NOVEMBER 2017 WEEK 2
2 Concierge & Training You Said, We Did. Since implementation we have been receiving some great feedback from campus users as it relates to the system rollout. Each week we will highlight feedback we are hearing, and address solutions or plans for resolution here under our You Said - We Did section. You Said Open Labs - the open labs are great, but seem to lack UNLV personnel to help address policy and procedure questions. To better meet the needs of users coming to open labs, UNLV personnel have been scheduled during appropriate time blocks to help staff labs. Not only are campus functional experts going to be in labs, Concierge Staff will also be present during labs through November. Remember, the lab schedule continues to be compartmentalized functionally between HCM and Finance to allow for better scheduling of available resources. Employees should come to the lab during specified time blocks. November Open Lab Schedule The open lab will continue to operate from Monday through Thursday for all of November in the Campus Services Building (CSB) Room 212G. Finance Lab HCM Lab 8:00 AM to 12:00 PM 1:00PM to 5:00PM Click Here For The Open Lab Schedule We Did
3 Concierge and Training Multifactor Authentication On Wednesday, November 8, the university began requiring users to set up multi-factor authentication for logging into Workday from off campus. If users have not already set up a secondary authentication method, the next time they log into Workday they will be prompted to set up one of three options: SMS authentication Voice call authentication (note: It is not recommended to use your work desk phone number for voice call authentication ) Okta Verify mobile application, available for ios and Android devices If users have already logged into Workday from off campus, they should have already setup a secondary authentication method and should not be prompted for any additional information. Off-campus users may be prompted to re-authenticate up to once a week per device. If users need assistance or need to change their secondary authentication information, the IT Help Desk x50777 can assist.
4 Budgets Friendly Reminder Now that September transactions are in Workday, please request budget adjustments to clear negative budget lines prior to budget check being turned on. When opening the Manager Balance - Budgeted by Ledger Account report, Personnel Costs and Operations can be expanded by clicking on the arrow to the left. Expenses (Budgeted Uses) are budgeted similarly to before. They are budgeted at the level of Professional Salaries, Classified & Technologist Salaries, Graduate Salaries, Hourly Wages, Fringe Benefits, General Operations, Travel, Sales & Service Recharge, Hosting, Financial Aid, Transfers Out, and Reserves. The current budget will be reflected in the Revised Budget column in each category. The Manager Balance - Budgeted by Ledger Account can be used to check for negative budget lines by reviewing the Budgeted Uses (Expenses) and looking under the Remaining Balance column. If you see a negative, please email your Budget Analyst in the Budget Office for a budget adjustment. Include the Worktag, amount, and the to and from Ledgers.
5 Finance Report Access We are aware of access issues on reports relating to roles and the data sources that various users can see. Users outside of central accounting can see beginning balances on balance controlled worktags but not for budgeted worktags in the Manager Balance - Activity Summary by Worktag (All Funds) report. We are working with NSHE to resolve this issue. We are also working to resolve issues in My Grant reports. Only certain grant roles are able to see budget amounts although all grant related roles can see actual activity. We will update you as these issues are resolved. Travel Expense Reports and P-Card Charges As with our prior paper process, a travel expense report is expected to provide a 'complete' record of trip expenses, including p-card or other direct-paid charges that are not reimbursed to the traveler. List the p-card or other direct paid expense charge details in the memo field and attach the directpaid/p-card paid receipts to the expense report. You should also list p-card and direct paid expenses in the memo field of the spend authorization. Travel needs your p-card and other direct-paid receipts in order to audit compliance with university policies relating to limitations on airfare, lodging, rental cars, etc. and to verify dates of travel.
6 Finance Payroll Accounting Adjustments The current Workday configuration provides very limited access to the Create Payroll Accounting Adjustment task. Campuses have asked for broader access to this task for campus users. Additional roles are currently in testing. We will let you know when these roles are ready and our process to assign them. Manager Balance - Activity Summary by Worktag (All Funds) This report has been removed from the Manager Financials worklet. Access to view cash balances on budgeted accounts is limited to central accounting roles. The balance on unbudgeted accounts can be seen by cost center roles on the Balance Controlled reports. NSHE is working on getting similar information onto the Manager Balance - Budgeted reports also. We will let you know when this information is available on existing and/or in new reports. Worktag Entry Reminder In training we have tried to emphasize entering your program, gift, grant, or project worktag first to allow the related worktags to automatically populate the Unit, Cost Center, Fund and Function fields. When the fields auto populate they maintain the desired worktag relationship. Do not change any of these worktags. If you think that there is an error in the string of related worktags, please contact the Controller's office. Supplier Invoice Request When completing a supplier invoice request for an invoice related to a purchase order, please put the PO number in the memo field. The memo field is the last box in the right hand column under Additional Information.
7 Human Resources Avoiding Duplicate Hires As a reminder, when hiring employees into Workday, initiators should use the report titled, New Pre-Hire SSN Check - HCM - CR (NSHE). This report will allow the initiator to enter the legal name of the person being hired and find any existing records across all NSHE Institution that exists in Workday. If the record exists, that record should be used to initiate the hire or add an additional job. If no record exists, a new "pre hire" record should be created and used during the hire process. Salary Adjustments as result of Job Study and Reclassification Requests Departments requesting salary adjustments or stipends should continue to email hrfaccompchange@unlv.edu so that analysis of the request can occur. Once finalized, approved salary adjustments or stipends will be initiated by internal HR staff into Workday. Similarly, requests for Classified position reclassification should still be submitted to classifiedcompchange@unlv.edu and include all required materials for analysis. Again, upon approval of the reclassification, HR will initiate the Workday business process related to the change. If you are uncertain about which requests should be routed through either hrfaccompchange@unlv.edu or classifiedcompchange@unlv.edu, please reach out to Pete Reyes in Human Resources - pete.reyes@unlv.edu for clarification.