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Workday Quick Tips
Reminder about FY21 plans
FY21 Plans have been loaded at the unit level into Workday, based on the Excel templates provided to Financial Planning and Analysis during July 2020. These plans are viewable in the Sources and Uses - Variance report when it is run at the CCH6 level, or for units reporting to Academic Affairs, CCH7 level.
Reminder about HIPPA and FERPA data
Do not attach HIPPA and FERPA specific data in Workday processes. To learn more about attachment requirements review the "Journal Entries" section within the Workday for Core Users: Finance FAQs, available in the Administrative Resource Center (ARC).
Collections: Past Due Accounts Receivable in Workday
Join the Office of the University Bursar’s Collections team for an upcoming training about how to manage your past due accounts receivable in Workday. If you manage an earnings operation that provides goods or services to external customers expecting payment at a future date, you should attend this course. The two-hour virtual instructor-led training will discuss why collections is an essential part of the earnings process; how the collections lifecycle works and how accounts transition to Collections at 61+ days past due; what happens when a debt is successfully collected; and several other special considerations, including when it’s appropriate to withhold an account from Collections and how to manage customer bankruptcy.
Attendees will also develop strategies for collecting on past due receivables to increase the likelihood of repayment and practice tracking accounts in collection in Workday.
This course is relevant to both units who use Workday to bill their customers and for departments who utilize external systems for billing.
Register through BuckeyeLearn today as seats are limited and only three sessions remain (February 11, February 17, and February 24).
Workday Quick Tips
- For a definitive resource for all things related to the Workday Foundation Data Model (FDM), checkout the FDM Handbook (spreadsheet download). It’s located on the B&F website, under “Type: Forms.”
- Administrative Resource Center (ARC) additions:
- For information regarding a one-time payment that was completed with incorrect costing worktags, read this FAQ item.
- For information regarding petty cash account reconciliation and replenishment, review this job aid.
- If you experience issues with round-trip (punch-out) functionality or cannot find a supplier catalog or item, please do not contact the supplier directly. Your help contact is based on your funding unit.
- For UNIV funding units, contact the Marketplace Team
- For Health System/OSUWMC funding units, contact 614-293-4357 (HELP)
When approving a Workday transaction (Requisitions, Spend Authorizations, Expense Reports, etc.) make sure you are staying within your Inbox transaction view when adding attachments/updating information. Once you are completed, you will click the Approve button and workflow will proceed to next step. If you go to Edit or Change the transaction and add an Attachment/make edits from there, you will be presented with a Submit button. When clicking Submit, workflow will restart.
Upcoming Monthly Pay
Employees will notice differences in payroll practices that result in changes to their payslips in terms of how pay is calculated and how it appears visually. Payslips should be viewable in Workday on Jan. 28 for the Jan. 29 pay day and February payslips should be viewable in Workday on Feb. 25 for the Feb. 26 pay day. After February, payslips will typically be visible five days before pay day. To learn more, visit changes impacting pay and how to access your payslip.
Also, 9/12 faculty will see different earning types displayed on their payslips throughout the year, but their net pay will not be impacted. Review a recent presention to learn more.
FN8QAD Database Environment Unavailable February 5
Current financials users have access to the Finance database FN8QAD, which is a replication of the former PeopleSoft production database FNOSU. Due to planned Workday maintenance, the FN8QAD database will be unavailable to users on February 5.
January GL Monthly Close
The January General Ledger monthly close deadlines are as follows...
Spend Category Crosswalk - New Document
The Spend Category Crosswalk (previously known as the Category Buyer Listing and the Strategic Teams documents) can now be found on the University Purchasing website, under "Our Team." The Spend Category Crosswalk describes categories in detail, as well as how they translate into Workday spend categories, from previous Peoplesoft categories. The Category Buyer Listing and Strategic Teams Document are no longer applicable and have been removed. Direct any questions to Ask Purchasing, or the contacts on the document.
January 2021 RAE, Tableau, and Collibra Rollouts and Refinements
The Workday implementation has been top of mind for many months now. With Workday now a reality, the Data and Analytics team is excited to announce rollouts and refinements to the current suite of data and reporting tools. Read more to learn what the availability of Workday data means for RAE, Tableau, and Collibra as well as what help resources are available.
Updating Workday Deliver-to Location
Employees are encouraged to log in to Workday and update their specific work space within a building to ensure accurate deliveries. Please change your work space by following the How to Change Your Work Space job aid. Additionally, your building location in Workday must be correct to effectively change your work space. If your building location is incorrect, only your manager can update that information by following the Change Job Details job aid.
Administrative Resource Center (ARC)
The Administrative Resource Center (ARC) is the first step in finding the answers to your Workday questions. Content on the ARC is updated daily. For example, the job aids Create, Edit and Apply an Inbox Filter and Payment Request Decision Tree (including Convenience Orders) were recently added to the ARC.