Post Archive
December Workday Functionality Updates
December 9, 2024
Amazon Approvals and Cancellations
Amazon orders must be approved by your Cost Center Manager and cannot be delegated. Please ensure timely approval of all Amazon orders and work closely with your Cost Center Manager to obtain necessary approvals to avoid cancellations. Unapproved orders will automatically close after seven calendar days.
Travel Credits or Refunds
When reconciling a commercial card credit or refund for a travel expense, reconcile travel credits/refunds as a single item. This will streamline the process and eliminate the need for spend authorization.
Expenses Hub Sidebar
A convenient sidebar has been added to the left-hand side of the Expenses Hub screen. This sidebar provides quick and easy access to:
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Expense Reports
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Expense Transactions
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Spend Authorizations
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Payment Elections
If you have not added the Expenses Hub to your apps, open the Menu on the left side. At the bottom, click “Add Apps.” Search for Expenses Hub and click the plus sign…
November Workday Functionality Updates
November 5, 2024
Amazon Receipts
When you receive your Amazon purchase, remember to keep the packing slip. You will need it to close the purchase in Workday. To do this, create a receipt in Workday to confirm you have received the items and the correct quantity. For step-by-step instructions, click here.
Expense Report Itemizations
If you need to split an expense between two Cost Centers, click "Itemization" on the expense line. This option is only necessary when dividing costs between multiple funding sources. For detailed instructions, click here.
Spend Authorization Close-Out
Before any university travel, a Spend Authorization is required. This authorization approves and reserves funds for your travel. Once you have reconciled all of your expenses against the authorization, you must close the Spend Authorization to release any remaining funds into the budget. Click here for a step-by-step guide on closing out a Spend Authorization.
Need help? Our team can meet with you individually to walk through…
Workday Project Updates
October 23, 2024
Resources and Updates
The Workday project team continues to update and add to the job aids, quick guides, and frequently asked questions. One new addition to the Workday resources is the Finance and Business Office Glossary. The glossary provides additional context with Workday terminology and roles related to the financial components. If you need to submit a request for consideration for a change of Cost Center, Program, or Gift, please submit this Google form. Each request will be reviewed by the Finance Office. Priority will be given to requests with urgent business needs and any requests deemed necessary to reflect the state of an area's budget in our old system. Requests for the creation of new Worktags will not be prioritized unless requested through your Vice President.
We know that budgets are of top interest to many. Stay tuned for upcoming information about budget training sessions. These materials and resources are in development.
Need help? Our team can meet with you individually…
Workday Training, Open Labs, and Workday Resources
September 24, 2024
Workday Training and Open Labs
This week, we start our fourth week of Workday workshops, focusing on Purchasing and Expenses and Recruiting for Staff (staff and student) Positions. Join us at one of the ongoing Open Lab sessions to ask questions and get help with Workday logins, mobile app setup, and Microsoft Authentication.
Need more information? Check out the online Workday Training Calendar, or add it to your Google Calendar by clicking here.
Workday Resources
A comprehensive suite of resources has been created and will continue to be built out over the upcoming weeks to help the DePauw community navigate Workday. Please visit the Workday Support site at https://www.depauw.edu/it/workday/support/ for the following:
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Job Aides: Detailed step-by-step guides to common Workday tasks.
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Quick Guides: Reference materials for frequently used Workday functions.
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Recorded Training Sessions: Archived training sessions for review and reference.
We encourage you to explore these resources…
Managing student employees in Workday: Supervisors, Timekeepers and Recruiting Coordinators
September 17, 2024
As we prepare for the Workday launch, we wanted to share information with you about supervision of student employees.
To be a supervisor of student employees you must already hold a supervisor role for a regular employee.
Managing student employees in Workday: Supervisors, Timekeepers and Recruiting Coordinators:
In Workday, every person that has an employee that reports to them is considered a Supervisor. Workday creates a Supervisory Organization for each supervisor. For managing student employees, there are two additional position types, as noted below:
Student Employee management positions types:
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Supervisor = Supervisor of record, responsible for managing student employees.
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Timekeeper = Oversees and approves timecard, can act as student employee leader.
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Recruiting Coordinator = Requests positions and completes requisitions for posting jobs on the Workday Student Job Board, This person does not have to be a Supervisor, i.e. the Timekeeper can also be assigned as…