Training and Documentation

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Accounts Payable Guides

Type	Guide	Description


		A graphical and table view of the order of approvals for spend transactions.
		A note on enhancements made to the supplier registration request process, providing additional Workday alerts to supplier requesters.
		A guide for submitting invoices for payment that are under $5,000 and the supplier record already exist in Workday. Commonly referred to as an "SIR".
		A video guide on how to submit invoices for payment that are under $5,000.
		A guide on how to submit a spend authorization request, which is an optional task to seek preapproval for expected expenses. The spend authorization is also used to request for cash advances.
		A video guide demonstrating how to submit a spend authorization request, which is an optional task to seek preapproval for expected expenses. The spend authorization is also used to request for cash advances.
		How to submit more than one supplier invoice that belongs to one Purchase Order (PO).
		A guide on how to submit an honoraria payment request.
		A guide on how to check the payment status of a supplier invoice you have submitted.
		How to submit student reimbursements, student stipends, or student awards.
		A notice required to be provided to students receiving stipends.
		A guide for submitting out of pocket reimbursements, or reconciling T-card transactions using the Expense Report functionality.
		A video guide for submitting out of pocket reimbursements, or reconciling T-card transactions using the Expense Report functionality.
		A guide on how to view all expense reports you have submitted, along with how to action on any draft or in-progress expense reports.



		A guide on how to use the Distance Calculation functionality to get reimbursed for mileage in an expense report.
		A guide on how to complete an expense report for ADA travel.
		For users that have reporting access to one or more Cost Centers (including Cost Center Hierarchies), this guide shows you how to view expense reports by Cost Center for any specified transaction date range.
		An in-depth guide on the P-card transaction verification process, including explanation of the workflow, common issues, and verifying P-card transactions as a delegate.
		This is a step by step guide for on how to reconcile your P-card transactions in Workday using the Verify Procurement Card Transactions task.
		How to view or edit P-card Transaction Verifications you have created. This is especially useful if you began a verification but did not submit it, and want to go back in to complete and submit the transaction verification.
		Quick guide on what transactions are allowable on each card type.
		How to set up direct deposit for out of pocket reimbursements.

Financial Systems and Accounting - Chart of Accounts and FTAR Guides

Type	Guide	Description
		Chart of Accounts + Revenue and Spend Category information
		What is an FTAR (Financial Transaction Adjustment Request) and how do you submit one?
		A guide on which ledger account and spend/revenue category to use for various types of fund transfers.
		How to add a memo to a completed transaction.
		This document details what security roles are needed to be able to submit accounting adjustments.
		Certain transactions can have their accounting adjusted so you don't have to submit a separate FTAR.
		Video demo on how to request an accounting adjustment.
		How to use the Create Journal task to submit a Financial Transaction Adjustment Request (FTAR)
		Video demo on how to use the Create Journal task to submit a Financial Transaction Adjustment Request (FTAR)
		Guide on which worktags to use to charge other Cost Centers via an FTAR.
		Each Cost Center is assigned a Finance Representative to help with accounting entries and other accounting-related tasks.

Financial Systems and Accounting - Customer Invoicing

Type	Guide	Description
		Customers in Workday are entities that render services from 91��Ƶ, which we then invoice them for payment. Learn how to use the Create Customer task to first create a Customer record in Workday so that customer invoices can be created. The Customer Account Specialist security role is required to access this task.
		Learn how to use the Create Customer Invoice task to generate a customer invoice for an existing Customer record in Workday. The Customer Invoice Specialist security role is required to access this task.
		A guide on how to view the payment status of customer invoices for a particular Customer record. The Customer Invoice Specialist security role is required to access this task.
		A guide on how to run the report 91��Ƶ FIN My Customer Invoice Requests to view customer invoices you have created. The Customer Invoice Specialist security role is required to access this task.

Financial Systems and Accounting - Financial Reporting Guides

Type	Guide	Description
		Listing of all commonly available financial reports.
		A set of slides explaining how reports function, how to navigate reports, drill down into data, and how to export data into Excel or PDF.
		A step by step guide on how to run various reports for internal grants.
		A guide to using the 91��Ƶ FIN Community Reports menu item.
		How to use the Worktag Dashboard, an optional dashboard for tracking supplemental worktags such as Activity, Assignee, Funding Resource, Location, Term, Region
		How to export report data into Excel.

Financial Systems and Accounting - Grants

Type	Guide	Description
		Internal Grants are 91��Ƶ-funded grants. This guide provides information on the workflow of internal grant creation, maintenance of internal grants, and how to use internal grants in a Workday transaction.
		This guide walks you through how to run various internal grant reports. If you are a Principal Investigator (PI) of a grant, you automatically have access to internal grant reports for your grants.
		This worksheet is used for requesting more than 10 new internal grants at one time. Please refer to The Internal Grant Guide for more information.
	Sponsored Projects Office	Link to the Sponsored Projects Office for information regarding External Grants.

Financial Systems and Accounting - Recording Cash and Checks Received

Type

Guide

Description

The Record Cash Sale task is for recording non-invoiced, non-gift, and point-of-sale revenue via cash or check payments received.

The Department Deposit Specialist security role is required to access this task.

Learn how to a report in Workday to view Cash Sales you have created.

The Department Deposit Specialist security role is required to access this task.

Financial Systems and Accounting - Using Workday

Type	Guide	Description
		You must be connected to 91��Ƶ's Cisco AnyConnect VPN prior to logging into Workday to access/use financial business processes if you are not on the campus internet connection
		The Workday search bar, by default, does not search for every transaction/data type, which may cause the user to think they don't have access to the searched item. This guide shows you how to adjust search settings to make certain transaction types (ie. Expense Reports) to appear automatically when searched.
		You can change how often you receive emails notifying you of outstanding Workday inbox items.
		Learn how to open items in a new tab by right-clicking them to save you time.
		This guide shows you how to set up delegates in Workday, either to begin a transaction on your behalf, and/or to action on your Workday inbox items on your behalf.
		Learn how to access the delegated inbox after someone makes you their delegate in Workday.
		Learn to change how often you receive email notifications for outstanding Workday Inbox items.
		Certain transactions can have their accounting adjusted so you don't have to submit a separate FTAR.
		A glossary of common terms in Workday and what they mean.
		Worktags determine where each financial transaction is allocated - which Cost Center, which Gift, which Grant, etc. Use this reference guide to learn how each Worktag is used.
		Each spend transaction in Workday goes through a set of automated approval workflow. This document shows who approves what, based on worktags used in the transaction and the dollar amount of the transaction.
		A list explaining each standard financial approval role.

Procurement Guides

Type	Guide	Description
		A guide on the entire procurement process.
		A guide on the punchout process and how to use the punchout in Workday to order from a punchout supplier.
		Video recording of our monthly procurement training.
		A list of common purchase requests with the preferred method to procure them.
		Contains frequently asked questions on expense reimbursements and procurement.
		A guide on how to create a requisition in Workday, which is the starting point of the procurement workflow.
		A video guide on how to create a requisition for a punchout order.
		A video guide on how to create a requisition for a non-punchout purchase.
		A guide on how to look up and action on requisitions you created.
		Specific instructions for JST (Jesuit School of Theology) units to set up delivery to the JST campus for punchout orders.
		A guide on how to submit a return or replacement request on a fulfilled Amazon punchout order.
		Staples and Blaisdell's orders use desktop delivery, meaning orders are delivered directly to your office. This guide shows you how to select your desktop delivery address during the requisition creation process.
		A guide on how to order computers and peripherals using the Dell and Apple punchouts.
		A guide on how to create a requisition for using an independent contractor.
		A guide on how to submit catering orders with Bon Appetit, the university caterer.
		Use the Create Request task to submit a request to create a new supplier record in Workday so they can be paid. Requires the Payment Requestor security role.
		A guide on how to submit a request for honoraria.
		For users that have reporting access to one or more Cost Centers (including Cost Center Hierarchies), this guide shows you how to view Requisitions by Cost Center for any specified transaction date range.
		A receipt is a task/document created in Workday to confirm that ordered goods are received or services were completed, which clears the supplier invoice to be paid by the university.

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