Finance FAQs

Some worktags will have similarities in the name, but the number string will be different. The best way to identify your new worktags will be the crosswalk, which will be provided closer to go-live. This will help you understand which worktags relate to the existing funding strings.

If a transaction has an inaccurate worktag, the approver can send it back to the person who created the request.

All worktags are accessible by everyone in the organization, ensuring everyone can quickly accomplish their work. Features such as My Worktags, thoughtfully structured drop-down selections, and dynamic searching enable everyone to quickly find the worktags they need.

Yes, Workday lets you easily track all your financial transactions through the approval process. Additionally, notifications and dashboards provide real-time updates at a glance.

Users who need to view salary information as a part of their job duties will have the security access required to view salary information for the employees that they support, both within their department and across the University.

Workday will automatically add additional worktags based on the driver worktag entered. In cases where you need to select additional worktags that don't auto-populate, the system will prompt you to enter any missing worktags. This will help ensure that all worktags are in place and improve consistency with financial activities across WVU.

Workday provides several ways to ensure a transaction has the right worktags. Related worktags auto-populate after a driver worktag is selected so you don't need to choose them. Many business processes that use worktags will include reviews and approvals, which let users update worktags before a transaction is finalized. Validations during transactions will also ensure that any additional worktags you select are appropriate for the transaction.

The project team is conducting an extensive mapping exercise to connect driver worktags to the appropriate related worktags. As new driver worktags for Grants, Gifts, Programs, and Projects are added after go-live, a standard process will be followed to continue mapping the driver worktag to the related worktag.

A business purpose is required for purchases made with grant funding. Workday will show a validation, or reminder, prompting you to enter the business purpose in the Internal Memo field.

No, but that level of detail will still be captured, just categorized a little differently. In Workday, line items will be rearranged and categorized at a higher level in Workday, with spend categories capturing details. Funding string combinations will be mapped to driver and related worktags.

Yes, Workday supports split funding across multiple funding sources for expenses and requisitions.

Both state PCards and Research Corp. PCards can be reconciled in Workday. Foundation PCards will continue to be reconciled in existing systems.

For PCard purchases, on-screen validations will guide you, ensuring the expense report matches the "Company" you charged the PCard expense to. Additional validations based on the worktag you select will ensure that the Company in the expense line and expense header are correct. You will need to select Company after you have selected Worktag.

You will be able to submit a reimbursement request in the Expenses Hub. The direct deposit for employee reimbursements should be processed within a few days after the report is fully approved.

Designees in existing WVU systems won't transfer over to Workday. New delegations for all tasks, including expense management, will need to be set up when Workday is live. This includes administrative assistants who support faculty and PIs who rely on delegates for tasks.

The person assigning a delegate can select whether to receive notifications on the expense report status after it's been submitted, including if it's been sent back for editing. If a delegate submits a report on your behalf it will route to you as the first approval step.

There will be ways to do this for most circumstances. This will be an area covered in training as we get closer to launching Workday.

PCard purchases will be loaded into Workday from the bank and reconciled on an expense report.

Many of the worktag names are similar to today's funding strings. You can begin by searching within the field using the values that you use today. However, we will have additional resources that show you the exact match of today's funding strings to tomorrow's worktags.

No. Workday does not come with an “Other” worktag for exceptions.

All Foundation Gifts will be captured in "Gift" worktag, which will be used on the expense transaction. These expenses will be billed to the Foundation monthly.

The business reason field will be used for the business purpose. The memo field and comments can also be used for additional notes.

PCard information such as your account number, card status, expiration date, and transaction limits will be available to view in Workday on your worker profile. More details on card information will be available closer to go live.

Supervisor approval for non-grant funded travel will continue to be conducted outside of the system. If users would like to attach approvals to their expense report, they are free to do so at the line level or at the top of the expense report.

The user will need to enter the worktag before submitting the expense report; however, those within the approval workflow will have the ability to change the worktag during their step.

The expense item and spend category will be reportable fields which would be similar to the line item/expenditure type today.

Travel reports do not need to be separate, and there is no limit system limit on the number of reports you can submit within one week.

A courtesy rate will not be available for selection as a specific second rate. However, you can reduce the distance of the trip through the "trip distance including diversions" field.

The Trip Distance Including Diversions field can be used to alter the distance traveled.

There will be a specific expense item for travel transportation and tolls.

Per diem will be similar to the current process, where you will select your travel destination and the per diem rates for that location will populate. WVU would prefer you add all available travel expenses for a trip into one expense report (hotel, meal per diem, mileage, airfare, etc.).

Cancelling a purchase order or purchase order line will be similar to today's process, and the Procurement team can work with you in contacting the supplier.

Yes, a change order will be need to be submitted via a request form in Workday if the funding on a purchase order needs to be updated.

Catalog orders only route to Procurement if the order is over $50,000. This should be a small number of catalog orders.

Confirming orders will be submitted as a Non Catalog requisition, with a requisition type of "After the Fact".

Yes, it will. You can complete receiving either when the service is fully provided at one time or through multiple receipts if the Supplier requires payment as the work is done.

If the supplier isn't already registered and needs to register through the state-managed Oasis system, the timeframe will remain the same as today. However, employees requesting new suppliers will have greater visibility into the new supplier request process via status updates.

The Deliver To addresses will be pre-populated in Workday based on WVU's building addresses.

Invoices paid using the Direct Pay form today will be submitted as Supplier Invoice Requests in Workday.

For segregation of duties and internal control reasons, if you create a requisition which you can potentially approve, Workday will have alternate routing set up to route to another approver.

The system will check for duplicate invoices, and reporting will be available to see your purchase orders and invoices.

Yes. You'll use the Internal Memo field on a requisition.

Yes, validations will be in place to flag when a requisition requires an attachment. Workday will provide a message detailing which missing information is needed, allowing you to modify the requisition before submitting.

Payments from one department to another will use the Internal Services Delivery process in Workday.

The driver worktag you select will determine the funding for the requisition. For example, you can specify whether the funding is from a Grant by selecting a Grant driver worktag.

In Workday, access to information is determined by an employee's assigned security role(s), not by their job title or position. For example, if you are assigned a worktag manager role, you can view all requisitions costed to that driver worktag. Employees without specific security roles will only be able to see their own requisitions.

Yes, you will see the worktag manager within the process history once a requisition is submitted.

The policy for off campus shipping will be the same as today and will not change with Workday.

The Line Item today will be captured via the Spend Category field in Workday.