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Workday Finance Summary FAQ

INTRODUCTION/MISCELLANEOUS

ACCOUNTING, COST CENTERS (budgets)

PROCUREMENT/PURCHASING

CREDIT CARDS (P-Card and C-Card)

GRANTS, AWARDS

INTRODUCTION/MISCELLANEOUS

Why Workday Finance?

Workday Finance is being implemented to allow the college and its employees to have better visibility into spending, better spending control via approval processes, and to help our procurement/purchasing department to make better decisions for the campus.

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Which Vassar employees are involved with Workday Finance?

The lead members of our Workday Finance Team include Candice West (expenses), Joe Bolander (budget), Patty Pritchard (grants), Rosaleen Cardillo (procurement), Dana Kleinhans (capital projects), Dana Nalbandian (accounts receivable, customers), and Angie Zalaznick (accounting and general ledger). 

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Will training be my only opportunity to learn about Workday Finance?

Although we highly recommend you make time to attend training, training materials are available online for all topics via http://workdayinfo.vassar.edu/  Y ou can visit or call (x7224) the CIS service desk in the College Center for assistance, and there will be drop-in hours where people from the Workday Finance team can answer your questions. Questions can also be emailed to workday@vassar.edu. 

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Will worklets for new Finance functions appear on my Workday homepage?

Yes! Worklets for procurement and expense functions will appear on your Workday homepage.

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Can someone’s Workday function(s) be delegated to another employee?

Yes, but only if the person delegating the work will be absent from campus, and only for a specified period of time. All requests to delegate will first go through an approval process.

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ACCOUNTING, COST CENTERS (budgets)

Are the budget numbers going to change?

Yes. To find your new number(s) use the master “crosswalk” document that lists your old number(s) from Banner and the corresponding new number(s) in Workday. [If a number is missing email servicedesk@vassar.edu]. More individualized crosswalks will also be provided to departments, offices, etc. 

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Where will I close out Fiscal Year 17?

Banner will remain open for all fy17 activities until 7/14.

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How can I analyze financial data in Workday?

Much of the financial data you are used to reviewing in “reports” can be viewed and analyzed right within Workday. For help with a specific data analysis need please submit a detailed request. Some data needs may require custom reports or the assistance of our Workday implementation partner.  

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How do I submit a direct payment (DP) request in Workday?

You will use the “Create Supplier Invoice Request” function in Workday.

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Will I still submit journal entries?

Journal entries are still possible in Workday and will automatically route to the accounting department for review and approval. Because Workday is configured so that you can more easily select the correct cost centers (formerly “orgs”) and spend categories (formerly “accounts”), we expect there will be a decreasing need for journal entries. 

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What budget information do I give Facilities Operations for a work request?

Facilities Operations must have the budget information provided in a specific way and order, so that it can be easily entered into its TMA ticketing system. If you are requesting Facilities Operations services as part of an EMS room reservation, submit budget information in the same way. Use this order and format:

Fund-Cost Center-Ledger Account-Function-Spend Category

NOTE: You will always use 62160 for the ledger account and SC6350 for the spend category when placing a work request.

Here’s one example of complete budget information submitted for a work order (be sure to include the prefixes associated with the Fund, Cost Center, and Spend Category):

FD1000-CC1234-62160-01-SC6350

Some work requests will also require including a worktag code in the budget information, if the work is being charged to a program, event, gift, grant, or other special budget category. In these cases provide the information this way:

Fund-Cost Center-Ledger Account-Function - Spend Category-Worktag

Here are examples of complete budget information when a worktag is needed (also include the prefix for the worktag):

FD1000-CC1234-62160-01-SC6350-PG100000  [for a program]
FD1000-CC2345-62160-11-SC6350-EV13579     [for an event]
FD1000-CC3456-62160-21-SC6350-ENA98765  [for an endowment/gift]
FD1000-CC4567-62160-31-SC6350-GR050505  [for a grant]
FD1000-CC5678-62160-41-SC6350-AV110185   [for a VSA activity]

For more about the new Workday budget information go to http://accounting.vassar.edu/forms/

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What budget information should I provide when I place an order with the Copy Center for copies or printing?

The copy center must have the entire new Workday budget information provided in a specific way and order so that the charges can be submitted at the end of each month. When submitting a copy center work order, all requests must be sent to copycenter@vassar.edu, or brought in person. Please include all parts of your budget number in the following order:

Fund-Cost Center-Ledger Account-Function-Spend Category

NOTE: You will always use 62130 for the ledger account and SC6134 for the spend category when placing a work request.

Here’s one example of complete budget information submitted for a work order (be sure to include the prefixes associated with the Fund, Cost Center, and Spend Category):
FD1000-CC1234-62130-01-SC6134

Some work requests will also require including a worktag code in the budget information, if the work is being charged to a program, event, gift, grant, or other special budget category. In these cases provide the information this way:
Fund-Cost Center-Ledger Account- Function-Spend Category-Worktag

Here are examples of complete budget information when a worktag is needed (also include the prefix for the worktag):

FD1000-CC1234-62130-01-SC6134-PG100000  [for a program]
FD1000-CC2345-62130-11-SC6134-EV13579     [for an event]
FD1000-CC3456-62130-21-SC6134-ENA98765  [for an endowment/gift]
FD1000-CC4567-62130-31-SC6134-GR050505  [for a grant]
FD1000-CC5678-62130-41-SC6134-AV110185   [for a VSA activity] 

For more about the new Workday budget information go to http://accounting.vassar.edu/forms/

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PROCUREMENT/PURCHASING

What is a Spend Category?

In Workday you will choose a “spend category” to specify the type of expenditure.

For example, copier paper will be “Spend Category: Office Supplies (SC6186)”. A spend category is like your account code, which was part of your budget number in Banner. 

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How do I get things purchased if I don’t have a purchasing card (P-Card)?

Create a requisition or work with your administrative assistant to make the purchase with their P-Card.
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Can I place online orders directly in Workday?

Yes! Orders via Amazon, Staples, Granger and B&H will be possible, as what Workday calls “punchout” purchases.
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Why is the college requesting that we create requisitions for all purchases over $1000, even when the purchase will be made on a P-Card?

This process will allow cost center (formerly “org/budget”) managers to have better visibility into how their budgets are being spent and help the college make better procurement decisions and deals with suppliers.

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What levels of approval are necessary for requisitions and expense reports?

$0 - $1000.00 Cost Center Manager
$1,000.01 - $5000 Cost Center Manager + Direct Report to Senior Officer
$5,000.01 - $50,000 Cost Center Manager + Direct Report to Senior Officer + Senior Officer
$50,000.01K + Cost Center Manager + Direct Report to Senior Officer + Senior Officer + CFO

NOTE: Approval steps won’t duplicate. For example, if the cost center manager is also a direct report to a senior officer, the approval will route one level above even at a lower dollar threshold or to the requestor’s manager depending on the case. You can check to see whose approval is still needed by using the “Process” tab within your completed requisition or expense report.

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What do I do if the supplier (formerly “vendor”) I want to use isn’t listed in Workday?

Please use the supplier intake form (linked here and also at accounting.vassar.edu) that you can send to the supplier to fill out. Once they complete the form and send their completed W-9 form via a secure dropbox upload, the supplier information will be added to Workday.

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Why is a W-9 necessary?

It is an IRS requirement that all suppliers submit a W-9 form BEFORE conducting business. Failure to do so can result in full or partial withholding of payment to the vendor, fines to the college, and non-compliance with IRS regulations.

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How can I request a blanket order?

Create a blanket order using the “Create Requisition” function in Workday, choosing blanket order as the “requisition type.”

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How will I make purchases against a blanket order?

Reference the purchase order (PO) number when you make the purchase.

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How do I confirm that I have received goods?

Use the “Create Receipt” function in Workday, referencing your purchase order (PO) information. This will let Accounts Payable know that it is ok to pay the bill.

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Can I do a partial receipt of an order?

Yes, you can do multiple receipts against one Purchase Order (PO).

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When would I use the “Create a Receipt” function on a contract?

For many contracts Vassar pays prior to receiving the service. So you should create a receipt for the contract once the contract has been finalized and is ready to pay.

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How does an employee get reimbursed for an out-of-pocket, non-travel related purchase?

They should request reimbursement via the "Create Expense Report" task in Workday (follow instructions online). NOTE: Purchases should typically be made on a Vassar P-Card or through your office’s/department's purchasing process.

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How does a non-employee get reimbursed for college-related travel?

Use the “Create Supplier Invoice Request” function in Workday to have reimbursement issued for them.

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How will students request reimbursements when they’ve purchased something for their coursework or organization?

Students should not make purchases out of their own pockets and request reimbursements. They should make the purchase on a P-Card, working with the administrative assistant of the related department/office or the treasurer of their student organization.

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How does an academic department get reimbursed by the Dean of Faculty Office for charges made on a department P-Card?

The department will choose the appropriate cost center (formerly “org/budget”) when reconciling the credit card charge.

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CREDIT CARDS (P-Card and C-Card)

Why did we return to a two-card credit card system?

The travel expense/reimbursement and procurement/purchasing functions are separate in Workday, so it was essential to return to a two-card system.

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If I have two cards, how will I know which one to use?

P-Cards will be used for all non-travel purchasing. C-Cards (corporate travel card) will be used for travel costs incurred before you leave and any purchases made while traveling  (e.g. airfare, conference fees, meals, taxis). In addition to using your C-Card for typical travel expenses, use it to make other purchases related to your business trip (e.g. printing services, a replacement USB device, or candy for your tabling event). 

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Can I still book travel on my P-Card?

No. Travel arrangements should only paid for on a C-Card.

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Can I use my P-Card to pay for something ordered with a requisition?

Yes. You can specify when you use the “Create Requisition” function that you would like to pay with your P-Card rather than having it paid by Accounts Payable.

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Will I still have to reconcile my P-Card In PaymentNet?

Beginning with your July statement you will no longer use PaymentNet. Instead you will “verify” your P-Card transactions right in Workday. The cost center (formerly “org/budget”) manager will be notified of all transactions. 

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Will I still have to submit my paper receipts to Accounting Services?

No. You will attach photos or scans of receipts to your expense reports and to your P-Card transactions right in Workday. You can take these photos and feed them directly into Workday using the Workday mobile app.

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Where do I reconcile my C-Card charges?

You will use the “Create Expense Report” function in Workday. Your C-Card transactions will be listed in Workday as line items, and you can choose which items correspond to the trip you are reporting on.  

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GRANTS, AWARDS

How do I find a grant in Workday?

You can search for grants in multiple ways: by the grant ID, the last name of the principal investigator, or by a few keywords of the grant description.

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How do I charge a grant for an expense?

In Workday you will choose the worktag that corresponds to a specific grant (formerly you would have charged a Banner Fund). Once you’ve chosen that worktag all other corresponding account information will automatically populate.

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Will I be able to see a budget report for a grant?

Yes, if you have an authorized “role” in the project. This will allow the person to run a report to see the total grant budget and all expenses that have been charged to the grant.

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What are “Internal Awards”?

In Workday, any award funded through the Dean of Faculty office, the Committee on Research, or the Carolyn Grant ‘36 Endowment Fund is considered an internal award. These are managed through the Grants office.

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How do I find my internal award in Workday?

You can search by internal award ID, last name of the person who owns the award, or by a few keywords of the description.

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