Training Questions

 Corporate Card   |   Expenses   |   Procurement
   Reports   |   Supplier Onboarding   |   Training   |   User Interface 

Corporate Card

How can I learn more about the transition of P-Cards?

Click here to visit the P-Card information webpage.

Expenses

Will employees have to set up payment elections for Expense Reports starting on June 1?

The payment election that you currently have designated will be transferred to Workday prior to the June 1 go-live. Employees may choose to modify their payment elections within Workday after June 1.

Can “Create Spend Authorization” be used to reconcile a Travel Card?

“Create Spend Authorization” is a business process that is used for documenting and submitting travel (cash) advances and pre-paid travel expenses. Spend Authorization Lines are not used to reconcile Travel Card transactions.

Procurement

When would I need to assign a cart to another employee?

There are a number of reasons that one can assign a cart to complete a purchase, and these reasons will differ based on different departments' business needs. For example, if one employee is tasked with completing purchases for a department, all employees in that department can share their carts to that one employee to complete the entire order and assign the appropriate costing allocation(s). Another example is that an employee can pick out a few options and put them in a cart, assign the cart to another employee so that he/she can review and choose which items they’d like to purchase.

What will be the future state role of Property Accounting in the Controller’s Office?

Property Accounting will continue to manage the accounting and tracking of capital assets.

Who initiates the "Create Receipt" business process, and when it is used?

The business process "Create Receipt" is used for receipt of goods/services based on a Purchase Order. It is required on purchase orders that include subcontracts, consulting agreements, trackable Assets (capital equipment), and non-capital equipment and furniture. It is initiated by the "UM Receiver" role, which will be assigned by a department's Cost Center Manager(s). The Controller's Office is implementing a new requirement for receiving in conjunction with the implementation of Workday Finance, which will be communicated as soon as it becomes available. It is a new process and will utilize new security roles.

Reports

What will replace Report 90s? Will there be a summary report of open encumbrances that can be pulled by the CCM, Department, Account, or PI?

The equivalent of the Report 90 and DMAS screens will be available in Workday to help reconcile or audit accounts.

Supplier Onboarding

Will there be exceptions for suppliers that are unable to get insurance?

The process is not changing with the implementation of Workday. The Supply Chain Central Department with Risk Management will make the decision on what types of insurance is required from each vendor.

Training

When will end users receive training on petty cash and the replacement for eChecks?

The Workday Finance Project Team is in the process of finalizing training material for these processes and will roll out training in May.

Who can attend Expenses and Procurement instructor-led training?

Anyone that purchases or does expense reimbursements should be the first group to attend training prior to go-live. Please keep in mind that in order to attend this training you must have the appropriate security role. Sessions are now open on ULearn (prerequisite for training enrollment is the successful completion of the Workday FDM CBL). options and put them in a cart, assign the cart to another employee so that he/she can review and choose which items they’d like to purchase.

User Interface

Workday currently logs users out after 20 minutes of system inactivity; can this be changed?

No, this is set for the Workday system as a whole, consistent with University of Miami Information Technology policies and best practices.