Welcome Tuesday April 14 th : Finance Thursday April 16 th :
Human Capital Management
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Today WebEx sessions Submit questions via chat Be sure and mute
your audio Crosswalk Handout Banner/Workday Crosswalk on Website
Breaks and Lunch Hold questions until after each presentation
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Welcome to Workday Video
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Workday Basic Navigation Deb Brooks Financial Accounting Louisa
Kelly & Heather Saunders Purchasing Ed Schiff & Tony
Montero Business Assets Sara Moskowitz Suppliers Michael Cooper
Mobility Demo Jason Ball & Barbara Kenney Travel Michael Cooper
& Kyle Kenny Payroll Rosa Naujoks & Annie Yahinian
Questions, Review & Wrap-Up Agenda
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Workday Basic Navigation: DEB BROOKS
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Lets take a look
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Workday Finance OVERVIEW APRIL 14, 2015
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Financial Accounting LOUISA KELLY AND HEATHER SAUNDERS
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Banner versus Workday Terminology 1) INDEX = SMART TAG 2) FUND
= FUND 3) ORGANIZATION = COST CENTER 4) PROGRAM = PROGRAM 5)
ACCOUNT CODE = ACCOUNT CODE Revenue and Spend Categories are
replacing account codes in some instances CROSSWALK TARGETED
TRAINING Workday = Enhanced Reporting!
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Journals Journals have developed a few aliases over the years
From the days of SAMAS to Banner: Journal Entry Journal Voucher JV
JE16 Entries FUPLOAD (multi-line journal entry) is now called an
EIB Direct Feed Entry now also called an EIB
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Journals roles on the Approval Path Cost Center Accountant
(Department Cost Center Manager (Department) Accounting Manager
(Controller's Office) Grant Manager (Department if Grant Worktag on
Smart Tag) Research Accountant (Division of Research if Grant
Worktag) If applicable
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GrantsSponsoredNon-Sponsored ClassificationFunded
ExternallyFunded - Internally Assigned Approval College/Department
Grant Manager Assigned Approval Research Administration Research
AccountantN/A Smart TagsSponsor Acronym PI Name Banner Legacy Index
Type Acronym (OH and SU) PI Name Grants Electronic Routing
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Grants Assignable Roles
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Benefits of Workdays Electronic Approval Path 1) Efficiency
increased turnaround time from input to posting 2) Effectiveness
increased accuracy and fewer errors 3) Paperless no paper work to
print and send 4) Accessibility scan and attach source documents
directly to the journal 5) Audit Trail find out when and where a
journal is in the approval process with a few clicks
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Create a Journal in Workday
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andanswers
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Purchasing ED SCHIFF AND TONY MONTERO
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New in Purchasing Catalog Ordering (pre-loaded FAU negotiated
price catalogs) Punch Out Shopping to Supplier Websites Complete
automatic approval routing Workcart service for creating
requisitions Suppliers now accessible for requisitions Real time
transactional information and approval status of any document
Electronic receiving of goods and services Document imaging for
attachments
Requisition Processing All requisitions and change orders will
automatically route for approvals regardless of entry point to:
Spend Category Managers Cost Center Managers Grants Manager
Research Accountant Budget Checking Multiple vendors and Items can
exist on 1 requisition No separate codes for expense, assets,
grants, or construction. Updated status in real time through
Worklets, Inbox and Notifications PO, requisition, invoice and
receipt all tied together.
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Annual Paper Elimination 12,000 manual requisitions 4,000
change order requests 1,000 pCard only Vendor add request forms 200
Office Supply maintenance forms Thousands of fax pages of
requisition backup materials No PO printing or faxing: automatic e-
mail and electronic web PO ordering.
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andanswers
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Business Assets SARA MOSKOWITZ
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Business Assets Assets are those items that exceed the $5,000
threshold Trackable spend categories Cost Center
Manager=Accountable Officer Attractive assets: Tablets Desktop PC
Laptops Cell phones Attractive assets will be issued to a worker
Property will only be reassigned through a separation clearance My
Direct Reports for Assets- Managers will be able to run a report to
view all assets assigned to them and their workers
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andanswers
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Suppliers MICHAEL COOPER
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Supplier Invoice Terminology Banner Term = Workday Term Vendor
= Supplier Vendor Invoice Number = Supplier Reference Number
Payment Request = Ad Hoc Payment Request FGIDOCR Invoice History =
Find Supplier Invoices FAIVNDH Vendor History = Supplier Payments
FAAINVE Logging in of vendor invoice = Supplier Workbench or
Supplier Invoice
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Supplier Invoice Special Handling: Grants
AssetsFoundationInstallmentsPrepaid Expenses Ways to process:
Purchase Requisition Purchase Order Receipt Match = IDEAL! Create
Supplier Workbench Example 1 Non-Purchase Requisition Non- Purchase
Order Non Receipt Create Supplier Invoice Example 2 Payment
Requests
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Cool Cool new Supplier things! New role - Departmental Accounts
Payable Specialist Paperless storage Invoices stored as attachments
Payment requests will be done electronically Easier approval
process Please remember you can submit invoices via
[email protected][email protected]
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Supplier Invoice Workbench
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Create Supplier Invoice
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andanswers
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Mobility Demo JASON BALL AND BARBARA KENNEY
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andanswers
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Travel Michael Cooper Kyle Kenny
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Travel Terminology Banner Term = Workday Term Travel
Authorizations = Spend Authorizations Travel Reimbursements =
Expense Reports Workflow = Business Process Index = Smart Tag Fund
Signer = Cost Center Manager
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Cool new travel things! Mobile Application Smartphones and
iPads Receipt Picture Uploads Reports Navigation is better than
Banner One system versus three systems communicating
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Grants - Travel Domestic Travel over $1,000 on sponsored awards
will be routed to Research Accounting for approval International
Travel on sponsored awards will be routed to Research Accounting
for approval Travel expenditures can be allocated to multiple Smart
Tags; if a sponsored grant is used the allocation method must be
provided
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Spend Authorizations
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Expense Reports
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andanswers
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Payroll ROSA NAUJOKS AND ANNIE YAHINIAN
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Key Terms Withholding Election Banner: W4 and State Tax
Withholding Payment Election Banner: Direct Deposit Information Pay
Slips Banner: Paystub, pay advice Costing Allocation Banner: Labor
Distribution Payroll Accounting Adjustment Banner: Labor
Redistribution Enterprise Interface Builder (EIB or iLoad) Banner:
Payroll Input or OIT Load
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Major changes in Payroll Most payroll input will occur
electronically Payroll certification will be a part of the payroll
process Earnings and Deductions now have an alpha value 009 Regular
Wages 704 Gym Membership Employee can add/delete banking and direct
deposit information Employee can update their tax withholding
information Retro Pay/Adjustments are calculated automatically
Eliminates Paper Forms of: Form w-4 Direct Deposit Authorization
Out of State Hire Form Manual Check Request
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Employees are able to: Change tax withholding Changes are
effective in the open pay period Add/Delete direct deposit 3 bank
accounts can be added Changes are effective in the open pay period
. No pre- note needed View Payslips
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Payroll and the Business Process Business Process : a sequence
of one or more steps that accomplish a desired business
objective...known in Banner as Workflow Examples of business
process in place that notify payroll of a to do or action needed
Verify Form W-4 for new hires Change of employee addresses (out of
state) Changes by employees to their withholding election Payment
elections for new hires Update taxation for additional assignments
Update taxation for student employees
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Payroll Accounting Adjustment Formerly known as Labor
RedistributionsInitiated by TimekeeperApproved by Cost Center
ManagerGrants Manager (if app)Research Accountant (if app) Posting
occurs immediately after payroll completes (Monday of pay
week)
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EIB Enterprise Interface Builder Upload of data from an excel
template into Payroll Mainly used for mass updates replacing OIT
upload or payroll input Few examples: Human Resources: Peoplefirst
benefit deduction updates United Way: Annual campaign deductions
University-wide legislative increases
