CHANGES ARE COMING!! Finance

SmartTags Replacing Indexes

Current New with Workday! In Banner, we use an Index code to default in the full accounting string required to post a financial transaction. The Index is equal to the fund or the organization code depending on the fund type.

In Workday, we will use a shortcut called the SmartTag to provide the same assistance in defaulting in the full accounting string to post a financial transaction that we currently use the Index for in the banner system. The SmartTag will not be intelligent numbering but rather a random sequence that will be appropriately named so that it is recognizable. The SmartTag is intended to be simply a shortcut for data entry and will not replace other key elements of the Financial Data Model for reporting and summarizing financial information.

Journal Entries

Current New with Workday! Currently, departments complete a paper Journal Entry form, attach paper back up documentation, obtain the appropriate fund signor signature for both the debit and credit and submit to the Controller's Office. The Controller's office reviews to verify appropriate signatures, sufficiency of the backup documentation, and accuracy of the Index/Account. A member of the Controller's office data enters the journal entry into Banner where it is then approved and posted by someone in the Journal Approval Queue.

The process in Workday is electronic. Departments will have a position with the designated role of Cost Center Accountant. The Cost Center Accountant will have access in Workday to create a journal entry. The Cost Center Accountant will enter the data, scan and attach the backup documentation (all within Workday) and submit the journal. This will kick off the approval process within Workday and automatically route to the position with the role of Cost Center Manager (or their delegate) for approval. The Cost Center Manager will approve by submitting the process to route to the Controller’s Office. The designated position(s) with roles as Accountant or Accounting Manager in the General Accounting department will review for sufficiency of backup documentation as well as the accuracy of the SmartTag/ Account/Worktag and will provide final approval for posting.

Travel

Current New with Workday! In the Travel and Expense Module of Banner a traveler or their delegate must submit a Travel Authorization (TA) before traveling; this may be in the form of a onetime or blanket TA. Banner permits a delegate to assign themselves to a traveler to initiate or submit requests on their behalf. Once a TA is created by the traveler or his/her delegate it is routed to the traveler’s supervisor and then fund signor for approval. After the traveler returns a Travel Reimbursement (TR) is submitted for reimbursement of travel expenses. Both refundable and non-refundable expenses are listed in the TR such as and purchases made with a personal credit card and PCARD purchases. Similar to the TA, the TR is submitted by the traveler or his/her delegate and approved by the supervisor and then the fund signor. Banner currently allows multiple TA to be used for reimbursements.

In Workday, all travel will occur via Spend Authorizations and Expense Reports. Spend Authorizations must be submitted and approved by the Traveler or the Traveler's Delegate prior to the date of travel. A delegate can be appointed electronically in Workday with supervisor approval in someone's absence or until revoked. Once the Traveler returns from their trip, either the Traveler or their Delegate will create an expense report within 10 business days of their last date of business travel. All relevant worktags will need to be selected as well as the start and end date of the trip. All supporting documentation and receipts are required to be attached to the Expense Report. A smart phone or tablet can be used to take pictures of receipts which can then be submitted. Once the Expense report is submitted it will route to the Cost Center Manager for approval. Once the Expense Report is approved, it will route to the Settlement Desk for payment.

PCARDS

Current New with Workday! Presently, PCARD transactions are uploaded from the previous day to the Banner PCARD module. The file is uploaded by Financial Information Systems generating a timestamp which is e-mailed to the department PCARD approver. The PCARD approver enters this into Banner to generate a log of PCARD transactions specific to their Org. The approver reviews the credit card charges to ensure the expense is allocated to the appropriate index and account and the expense complies with state and university regulations. Once all charges are reviewed the approver gathers the requisite documentation from the purchaser justifying the transaction and verifying receipt of the goods and/or services and approves the charges.

PCARD transactions from the previous day will be loaded into Workday from the Bank file. The Z number of the cardholder will be matched against the Z number of the employee record. The charges will then be loaded onto that employee’s record. There will be a checkbox next to each transaction. The employee will select the transactions that are applicable for that particular purchase or against a particular spend authorization and create an expense report. Once the expense report is submitted, it will route to the Cost Center Manager (CCM). The CCM takes the place of the PCARD approver. The CCM will have to approve within the 10 day timeframe that the transaction was loaded onto the employee record, in accordance with regulations.

Human Resources

OWL Card

Current New with Workday! Currently possession of an OWL Card is optional for any employee classification. AMP, SP and Full time (9, 10 or 12 month) Faculty who wish to get an Owl Card can do so without incurring any charge. OPS (non-students) can also get an Owl Card with a charge of $10. Replacement cards can be obtained at a cost of $15.

Effective on or about 7-1-2015 all current employees and future hires will be REQUIRED to get an OWL Card. There will continue to be NO charge for the OWL cards for AMP, SP and Full-time (9, 10 or 12 month) Faculty. OPS employees (including Adjuncts) will be required to purchase an Owl Card as a condition of continued (and future employment as it relates to new hires after 7-1-2015) employment. Replacement cards can be obtained at a cost of $15.

OPS Hourly Timekeeping

Current New with Workday! Hourly OPS employees fill out a paper time card and the Timekeeper enters the hours into Banner. The Student Union, Campus Recreation, and Buildings/Grounds/Utilities use time clocks and the Timekeeper transposes the time to Banner.

All hourly OPS employees will Check In/Check Out in real time in Workday. They will do this at a designated computer if they do not normally work at a computer. Departments currently using other timekeeping systems will no longer use them. Their Supervisors, or designee, will approve the time entered and the employee will be paid for approved time. The positions designated as Timekeepers will manage the process for the departments but will no longer enter the time for OPS hourly employees.

SP Time Management

Current New with Workday! SP employees currently enter their hours on a paper timesheet. The Timekeeper then enters any leave noted on the paper time sheets in the Banner system. The Employee gets paid regardless if a time sheet is completed or approved because SP employees are coded in banner to get paid by default.

In Workday, all SP employees will be entering their time and leave in Workday and will no longer be using paper time sheets. They do not have to enter their time in real time, though they can. However, they must enter their time within the work week. They will only be paid for the time and leave they enter into the system that is approved by their supervisor. Departmental Timekeepers will manage timekeeping process but will not enter time or leave. However, they will have the ability to if the employee is unable to enter their time. Timekeepers are not responsible for approving entered time.