Thursday, November 15, 2018

Workday goes live January 7, 2019. Are you ready?

Go here for training:

Go here for other workday information:

Be sure and check out the info below on how to get training, prepare for changes to current systems, learn about security and access in Workday and how leave balances will be displayed differently:

Message from the CHRO: Training and System Cutover:

Changes are coming, but when?:

Workday Security Roles – What you need to know:

Spotlight on Leave Balances:


Workday Training – Take it now
Workday training is available at Please take the Workday Essentials eLearning course so you know how to use Workday. If you manage people, please also complete the Manager Essentials course. You may choose to take the eLearning module or register for an instructor-led session.

System Cutover

A critical step during the launch is to load data from our current systems into Workday. This is planned for November 30. Therefore, any transactions other than time and absence entry, between November 30, 2018 and January 7, 2019 should be kept to a minimum. Below is an overview of the cutover timeline. For detailed information, please visit:

Personal Information
Any changes you want or need to make to your HR record including, name, address, emergency contacts, tax forms or banking information should be completed by November 30.
After November 30 we ask that you only make changes that are time sensitive and must be made to support a smooth transition before January 7.

Required benefits changes can be made during this time by contacting the HR Solution Center, or 434-243-3344. 

Pay calendars will not change as a result of Workday.
Payslips will be viewable in Workday for the first time on the following dates:
January 4, 2019 – Medical Center and UPG Bi-weekly Payday
January 11, 2019 – Academic Division Bi-weekly Payday
February 1, 2019 – Academic and UPG Monthly Payday
W2’s for 2018 will be accessed through your current HR system, not Workday 

Performance Management
Performance evaluation activity in current systems completed by October 31, 2018 will migrate to Workday. View only access will be available after November 1.

Hiring managers should work directly with their Recruiter to determine the details of how existing open positions will be addressed.

Important cutover dates for transition from Oracle Learning Management to Workday

From December 15, 2018, through January 7, 2019, required online training for access to the Integrated System will not be available. 

The following are important dates to note as we transition from Oracle Learning Management to Workday for access to online training and to enroll in instructor-led classes:
  • Oracle Learning Management (Employee Self-Service > Learning) will be unavailable beginning Saturday, December 15, 2018. This means you will not be able to complete or have access to online training, and you will not be able to enroll in courses.
  • The new learning management system in Workday will be available beginning Monday, January 7, 2019. All courses completed within the last 7 years will be listed in your Learning application; incomplete courses will not be listed.
  • If you have an open ESHARP request, or need to complete any other online training, please complete it by December 15, 2018.
  • If you need to enroll in Finance Fundamentals scheduled for January 8 or January 22, please do so by December 15, 2018. If you miss this date, please email with the name of the enrollee. No other instructor-led classes are open for enrollment at this time, but will be in Workday after January 7, 2019.

Please plan accordingly – training for access to the Integrated System will not be available. 

Please contact if you have questions.

Let's get organized: Finance Matters

Even if you're not a New Year's Resolution kind of person, the end of the year is a time that we often have a little more interest in tidying up and getting organized 

If you're thinking of how you can be more organized and productive going forward, check out the latest edition of Finance Matters!  Patty and Brandi talk about some great ways to clear out the literal
and metaphorical clutter in your life.

We want to hear from you

Got a tip on how to be more organized or make your workspace or processes leaner? Have you found the perfect method to keep yourself on track and on task?  Please share and we'll include your suggestions into a "Part Two" episode!

You can email your suggestions to Patty or Brandi, or just comment below.

Financial Reporting & Operations welcomes Kimberly Smith

From L to R:  Grace, Virginia, A.J., Kimberly,
Jackson, and Ella Smith
Financial Reporting & Operations is pleased to announce that Kimberly Smith has joined the Financial Reporting Team in the role of Senior Accountant.  

Smith owned and operated her own accounting business, Smith & Smith LLC, for 16 years, and has accounting and tax experience across a variety of industries.  She and her husband A.J. (a corporate accountant) decided to move their family of five back to Charlottesville a few years ago, where he took over the business and she pursued opportunities at her alma mater. 

"It's really exciting to come back," Smith said, adding that it was evident from the get-go that UVAFinance seemed to have an appealing atmosphere. 

"People are not only nice to one another; they genuinely seem to like their jobs.  That speaks well to me enjoying my new role if everyone else enjoys theirs," she said. 
The Smith family enjoys traveling together. 
Kim's husband A.J. is also a Hoo (a double Hoo!)

In between the full circle of her getting her B.A. from UVA and her recent return are many years of travel and adventure with her family.  The Smiths lived abroad for ten years in England, in the town of Guildford in Surrey.  

Besides travel, Smith and her family keep busy hiking, camping, and dashing between the three younger Smiths' soccer, rowing, and swim meets. 

Wednesday, October 31, 2018

Halloween Edition of Finance Matters!

We blame the sugar high for this one. 

 Listen in for a short and lighthearted episode focusing on the professional and life lessons we can learn from Halloween candy. 

 It's a little silly and a little serious.

Happy Halloween!

Thursday, October 25, 2018

UVAFinance Book Club

UVAFinance book club will discuss "The Power of Habit" on Tuesday,
January 8, from 12-1, in Carr 2.  Everyone is welcome!  Contact Patty
Marbury if you have questions or want to participate remotely.

Thanksgiving baskets for needy families

Thanksgiving is right around the corner and UVAFinance will once again be collecting food donations for the Community Feast Project. The Community Feast Project is an annual effort run by various churches and organizations in and around the Charlottesville area. Thanksgiving baskets are then distributed to needy families right here in our community.

Collection boxes will be placed around Carruthers Hall with a checklist of items needed. Additionally, monetary donations can be made to either Nicole Ferretti or Stacey Rittenhouse. 

All donations must be received no later than Wednesday, November 14th.
The following items are needed:

  • Can of Yams (17.5 oz.)
  • Can of Green Beans (14.5 oz.)
  • Bag of Potato (5 lb.)
  • Jar of Turkey Gravy (10.5 oz.)
  • Box of Macaroni (14.5 oz.)
  • Box of Stuffing (6 oz.)
  • Can of Evaporated Milk (12 oz.)
  • Can of Cranberry Sauce (14 oz.)
  • Cake Mix (15.25 oz.)
  • Can of Crushed Pineapple (16 oz.)
  • Box Granulated Sugar (2-4 lb.)
  • Box of Brown Sugar (1 lb.)
  • Monetary donations for the purchase of turkeys

Thank you!

Wednesday, October 24, 2018

4th Annual Corn Hole Tournament and Fall Festival

Join us on Friday, November 16th from 12:00pm – 2:00pm, for the 4th annual Corn Hole Tournament and Fall Festival to benefit Virginia non-profits! This event will be located in the north lower lot of Carruthers Hall in the back corner.

Food will be provided to you at no cost but we do ask you to make a donation to a Virginia Non-Profit. Please bring cash or check and an idea of what non-profit you would like to donate to.

Sign up for the annual Corn Hole Tournament! Click here to enter.
Who will reign supreme this year? 
  • 15 per person or $30 per team. If you are able to bring a set of boards and bean bags, you will pay only $10 per person or $20 per team.
  • Winning team will choose the non-profit to donate to from a list provided.
  • The Winning team will also get to sign and keep the Stanley Cup of Corn Hole trophy for 1 year.
Corn Hole Champions:
  • 2017, Mike Beverage and Mike Hayton
  • 2016, Logan Hobbs and Brandon Kenty
  • 2015, Logan Hobbs and Brandon Kenty

Here are photos from 2017 and 2016.  It's a fun time!  Be sure to join us.

From Melody's Desk: October 24, 2018

October 24, 2018

Dear Colleagues,

The October 12 kick-off event for Finance Strategic Transformation (FST) left me feeling truly grateful for all the people who have agreed to be a part of our upcoming workshops or to serve a role on the FST Checkpoint Team, the Advisory Group, and the Steering Committee.

You can view a  video of the kickoff as well as the
presentation slides on our online community: 
We will not be able to make this a successful project without the thoughtful, collaborative, and active engagement of these team members. Now, as we embark on this journey together, is a good time to think about how we will interact with our stakeholders and how they will interact with us.

Our Pledge to the FST Stakeholders:
  • UVAFinance seeks to be the valued and trusted financial partner that the University community turns to first. FST is an important step in delivering this vision by working with you to develop critical skills, improve service, re-imagine business processes, and deploy technology.
  • We will communicate frequently, clearly, and directly through a variety of methods: FST meetings, Business Officer Council and Fiscal Administrator meetings, the online FST community, and the UVAFinance blog. Invite us to come into your team meeting and we will work out a time to join your team for a conversation about FST.
  • We will involve and support our stakeholders as we design for the future. We will seek your frequent engagement but will also be conscious of competing deadlines and major events in order to avoid direct conflicts. We will engage with the University Project Portfolio to determine where we can make schedule adjustments to ease demands on time and energy.
  • We will maintain strong governance and accountability to you and the senior leaders of the University.
  • We will challenge the status quo, seeking best practices from the UVA community, the Deloitte professionals, and through our professional associations and peer institutions.
  • We will assess the potential for consistent functionality and harmonized business practices.
  • We will apply enterprise thinking that assesses the needs of the University as a whole but will respect and recognize local requirements.
  • We will align with institutional data strategy standards and governance, to help ensure the data integrity, accessibility, and definition that are needed in a modern workplace.

Our Ask of FST Stakeholders:
  • We ask that committee members and workshop invitees commit to attending and actively engaging in order to make sure that we hear broadly from the UVA community. We ask that you be familiar with available resources in the FST online community and website so that you can re-direct your colleagues to resources. If you cannot answer a question asked locally in your school or unit, ask these questions on the community (someone else probably has the same question) or forward these questions to the FST team.
  • We ask that you help us know when we have asked too much, but balance this with the understanding that we are just as frequently asked why we can’t deliver new services and tools more quickly. There is a healthy tension between the desire to quickly improve service and technology and the concern that too much is happening.
  • We ask that you be vocal and frequent in expressing support and advocating for the project. If you feel you cannot support and advocate for the project, talk to us directly about this.
  • We ask that you have and that you encourage your colleagues to have patience in the process and to know that we are striving to support and enable the University to be the best it can be. We won’t have all the answers immediately, we may take detours, we may pause or reverse course. But we should keep you informed and you should hold us accountable for that.
  • We ask that you help us to eliminate rumors and squash back channel whispering. If there is an unanswered question or a concern, ask it directly. If we don’t have an answer, trust that we are working on a solution.
  • We ask for grace and understanding that we will not be perfect, we may forget a communication, we may not be consistent in an answer. Mistakes will be made, but they will not be intentional and we will learn from them.
  • We ask for compromise and collaboration. We will not be able to make everyone 100% happy, but we will listen… and if we make a decision that is completely counter to your request, there is a reason. Ask us what that reason is and understand that we have to meet the requirements of a diverse audience.

Again, I thank you for joining us on this journey! I look forward to working with each of you.

Mark Anderson and UBI recognized at Cornerstone Program Graduation

On September 27, the Fourth Cohort of the succession development Cornerstone Program graduated and presented their projects.

Representing UVAFinance in that Cohort was Mark Anderson, Business Intelligence Lead. During the past year, Anderson and the 29 other cohort participants have received customized leadership development, including a 360 assessment and coaching, and mentoring from senior leaders.

Anderson felt the program had many assets for him as a participant, but chief among them were the networking opportunities and the mentoring he received.

Read more after the jump!