Expenses - Welcome | Workday@Yale · Expenses Workday@Yale March 21, 2017 ... (Oracle and other...
Transcript of Expenses - Welcome | Workday@Yale · Expenses Workday@Yale March 21, 2017 ... (Oracle and other...
Expenses
Workday@Yale
March 21, 2017
• Spend Authorization
• Cash Advance (Travel &
Expense Advances)
• Expense Report (EMS)
Processing
• Payment Election
Enrollment
Agenda
• Welcome
• Overview
• Workday Roles
• Key Changes from Current to Future State & Demo
• Spend Authorization
• Cash Advance (Travel & Expense Advances)
• Expense Report (EMS) Processing
• Payment Election Enrollment
• Q & A
• Next Steps
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Test the System
Learn their assigned areas
of the systemProvide User Support
Participate in this
Community of Practice
Serve as a Liaison
Before Go-Live
“Focus on Readiness”
After Go-Live
“Support Users”
Local Workday Gurus:community of users who can provide business
process support as a part of their current role.
Early Adapter Coach
Change Partners:feedback and communications channel
between their business unit and the Change
Management team.
Ambassador of Change
Learn about the Changes
Serve as a Liaison
Direct Users to Help Resources
Supporter Listener
Lead User Training
Change Network Roles
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• Early opportunity to collectively study a specific Workday topic
• Come to a deeper understanding of the topic through interactive questioning and dialogue
• Exposure to the Workday system via demos, when possible
• Become fluent in the concepts and information covered in the session
• Concepts and information presented today may change as Yale continues to improve the configuration of Workday
Knowledge Sessions Objectives
Success depends on participation!
If you have a question, please ask.
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Online Videos
Financials Overview
Chart of Accounts (COA) Overview
Introduction to Worktags
Reporting
Overview of Workday
Core Concepts
Software as a Service
Configuration vs. Customization
Tenant
Supervisory Organizations
Roles
Business Process
Employee Self Service
Delegation
Inbox
Prerequisite Foundational Core Concepts
Additional resources are available at workday.yale.edu5
Simplify and standardize processes
Make it easier to get work
doneand harder
to make mistakes
Minimize administrative
work for faculty,
studentsand staff
Lower operating costs and improve
effectiveness
Provide accurate, trusted,
and timely reporting
Why Workday?
Role Name Brief DescriptionLegacy Role (Oracle and other
legacy systems)
Employee (Self Service) Prepares expense report N/A
Cost Center P2P Approver - $1KApproval authority for Procure to Pay business processes up to $1K
Oracle Invoice Worklist approversOracle EMS/iExpense approvers
SciQuest approvers
Cost Center P2P Approver - $10K Approval authority for Procure to Pay business processes up to $10K
Oracle Invoice Worklist approversOracle EMS/iExpense approvers
SciQuest approvers
Cost Center P2P Approver – UnlimitedApproval authority for Procure to Pay business processes
- Unlimited dollar amount
Oracle Invoice Worklist approversOracle EMS/iExpense approvers
SciQuest approvers
Cost Center P2P PO Specialist Prepare and view PO Change Orders N/A
Cost Center P2P Invoice SpecialistReview and edit invoices PO "match exception" requires receipt verification (aka
"Receiving") or otherwise routed to department for reviewOracle Invoice Worklist user
Cost Center AP SpecialistPrepare and view certain decentralized AP transactions including Supplier Set Up
Requests and Supplier Invoice Requests (aka Check Requests).Procurement Vendor Setup Approvers
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Expenses Roles
Role Name Brief DescriptionLegacy Role (Oracle and other legacy
systems)
Cost Center Financial AnalystPerform financial reporting functions for assigned Cost Centers,
with NO payroll details.DWH1-View Financial Info (current state includes
payroll details with this role)
Cost Center ManagerApproval authority for finance business processes including non-
grant journals, manual ISP billing journals, non-grant PAAs, AR write-offs, business asset (MEI) transfers
Oracle:YUGL_Phase 2 Staging Manager w/no GC xfers
YUGL_JSA_Department_Grant_ApproverYULD_Phase 2 Dept Manager With NO Grants
YULD_Department_Grant_ApproverYULD STUCAS Dept LD Accountant With Grants
Grant Manager
Approval authority for grant financial business processes such as cost transfers and subaward invoice approvals. This role is
assigned by OSP to individual(s) in the owning BusOps department during the grant set up process.
N/A
Expenses Roles
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Spend Authorization - Future State Process Flow
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Create Spend Authorization
Reviews / Approves
Employee as Self
or Delegate
Cost Center P2P
Approver
1K / 10K /
Unlimited
Reviews / Approves (over 25K)
Controller
Spend Authorization Created
(Cash Advanced)
Workday Activity
• The Workday Spend Authorizations is used to…
Request a Cash Advance for travel, or paying study subjects
Request authorization to commit funds
• Spend Authorizations replace today's cash advances.
• Staff may request cash advances in the form of…
Cash Advance Request (checkbox)
Cash Picked up Treasury
Check
Prepaid Gift Card
Prepaid Reloadable Debit Card
• Expense reports are submitted against the Spend Authorization (Creation Options)
Spend Authorization – Key Changes
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Expense Report - Future State Process Flow
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Create Expense Report
Reviews / Approves
Employee as Self
or delegate
Controller
Approves (50K +)Expense
reimbursed or deducted
Automated
Transaction Posted to Financial
Statement
Approves (Embargoed Countries)
OFAC Compliance
Expense Data
Entry Specialist
(YSS Clients)
Cost Center P2P
Approver
1K, 10K, Unlimited
Conditional Approvals
Reviews / Approves
Workday Activity
• Expense Management System (EMS) is being retired
• Receipts, if required, are attached directly to the Expense Report (no more faxing) either at the line level or at the header of the expense report.
• The YSS role has changed:
Departments who use YSS for expense reports entry will now input information directly into Workday instead of via an email transmittal form.
YSS will review the expense report directly in Workday
• Messages to employees regarding their expenses will appear in their Workday Inbox and Notifications. Email will no longer be used.
• Requestors (spenders) will certify only their expense reports includingout-of-pocket expenses and/or personal expenses charged to their P-Card.
Expense Report – Key Changes
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• Expense report approvers can take action via their Workday Inbox which is also available in the Workday Mobile App.
Spenders may continue to transmit images of their receipts to their preparers via email.
• Charges are now designated by expense item. A line memo is required only on personal charges.
• Current employees had their existing payment elections converted when Workday HCM went live in July 2015. New employees are required to make an election during onboarding.
Expense Report – Key Changes (continued)
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• Delegations will be pre-loaded into Workday and available for Workday Expense
reporting.
• Current state Self-Assigned Assistants will be converted prior to Go-Live as
Workday Delegates.
• A delegation process is under development by which distributed departments
may request delegations on behalf of employees.
• After Go-Live, employees may request delegation of their expense report
preparation.
• The Workday Mobile App is available to photograph receipts, submit expenses
and certify your own expense report.
Expense Report – Key Changes (continued)
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Training Guide
Auditorium Session
Instructor-Led Training
Web Simulation
Coaching/Clinic Session
Web-Based Training
Quick Guide (QG)
Training
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Support
You will have support!
• Local Workday Guru’s are embedded in your department
• Workday.yale.edu provides access to quick guides, web-based training, and additional supporting documentation
• Yale Shared Services (YSS) will provide tier-one helpdesk support through the Finance Support Center (FSC)
• Heightened support will be provided from July through October
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Session Feedback
Tell us what you think!!
Please complete the short anonymous survey
that will be emailed within the next 24 hours.
To download a copy of today’s presentation,
please visit workday.yale.edu.
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• Become an ambassador of change
• Grow your network and take some time to meet other Local Workday Gurus
• Topics for next Knowledge Building Session
• User Acceptance Testing April 17 – May 19
Testers who are selected will be notified soon
• End User Training begins May 22 (tentative)
Local Workday Gurus are encouraged to attend training that is specific to their
business area
This will help you to continue to become comfortable with the content
• Local Workday Guru Preparation for Go-Live begin June 5 (tentative)
What’s Next
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