Word on Workday NOVEMBER 2017 WEEK 1

Transcription

1 NOVEMBER 2017 WEEK 1

2 2 Concierge & Training Concierge Office and Open Lab Sessions Update In order to be responsive to feedback we have received from campus, we are working on some changes to improve the Concierge Office operations. To better service the campus with consistent and accurate solutions, we will be stationing Concierge Office staff together with Workday project team members in the open labs for November. During this time, the Concierge Office will still be staffed to take calls and respond to s for routine assistance, however we request you bring your urgent issues to the open labs where we will have the combined resources and expertise of our project team members, Concierge staff and consultants together in one location for your convenience. In order to streamline security/role updates, these transactions are now being routed directly to the Finance and HR staff (Margaret Walsh and Tony Guinan). We are also working on an updated form and improvements to the automated routing of the form so these requests can be handled promptly and efficiently. Feedback A few weeks have passed since we began our Workday implementation journey. Through this period, we have heard great feedback from you about things that are working well, and challenges you re experiencing. We invite you to continue providing feedback to our Workday Team. Each week we will highlight feedback received and look to address it formally though this communication method. We ask that any feedback you have include a name so that we can contact you directly with responses. We look forward to addressing your challenges and hearing about your Workday wins!

3 3 Budgets Voluntary Transfers Workday is here, but some things have not changed. Voluntary Transfers (VTs) are not allowed on State funds, Gift funds, Agency Accounts, or any type of Student Fee accounts. If you have a question about what accounts are allowed to have VTs, please contact your Budget Analyst in the Budget Office. VTs are not allowed on funds including (but not limited to): Old Fund New Fund 2101 FD124 State Appropriation-University of Nevada, Las Vegas 2102 FD125 State Appropriation-Intercollegiate Athletics-UNLV 2104 FD102 State Appropriation-Statewide UNLV 2105 FD115 State Appropriation-Business Center South 2108 FD109 State Appropriation-School of Dental Medicine 2150 FD104 State Appropriation-School of Law 2160 FD126 State Appropriation-UNLV School of Medicine 2220 FD214 Differential Fees-Balance Control 2220/2245 FD210 Other Student Fees 2220/2247 FD218 Special Course/Lab Fees-Balance Control 2221/2244 FD213 Differential Fees-Budgeted 2221/2246 FD220 Student Fees Other-Budgeted 2221/2248 FD217 Special Course/Lab Fees-Budgeted 2243 FD214 Differential Fees-Balance Control 2300 FD405 Gifts Restricted-Balance Control 2305 FD415 Gifts Restricted-Budgeted 2310 FD402 Endowment Earnings-Restricted 2311 FD412 Endowment Earnings-Restricted Budgeted

4 4 Finance Advantage participant funded transactions, 30-PF, in Workday We do not have an equivalent code in Workday to replace 30-PF which was used to code transactions that might have looked like hosting but weren't because they were paid for by participants. Since the expense really is not hosting, please use the spend category and related ledger account most appropriate to the expense. In the transaction memo area, make a note as to purpose of the expenditure and that it was participant paid, so that the reviewer can see that it isn't hosting. Change Funds and Petty Cash An Expense Report is used for establishing and replenishing change funds and petty cash. You can find a job aid in the NSHE Workday Training Worklet. Select Functional Area, then Financials, then Expenses, to find Create Expense Report - Change Funds and Petty Cash. Journal Entries We are all working through familiarizing ourselves with the differences between our former Advantage chart of accounts and our new Workday FDM. We have addressed specific issues on use of ledger accounts and spend categories in prior Word on Workday issues. General Accounting will be correcting journal entries that were prepared in the first few weeks of Workday, prior to this information being provided. These corrections are being made by General Accounting to expedite transaction processing, however, they will be re-routed for approvals. You can identify one of these corrected journal entries by comments in the External reference field under the JE header Memo. Please approve these corrections when received.

5 5 Finance External Committee Members - Expense Report When creating an external committee member to be able to make an expense report payment to a non-employee, make sure to add contact information - in particular the address so payments can be mailed to the nonemployee. Nevada Day Data Load We were not able to complete 100% of our September data load last Friday. Data continues to be loaded this week including award LTD data and October revenue data from PeopleSoft. If you are running reports at different times, the data may change as additional data is loaded. We will let you know when all data loads are complete.

6 6 Human Resources ECC Form Extra Contractual Compensation Forms are still required for faculty working overload. The form is to be completed and routed manually as a hard copy through Academic Resources. Once finalized, the form should be attached to the Period Activity Payment in Workday. Employee Transfers within UNLV There has been a bit of confusion about the process to transfer employees. While Workday allows for different processes to establish an employee into a position, transfers should be handled using the Change Job business process and should be initiated by the hiring department. The current manager of the employee being transferred will receive an approval in their Workday inbox. Step-by-step instructions on the Change Job business process can be found by searching Change Job in the Workday Training Worklet. Time Entry for a Closed Period Some employees and managers have provided feedback related challenges for entering/correcting time for a closed pay period. If you experience issues with correcting or entering time for October 1 st to October 15 th, please first reach out to Drago Milerlei. Drago will provide first level assessment of the error, and advise on actions that would be required to correct or enter the time. Please Drago at drago.milerlei@unlv.edu as it is the preferred contact method.

7 7 Workday Champion Highlight MEET YOUR BENEFITS TEAM Pat LaPutt Brenda Peters Lily Magana Arturo Baltazar What is something that you want campus to know about Workday as it relates to benefits? It makes it simpler to review your elections and make changes to current products. Workday provides greater transparency on the transactions completed and the status of any pending items. What has been the biggest challenge for the team related to Workday, and how have you overcome the obstacle? Validating and verifying that all benefits for employees are accurate after Workday going live. Workday is able to provide us with audit reports that have been instrumental for our team to continue to verify the benefits for employees. What is the one major tip, trick, or best practice you think Workday users should know? Review your benefits! When thinking of making changes to your benefits, it's always best to review what benefits you are enrolled in first. You should view both your Benefits outside of Workday and your Benefit elections inside of Workday. This will assist you in determining if you need to initiate the benefit change within Workday, or with the individual benefit provider (ex. PEBP group health insurance) What advice do you have for campus managers on navigating their Workday world? For campus managers, Workday provides full detail on the status of business processes. A good example is onboarding of new employees. Under the onboarding process, managers are able to view the full business process and provide guidance to the new hire if a step has not completed.