Workday Finance Update, Week of November 27th

Each week we will share important information as the January 2024 launch date for Workday Finance approaches. This week we will highlight a few significant changes, key dates for switching finance applications, and training plans. 

Significant Changes 

Workday’s cloud-based system will transform many paper-driven processes to a paperless environment helping to standardize and improve financial transactions and workflows. Upcoming changes include: 

• Business processes.Like many activities currently used by Human Resources in Workday, the finance applications contain processes that users initiate, act upon, and complete to accomplish tasks. 
• Invoice payments across the College will be completed using business processes. For example, Create Supplier Invoice Requestwill be initiated by a user, approved by a cost center manager, and payment made to the vendor. The process will include electronic records (invoice) and all accounting of the transaction. 
• Direct web purchases from Amazon and/or WB Mason will be initiated and completed in Workday. True one-stop shopping, including all accounting!  
• Financial Edge account and project numbers will be retired and replaced with worktags. Account codes will become a spend categoryor revenue category. Project numbers will become a cost center, grant, gift, or project.  

Key Dates 

To effectively transition, Workday will be unavailable from December 29, 2023, through January 1, 2024. Please help us by having all:  

• Expense reportsentered and approved by December 15, 2023, at 5pm EST.  
• Invoice payments and AP vouchersthat need to be paid by January 15, 2024, should be submitted to the Controller’s Office by December 15, 2023, at 5pm EST.  

Training 

There will be training available on December 18 and 19, 2023, and January 8, 2024, through January 26, 2024. We will offer remote training on December 18 and 19, 2023. Throughout January 2024, we will offer a mix of remote and in-person sessions. The training schedule will be posted soon, and sign-up will be in Campus Groups. 

When and how to learn more  

We will continue to keep you informed about changes to Workday in a variety of ways, so please check your email, the Campus Digest, and the Workday project website for updates. Also, please connect with the Workday Change Network! Each department has representatives who will be communicating updates, changes, and action steps. 

We know that you may have specific questions that were not covered in this email. For now, please keep a list of your questions. More information will be coming over the next several weeks, including how to get additional support and assistance.