This is a collection of tips and tricks shared in the weekly Financial Services’ Update emails.
|Functional Area||Tip Description|
|All||How to duplicate a Workday tab:
Opening a duplicate tab of Workday allows you to see and work with multiple Workday screens open simultaneously.
With the following process, you can add as many duplicate browser tabs with Workday as you need:
A new independent Workday tab will now display in your “tab bar.” If you left click and hold this tab, you can drag it to a second screen or monitor; thus, allowing you to see and work with two open versions of Workday running simultaneously.
|Expense||AP has received several questions from the campus community on how to apply tax on Pcard transactions that split between multiple worktags. Here is some information to help you through this type of transaction:
You will need to split out the amount of tax that is proportional to the amount of the transaction split on the line.
Example: You have a $2,241.75 Pcard transaction that includes North Carolina tax of $141.75. When you enter the tax code on the line of NCS you will notice the total amount of the transaction does not change. That is because the tax is being deducted from the overall total behind the scenes by Workday.
If you need to split this transaction between multiple worktags, you will need to itemize using the following steps:
At this point, you can add more expense items, save the document for later (draft) or you can submit your document
|Expense||Have you ever wanted to delete an existing expense line added in the Workday mobile app? It’s a simple process; here’s how. Open the Workday mobile app and tap the ‘Expenses’ icon. In the top ‘Expenses’ section you should see a number in an orange circle; tap it. Then choose the particular mobile expense that you would like to delete; tap anywhere on that particular line except in the checkbox. Once the expense line opens, scroll down and tap the ‘Delete’ button. Once you confirm the deletion, it has been removed and will no longer display in your mobile app nor in the standard browser version of Workday.|
|Payroll||Timecards must be submitted by employees and approved by supervisors each week. The Payroll Department sends reminder emails as deadlines approach, but also suggests setting personal reminders on your Google Calendar or on your phone to ensure that hours worked are reported on a timely basis.You can also have Workday inbox reminders for timecard submission and approval sent to your Wake Forest email address by updating your notification preferences. See the job aid for updating notifications, Set Up Email Notifications.|
|Payroll||For managers who need to make adjustments to employee timecards, it can be cumbersome to do this from the ‘Action Request Task’ in your inbox. Navigating to the employee’s timecard through the ‘Team Time’ worklet is the quickest way to make these adjustments.|
|Reporting||Do you find yourself always wanting to hide specific columns on an End User financial report? Click on the ‘Click to view/edit grid preferences icon’ on the top right, above your report output. Here you can select which report columns to display or hide. Workday will remember your selections and will continue to display or hide the same columns on future report runs until you go back to the same icon and update your preferences. Note that these preferences are only for what displays in Workday and not what downloads to Excel (all columns will display in the Excel download).|
|Supplier Invoice Request||– 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.
– the header memo field is now required.
|Supplier Invoice Request||Did you know…when entering a direct pay using ‘Create Supplier Invoice Request’ that you should only enter one invoice per request? Just like our previous process, you should submit each invoice for processing and payment. When departments try to combine multiple invoices into one request, this can cause:
• confusion when a supplier calls with inquires because only one invoice number will show in the
• confusion because the information in total will
not match to the invoice, and
• inaccurate data when performing spend analysis.
Unfortunately, if a request for payment of multiple invoices comes in one request, AP will have no other option than to deny the request and send it back for reprocessing. We do not want to deny a request and for anyone to perform rework, so please submit one request per invoice.
|Supplier Invoice Request||Please remember you should only request local checks when there is a contractual obligation or unforeseen circumstance. Please note in the comments and/or attachment who to contact, their campus extension and email address. If the pick-up is an immediate need, you will need to email AP to let us know of the urgent need. Please include the SIR number and supplier name in your email to AP. You may email AP at email@example.com.|
|Supplier Invoice Request||When departments are requesting services from Graylyn (lodging, rentals, or conference rooms), Graylyn will invoice the departments directly. These invoices should not be entered as invoices in Workday. These should be processed internally. If you have any questions about Graylyn departmental invoicing, please contact Norma Andrade or Kathy Jeffords.|
|Supplier Invoice Request||Invoices related to purchase orders should be emailed to firstname.lastname@example.org. Any inquiries regarding payment or other AP information should be directed to email@example.com.|
|Payroll||There are several items under the Pay worklet in Workday.
Employees are quickly able to update Tax Elections (Federal and State), Payment Elections (formally Direct Deposit elections), view and print Payslips as well as quite a few additional history views that will continue to build over each event. Please take a few minutes to explore what all
the Pay worklet has to offer.
•Log into Workday
•Within your Home Page
•Click Pay under the Application section
|Accounts Payable||The IRS announced an increase in the mileage rate for business miles driven to 58 cents per mile. The University will implement this rate on January 21, 2019. Any business travel prior to January 21, 2019 will remain at the 54.5 center per mile.
Click here to read more about the steps you should follow to request a mileage reimbursement. Click here to read more about the steps you should follow to request a mileage reimbursement.
|Accounts Payable||Lately, Accounts Payable has received questions on when to use the various forms or tasks in Workday. Click here to read the guidance on forms/tasks.|
|Supplier Invoice||The invoice date on the ‘Create Supplier Invoice Request’ is very important. This date, in conjunction with the supplier’s payment terms, determines when a payment is made to the supplier. When entering a direct pay invoice using ‘Create Supplier Invoice Request,’ the invoice date defaults to the current date. Please override this date with the actual invoice date from the invoice or other supporting documentation. This change will ensure payments are processed according to terms negotiated with our suppliers. This can mean savings for your department if discounts are available and avoids any late fees a supplier may assess because of late payment.|
|Accounts Payable||Supplier Invoice and Expense Reports — Campus End User Worktags:
There are several campus end-user worktags available for use in the system. These worktags are located under the ‘Additional Worktags’ field and named ‘Campus End-User Worktags’. These worktags are important because they help drive workflow or reporting related to regulatory requirements.
One example is the worktag for spouse or guest expenses. When you have an invoice or expense transaction related to spousal or guest expenses, you should give the detailed business purpose on the transaction and mark the transaction lines associated with those expenses with the Campus End-User Worktag called ‘Spousal/Guest Travel’.
1. Departmental Events use for Invoice and Expense transactions
2. First Class or Chartered Airfare use for Invoice only – there is an attribute in expenses for first class or chartered airfare
3. Hazardous Materials use for Invoice and Expense transactions
4. Spousal / Guest Travel use for Invoice and Expense transactions
5. Student Programming use for Invoice and Expense transactions
6. Athletics Compliance use for Athletics Use Only
|All||There are times that you may need to add suporting documentation to a transaction in Workday. Many times this documentation is in your email. These directions outline the steps you can follow to print your email to a .PDF from the GMail app in Chrome.
1. From the open email select the Print All icon.
|Cash Sales||The invoice line has 18 fields that do not need to be filled in and that makes scrolling painful to get to the fields you actually do need to populate information in. So on the Invoice Lines section, if you click on the grid preference icon on the right hand side of the screen you can uncheck the fields you do not need. This preference will be saved for each time you go to record a cash sale. This leaves only the boxes that you have to enter data in and reduces the amount of scrolling. This also helps prevent entering data in the wrong field.|
|Security||Do you have a need to update an individual’s Workday Finance, Payroll, or Adaptive Insights security access or spend authority?
Now there is a straightforward request mechanism so that you can get what you need and have it routed appropriately. There is a new section in the Training & Support Worklet (the question mark icon on everyone’s Workday homepage) called Security. Click on the link for ‘Workday: Finance / Payroll Security & Spend Authority Request by Individual.’ The link will route you to Remedy where you can enter in the appropriate information. Be sure to click on the ‘view role descriptions’ link in the ticketing form to learn all about what each role enables the user to do.
|Accounts Payable||How to identify and complete Expense Reports in Draft Status
Do you have expense reports in Draft status that need to be completed? Follow the steps pictured below to check. If you need to finish the Draft Expense Report, then complete the required fields and attach receipt(s), and then select “Submit.”