Workday Finance & Payroll Enhancements

The list below contains Workday Finance and Payroll enhancements that impact the campus community.  The list is sorted in descending date order by default; it can be sorted or filtered differently as needed.  To view a list of Workday HCM enhancements, click here.

Enhancement Theme Enhancement Description Production Deployment Date
Business Process – Expense Reports The manager approval step was removed for faculty in the Expense Report business process. 04/01/2019
Reporting Several end user financial reports have been updated based on user feedback:
 
1) The EU – Detail PO Invoice Reconciliation report has been modified to include the “Purchase Order” as an optional prompt.
2) The Division field has been added to the EU Gift Summary by Worktag report output.
03/21/2019
Business Processes – Requisition Financial Services has simplified the justification reasons on the “Single/Sole Source” request form in Workday and has better aligned the form to help ensure compliance with Federal grant requirements. 03/07/2019
Reporting The following EU Payroll reports now report all the correct journal sources (including Payroll Accounting Adjustments):
 
1) EU – Payroll Accounting Detail by Fiscal Period
2) EU – Payroll Accounting Detail by Pay Period
3) EU – Payroll Accounting Summary Current Period
4) EU – Payroll Accounting Summary YTD
02/26/2019
Security Launched a new Workday: Finance/Payroll Security & Spend Authority Request by Individual form in Remedy. This form is designed to submit requests for a single individual. 02/07/2019
Business Process – Notifications All campus facing business process step notifications for Finance and Payroll were turned on. This will enable campus users to receive Workday inbox updates via the daily digest email. 01/10/2019
Business Processes – All Workday will be releasing changes made to error and warning messages across all platforms on 12/07/2018. This project updated the text of more than 3,500 error and warning messages. The goal of the project was to improve the error and warning messages so they’re more clear, concise, and actionable. 12/07/2018
Reporting Based on user feedback, we have added the following reports to the Financial Manager Reporting Worklet in Workday in the Operating Budget section:
 
1) EU – Operating Summary by Cost Center and Account
2) EU – Operating Summary by Cost Center and Account (Including Personnel)
3) EU – Operating Summary by Cost Center, Account, and Activity
4) EU – Operating Summary by Cost Center, Account, and Activity (including Personnel)
 
User security will determine which reports you can see on the menu. These reports will be similar to the EU Operating Summary by Account with Activity reports, but will include the additional cost center field for those users with multiple cost centers.
11/30/2018
Business Process – Supplier Invoice Request The Supplier Invoice Request data entry screen has been updated:
 
1) If you select the line as a goods line, you are now required to input data in the quantity field. This will aid in the errors approvers were getting when reviewing the request.
2) The header memo field is now required.
11/15/2018
Training – Instructor Led Course Launched a new instructor-led course entitled FIN 109: Operating and Other Fund Reporting in Workday. This is a deep dive into the various financial reports in Workday. 11/14/2018
Reporting Workday reports in the Financial Manager Reporting worklet have been modified to more accurately reflect the status of certain transactions.
 
In the newly released reports, transactions in a Reserved journal status have been moved from the Actual column(s) and will now be reported in a separate column in the Obligations/Commitments section of the reports. The reserved amounts will still be included in the calculation of Available to Spend.
 
Transactions (typically expense reports) in a reserved status have passed budget check, but have not yet been approved by the financial manager and are not yet considered posted/actual.
11/06/2018
Reporting Based upon user feedback, Financial Services has added fields for Merchant, Airline, and Travel Destination to the EU – Detail Expense Report available in the Financial Manager Reporting Worklet. 10/25/2018
Business Process – Change Order The Change Order process has been updated. You will receive a notification in your gmail inbox after Procurement processes your change order request. Please note, this notification indicates that the change order request was received and that the transaction has started into the approval workflow, which could require additional time. The message states: “Your change order has been submitted. To check change order progress, search by the PO number and once the change is approved in workflow, a new version will be noted on the PO.” 09/27/2018
Reporting As a result of user input, we have updated the Workday EU – Detail Transaction report to improve the selection parameters available on the prompt page. Updates to this report include:
 
1) Allow users to select which type(s) of funds will be included on the report (ie, Operating, reserve, gift, grant, etc.). The fund type selection defaults to only include operating funds and will need to be changed by the user if other fund types are desired and/or selected on the organization or worktag prompts.
2) Allow the selection of other worktags (ie, activity, location, AP, athletics, etc.). New selection prompts were added for award, fiscal period, and transaction amount.The beginning and ending date range fields are now optional.
09/21/2018
Business Process – Budget Checking Budget checking for Projects is enabled.
 
Should you attempt to process a transaction for a Project which will result in a negative available to spend balance, you will receive the transaction back in your Workday Inbox to request an override upon hitting submit. Once in your inbox, you will have the option to either change the worktags or request an override. Overrides are handled in central Finance and are not guaranteed. (This is true for spend transactions as well as journals.)
 
Using the end user reports found in the Financial Manager Reporting worklet on your homepage will provide your available balance prior to initiating a transaction and potentially preventing additional steps in the process.
09/17/2018
Business Process – Budget Checking Budget check has been enabled for Designations, Agencies, and Gifts (it is already enabled for Grants and will soon be coming for Projects.)
 
Should you attempt to process a transaction for one of these worktags which will result in a negative available to spend balance, you will receive the transaction back in your inbox to request an override upon hitting submit. Once in your inbox, you will have the option to either change the worktags or request an override. Overrides are handled in central Finance and are not guaranteed. (This is true for spend transactions as well as journals.)
 
Using the end user reports found in the Financial Manager Reporting worklet on your homepage will provide your available balance prior to initiating a transaction and potentially preventing additional steps in the process.
08/31/2018
Training – Job Aid – Delegations Posted a number of resources to assist with delegations, including:
 
1) Understanding Delegations job aid
2) Delegating Finance Related Tasks job aid
3) Completing a Task as a Delegate video
4) Creating a Delegate in Workday video
08/27/2018
Training – Online Training Launched FIN 104: Reimbursements and PCard in Workday as an online course. 07/13/2018
Training – Online Training Launched FIN 101: Workday Finance Essentials as an online course. 05/07/2018