash Swap – x5186
  • Center Grants – x4189
  • Deposits/Accts Receivable – x5234
  • Encumbrances – Purchasing – x8289
  • Encumbrances – Salary & Fringe – x2960
  • Fixed Assets – x4096 or x6408
  • General Questions/Journal Entries – x5977
  • Invoices/Reimbursements/Check Payments – x5690
  • Journal Entry Uploads – x5186
  • Invoices/Reimbursements/Check Payments – x5690
  • Operating Budget – budget@nulllists.wfu.edu
  • Payroll – x2960
  • Projects – x4096 or x6408
  • Grants & Designated Funds – x7167
  • Restricted Contributions & Endowment Funds – x5223

​University PCard Account Modification Form​

University PCard Services has been working to implement process efficiencies and improve available solutions in response to feedback we have received from our cardholders.  On September 1, 2017, we launched an electronic PCard Account Modification Form and electronic approval process that replaces the manual process for requesting or communicating changes.  
Modifications include but are not limited to the following requests. 
  • PCard Limits
  • Department/Org Number 
  • Address/Phone Numbers
  • Card Status
  • Name Changes
  • Travel Notifications
  • Proxy
  • Replacing Card

We are very excited about this improvement to our University PCard program and welcome your continued feedback as we work together to make the PCard program a valued tool for our campus community.

Fiscal Year End Close Key Dates

The key dates for information to be submitted or reviewed for the fiscal year end process have been added to the WFU Events calendar, and display on the calendar on the home page of the Finance website. Simply click on the title to see the key information for that date. You can also then add the task to your Google calendar for easy tracking.

Also, you can find the quick guide that was presented during year-end training here. For those who may be new to the University or have additional questions, we are here to answer any questions you may have. Please contact us should you need assistance.

Mid-Year Close Information

It’s that time of year again! No, not turkeys and Christmas trees…it’s time to start thinking about our Mid-Year Close!!

We’ve had such great success over the past couple of years with our Mid-Year Close that we have simply added the calendar to our website. Many of you have experienced Mid-Year Close several times and probably feel like you have a handle on the way things work. To those we say, enjoy the calendar at your leisure and plan accordingly.

Some of you may be new to the University and have more questions. We are here to answer any questions you may have. Please contact us should you need assistance. Additionally, use the following contact information for assistance with questions related to these specific topics:

  • Cash Swap – x5186
  • Center Grants – x4189
  • Deposits/Accts Receivable – x5234
  • Encumbrances – Purchasing – x8289
  • Encumbrances – Salary & Fringe – x2960
  • Fixed Assets – x6408
  • General Questions/Journal Entries – x5977
  • Invoices/Reimbursements/Check Payments – x5690
  • Journal Entry Uploads – x5186
  • Invoices/Reimbursements/Check Payments – x5690
  • Operating Budget – budget@nulllists.wfu.edu
  • Payroll – x2960
  • Projects – x6408
  • Grants & Designated Funds – x7167
  • Restricted Contributions & Endowment Funds – x5223

Deadline to Place Deacon Depot Orders

Friday, June 17th is the last day of FY16 to place orders in Deacon Depot.  At 5:00 pm, the “Place Order” button will be removed.  This is to ensure that orders placed in the system have a reasonable amount of time to be received by June 30th.

During this time, all other access to Deacon Depot will be available including:

  • Receipt creation
  • Document search
  • New carts for orders that will be placed after June 30th.

Please remember to receive your orders in Deacon Depot as they arrive.  

The “Place Order” button will be reinstated Friday, July 1st.

If you have any questions, please contact us on the UBUY Help Line at x8289, or via email at dcndepot@nullwfu.edu, or procure@nullwfu.edu

Fiscal Year End Close Key Dates

New for FY16 close this year! The key dates for information to be submitted or reviewed for the fiscal year end process have been added to the WFU Events calendar, and display on the calendar on the home page of the Finance website. The heading for each is “Fiscal Year End Close Key Date”. Simply click on the title to see the key information for that date.