Emerson College Finance

Finance 101 - FAQ

General Workday Questions

General

  • Where do we go to log into Workday?
    • https://wd5.myworkday.com/emerson/d/home.htmld
  • Is Workday Java-based?
    • No, it’s browser independent.
  • Do you have to be on the Emerson network to use Workday?
    • No, it’s a DUO web-based login.
  • How do you add dashboard icons?
    • By default, you will be given the icons that you should have access to. Other dashboard icons may be available based on role, and can be added by clicking on the gear icon on the right of the “Welcome” bar.
  • Can your session time-out? Can you change the default time it takes for a session to time-out?
    • Yes, your session can time-out. Unfortunately, this is a global setting and cannot be modified.
  • What if you get interrupted while doing something in Workday? Are there saves?
    • While there are save functions on most forms, it is good practice to stay active in the system when filling out a form or performing a task so no data is lost. Connectivity issues could cause forms/tasks not to save.
  • Is there sorting and filtering in Workday?
    • Yes.
  • Can you export reports and forms in Workday to Excel?
    • Yes, anything with the Excel icon can be exported to Excel.

Notifications and Inbox

  • Will notifications be sent to your email?
    • Not Pcard notifications (only in Workday), but some other notifications will be emailed.
  • Can you personalize notifications?
    • Unfortunately not at this time.

Mobile App

  • Is there a mobile app?
    • Yes. The organization ID is “emerson”.  The app, while functional, is not required to be downloaded.
  • What’s the org ID for Workday?   
    • “emerson”
  • What kind of functionality does the app have?
    • Review and approvals can be done via the app, though viewing reports can be cumbersome and not display correctly due to size.
  • Can the Workday app give us push notifications?
    • Yes, you can configure that setting.
  • Do you have to be on the Emerson network to use the Workday app?
    • No, you log in through DUO.

Troubleshooting

  • What if issues in Workday come up?
    • Use Zendesk to submit a ticket at finance.emerson.edu by clicking "Submit a Request."

 

Worktags

  • Will there be a full list of all the worktags? How do you search for worktag items?
    • Yes. You can use the Workday search bar or use data audit reports.
  • Do you have to start from the top/go in order when inputting worktags?
    • No, you can skip to driver Worktags and they’ll auto-populate most other worktags. Refer to the Cost Center Approver training for more information on driver worktags.
  • What are driver worktags?
    • Those are special worktags (projects, grants, gifts) that will auto-populate most fields for you. Though not considered a driver worktag, cost center will also auto-populate worktags. 
  • Are accounts now expense items and spend categories in Workday? What the difference between a spend category and an expense item?
    • Yes, expense items are a subset of spend categories. Which one you use depends on the type of transaction. Expense reports/Pcard transactions use expense items, and requisitions and almost everything else use spend categories.
  • Why are projects, gifts, and grants on the same line as activity?
    • Banner Orgs and Funds were broken down further, and now there are additional fields available in Workday for those items.
  • Will we be able to create project worktags by ourselves? Or are they premade?
    • Some placeholders exist for Office of the Arts, but otherwise, new projects should be requested using the Worktag Request Form.
  • Who sets up projects? Who do we contact to set up new projects?
    • Finance.
  • How does the location function work in Workday?
    • It’s used for tracking purposes and to monitor expenses from a building perspective.


Requisitions and Marketplace

  • Do we have access with our current logins to the marketplace vendors? Do you go through Workday for the Marketplace?
    • Yes, and yes.
  • Will the same vendors be available in Workday as in Banner? Will there be new ones?
    • Yes, all vendors will be brought over from Banner. No new ones will be added 7/1.
  • Will Workday keep track of all encumbrances now in real-time?
    • Yes so there’s no need anymore to keep track separately in shadow systems
  • Will the Marketplace automatically attach support?
    • Yes
  • Who has access to purchasing? Who has access to use their Pcards for purchasing?
    • People who have that access currently in Banner. They will have it in Workday.
    • Purchasing (ePO, requisitions, etc.) is limited to the "Requisitioner" role, so not everyone at the college will be able to make purchases. 
  • Will vendor/supplier numbers be the same in Workday?
    • They’ll be different since it’s going from an E number to a W number with fewer numbers. You can type in the vendor name to search as well, which may be easier.
  • Can you look at previous orders/purchases on the Marketplace?
    • Yes

 

Expense Reports, Pcards, and Wells Fargo

  • Are we able to change worktags for expense reports?
  • Will we get reminders for expense reports?
    • You will only receive notifications in Workday. 
  • Will there be monthly cutoffs like before?
    • No, just within 30 days of the transaction.
  • Will we be using the same cards or different cards?
    • Same cards
  • Are expense reports and Pcard recs auto-delegated to the person who does them for me now?
    • Individuals are responsible for them by default, but they can delegate it to someone else. Delegation must be initiated. Refer to the Cost Center Approver training slide deck for instructions on how to set this up.
  • Where do expense reports go for approval?
    • Expense reports are automatically routed for approval to your cost center approver and supervisor unless you’re charging to another cost center. If that’s the case, it gets sent to that cost center’s approver
  • Do we have to reconcile Pcards on a daily basis?
    • No, but you can if you want to. Reconciling Pcards is similar to before, but also simpler.
  • Do we have to upload receipts through Wells Fargo?
    • No, attachments are uploaded through Workday.
  • For expense reports (and Pcards), do we submit individual transactions or grouped statements?
    • Both work. It is up to your preference on how to do it.
  • Do we still need to attach receipts to expense reports? Is it recommended for under $50?
    • Yes, for over $50. It is recommended you still attach receipts for under $50 though not required.
  • Can we take pictures of receipts?
    • Yes, in the Workday app.
  • What is the memo field used for?
    • For expanding on the purpose of the expense for some forms (explained further in other training session).
  • Is there still a missing receipt form? Is it an electronic form now?
    • It’s still a paper form. You fill it out, scan it, and attach it to your expense report
  • Can you allocate Pcard recs to multiple cost centers? Can expenses be split? 
    • Yes, all worktags will work.
  • What’s the difference between an expense report and a Pcard reconciliation?
    • There is no difference in Workday. When you create an expense report, you can list what is for your PCard and what is only an expense reimbursement.

 

A/P Forms - Payment Requests & Reimbursements

  • Are we able to attach receipts and documentation to payment requests?
    • Yes.
  • Does everyone have access to create supplier invoice, reimbursement, spend authorization, etc. forms?
    • No, you need to have the Requisitioner role.
  • Will we still need signatures?
    • No, the approval process within the Workday system acts as the signature.
  • Can we see past supplier invoices (payment requests)?
    • Yes, including supporting documentation.
  • Do we get budget checked for payment requests?
    • Yes.
  • Can you save a copy of a payment request?
    • Yes, you can track it in the system (Find my XXX or in your archive section of your inbox in Workday).
  • Can you print a payment request?
    • Yes.
  • Can you copy a payment request?
    • Yes .
  • Are reimbursements auto-delegated to the person who does them for me now?

 

Roles and Approvals

  • Are roles predetermined in Workday?
    • Yes, based on what access you have in Banner but roles can be added.
  • Will cost center approvers have to approve transactions/expense reports/etc?
    •  Yes.
  • Can a 2nd approver be designated to a cost center?
    • No. However, reporting access can be granted to multiple people.
  • What is the threshold that cost center approvers approve?
    • $5,000 to $25,000.
  • Is there auto-approval for requests from cost center approvers?
    • Yes, if they initiate a transaction that is under their threshold ($25,000).
  • How does the chain of approval work?
    • Cost Center approvers have up to $25,000 approval, if it’s over then it goes to Executive level 1, level 2, level 3 etc. and those go in $50,000 increments. Transactions fitting into any of those thresholds must be approved by their corresponding approver.
  • When an approver gets sent things (transactions to approve, etc), what do they see?
    • Everything (all details) essentially. There’s an audit trail (process history) as well.
  • Can a cost center approver set up a proctor?
    • Yes, it will be called a delegation. You can delegate your responsibilities or split responsibilities to different people. Refer to the Cost Center Approver training slide deck for instructions on how to set this up.
  • I want to be a cost center approver. What is the process for that?
    • Contact your VP to get more details.

 

Budgets

  • Are there budget checks in the approval process?
    • Yes
  • Will budget allocations be the same as Banner? Are they going away?
  • How soon will transactions hit the budget?
    • It depends on the transaction, but they should happen in real-time.
  • For level 3 budget lines, should we do budget transfers to keep within budget?
    • No, but you can if you really want to since budget checks occur in level 2.
  • What happens when you are over budget at level 2? Can you still do transactions?
    • It stops the transaction until the budget is adjusted. Talk to your cost center approver or VP. Your cost center approver can do a budget amendment (adjustment).
  • Why are budgets loaded at level 3 when the budget checking happens at level 2?
    • For more accurate reporting and tracking purposes, and to limit the amount of budget amendments needed.
  • How do we do budget transfers?
    • Cost center approvers can initiate them. Refer to the "Budget - Budget Amendment (Transfer)" job aid for instructions.
    • There is the adjust accounting function as well for transactions that have already posted. NOTE: Do not move transactions to an incorrect set of worktags simply because budget exists. 

 

Financial Reports

  • Is there sorting and filtering in Workday with reports?
    • Yes.
  • Will reports in Workday be immediately available 7/1?
    • Yes for most standard ones. Specific reports from Cognos won’t be available right away. FY19 reports will still be in Cognos/SSB too.
  • Will everything (Finance archives) in Banner be in Workday?
    • Yes and no. Summary level will be in Workday, and Banner will have transactions.
  • Will all people see these reports for transactions?
    • We will have access set by hierarchy to be able to see certain parts of the hierarchy levels. Some people at a higher level will be able to see at a high level and drill down. There is restricted access for departments to ensure that Department X can’t see spend for Department Y.
  • Will we be able to create our own reports?
    • No, but you can request for reports to be made through Finance.
  • Will we only be able to drill down to the document level from 7/1 on?
    • Yes, for Workday. If you want to drill down, for previous transactions, go into Banner.
  • Can you export reports to Excel?
    • Yes.
  • Can we modify columns in reports?
    • No, since this is what you should look at.
  • Who do we contact for report requests?
    • Finance.

 

Miscellaneous

  • Will there be training guides?
    • Yes, there will be job aids that show you how to perform specific tasks. The powerpoints for the training classes will also be available. Refer to finance.emerson.edu and the Workday section.
  • Will chargebacks/interdepartmental transfer still be in Workday?
    • No, those go away for the most part. You can just directly charge the specific cost center, and it will be sent to them for approval by their cost center approver.
    • There is also the adjust accounting function if necessary. Refer to the "Accounting - Adjust Accounting" job aids.
  • Do months close out? What’s the process?
    • Yes. 5 days to get entries for department, 4 for Finance, 1 day for allocations
    • Year-end is an exception
  • Will Concur (College Travel Provider) be integrated into Workday?
    • Unfortunately it's not in our short-term plan but possibly in the future.
  • Will the process for departmental deposits be different?
    • No, it’s still the same (unless it is for a Customer Account). Submit the deposit to the Cashier with the updated deposit form, which can be found in the Cost Center Approver Job Aids.
    • If you are applying a deposit to a Customer Account, you need to submit a printed copy of the customer invoice along with the deposit.
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