How to complete finance tasks
Learn where to complete tasks that are related to your work with Business Services. Some are within Workday, some processes have stayed the same.
| Accounts Payable – Purchasing and Payment | ||
| Process/Task | What’s Changed | Where to find detailed instructions |
| Submit an Invoice to be paid | Instead of sending an email, submit via Workday. | Workday Support: Supplier Invoice Request |
| Pay a Guest/Contractor – Standard Engagement Contract (SEC) | – New version of the eform. – Instead of getting approvals and submitting via email, now submit signed contract for payment via Workday. | SEC form and instructions |
| Request a Supplier to be added to Workday | Email Accounts Payable with request. | Request New Supplier |
| Wire Transfer | No Change | Wire Transfer Request |
| Travel Advance Request | No longer an eform, now Spend Authorization in Workday. | Workday Support: Create Spend Authorization |
| Purchase Order (PO) Request | No Change | When To Use a Purchase Order |
| Information Updates | ||
| Provide/Update ACH info: Suppliers | No Change | Submit Direct Deposit / ACH for Suppliers |
| Provide/Update ACH info: Student Employees | Now in Workday. Student employees can update their information in their Workday profile. | Workday Support: Maintain Payment Elections |
| Provide/Update ACH info: Students (NON-employee) | New eform. (Temporary while Banner continues to be the system of record for Non-Employee Students.) | Submit Direct Deposit Authorization for Students NON-employee |
| Submit W-9 | No Change | Submit W-9 securely |
| Reimbursements | ||
| Reimburse an Employee | Use Expense Report in Workday for all amounts. OR if the amount is less than $50 and you would like cash back, use the Petty Cash form. | Workday Support: Create Expense Report Petty Cash Request |
| Reimburse a Supplier | Submit receipts with Supplier Invoice Request in Workday. | Workday: Supplier Invoice Request |
| Pay/Reimburse a Student | New version of the Check Request form. Still email to Accounts Payable to submit. OR if the amount is less than $50 and you would like cash back, use the Petty Cash form. | Check Request Petty Cash Request |
| Accounting | ||
| Journal Entry (JE) | New version of the JE spreadsheet, use Worktags instead of FOAPALs | Journal Entry |
| Account Codes (FOAPALs / Worktags) | Instead of FOAPALs, now use Worktags. | Workday / Worktag Orientation |
| Purchasing Card (Pcard) | ||
| Pcard Reconciliation | No longer Wells Fargo, now Expense Report in Workday. | Workday: Create Expense Report |
| Taxable Prize/Gift Card | ||
| Taxable Prize/Gift Card | No Change | Taxable Prize or Awards/Gifts |
| Cash and Cashiering | ||
| Cash Box Request and Cash Box Return Deposit | No Change | Cash Box Request and Cash Box Return Deposit |
| Deposit Check or Cash | Updated form with Worktags will be available. | Department Deposit |
| Cash Advance Request and Reconciliation | No Change | Cash Advance |
| Petty Cash Reimbursement (less than $50) | No Change | Petty Cash Request |
| Finance Reporting | ||
| Workday Finance Report user access | Request access to view Finance reports via Workday. | Finance Reports in Workday |
| Workday Finance Reporting Guide | Guide to run finance reports via Workday | Finance Reports in Workday |
| Taking Payments | ||
| Marketplace – online payments | Creating eMarkets for collection of money for sales of services or items. | Accepting Payments – Online/Remote Payments |
| In-Person Payments | Request to loan a credit card system for college related events. | Accepting Payments – In-Person Payments |