Ticket Credits Expire Soon

There are a large number of Delta and United tickets affected by COVID-19 that will expire on December 31, 2023. 

• Delta- tickets expiring on Dec. 31, 2023, must be re-booked by the expiration date, but travel can occur in 2024.

• Name Changes- eligible for a name change with a $100 fee (for any wholly unused tickets)

• United- tickets expiring on Dec. 31, 2023, must be re-booked, and travel must begin by Dec. 31, 2023.

• Name Changes- eligible for free name changes (for any wholly unused tickets only with UA/UAX and JV partner flights)

The TravelUVA team sent updated reports of unused tickets to each major business unit in September.  If you do not anticipate being able to use these tickets (or any others) before the expiration date, please email Travel@virginia.edu so that we may repurpose these tickets for other university travel.

Please let us know if you have any questions by emailing Travel@virginia.edu.

Records & Info Management offers Email Organization Class On-Demand

This fall, the Records and Information Management (RIM) office will be launching on-demand resources around managing your electronic information, including email. Every few weeks we will release a new recording on a topic in the series. These recorded sessions will replace the live training we offered in the spring. You can access these videos anytime and they each run 5-10 minutes long.

Our third session is called
Email: Arranging and Organizing which reviews best practices for organizing your email. Topics include the use of folders, naming conventions, flags, rules, and other Outlook functionality. Future sessions will cover topics like developing good email habits, organizing electronic records, and cleaning up shared drives. Check out the recording and other resources here: https://recordsmanagement.virginia.edu/electronic-records

Look for postings every few weeks as we launch additional recorded sessions and guidance!

New penalty for T&E Cards with aging transactions of 90 days or more

Beginning January 8, 2024, we will add an additional penalty by which T&E cards will be canceled if any transactions reach 90 days old or more. Currently, cardholders receive notice of violations (and related penalties where warranted) for not expensing their T&E card transactions on time. Once a card is canceled, Dean or VP approval will be needed for a new card to be issued. Please visit our website to see full details regarding aging and penalties.

This new procedure will keep the system free of unreconciled transactions that are 90 days or older and will also allow us to cancel cards that aren’t being used. We have found that even after suspending cardholders who have aging transactions, many cards remain suspended for months with no action taken.

We hope the lead time on this change will give everyone time to clean up aging transactions.

Please let the Expense Team know if you have questions or concerns by emailing us at askfinance@virginia.edu

Declined T&E Card Transactions – Assistance is Always Available

If your Travel & Expense (T&E) Card is declined,  help is available, anytime you need it (even after regular business hours)! 
The BOA Self-Help: Declined T&E Transactions page is your go-to resource for instructions on how to review and resolve your declined T&E Card transactions using Bank of America Works.

There are several potential reasons for a T&E Card transaction to be declined, including:

• Attempting to make a purchase that exceeds your card's spending limit.
• Suspension due to outstanding T&E card transactions.
• Suspected fraudulent activity.
• Entering information for a payment that does not match your card’s billing address.

If you're on the go and unable to access Bank of America Works, you can call the number on the back of your card to review your declined transaction with a BOA representative.

As a reminder, you can also do a quick check on the Active Cardholder Search to view your card’s status, billing address, and spending limit. For more guidance, be sure to visit our "Declined T&E Transactions" page on the T&E Card website.

Celebrating our AP Rockstars!

This October 16-20, we're celebrating our AP Team for Accounts Payable Appreciation Week!  Our AP Team works behind the scenes to serve the University's payment and expensing needs.  

Introducing UVAFinance: Nasima Andesha and Joyce Gredler

A lot has changed in UVAFinance in the past few years (understatement!). There are many new faces, changes to the organizational structure, and lots of differences in the way we do our jobs. When remote and hybrid work is added into the mix, it's easy to become unsure about which department does what and who works where.

Introducing UVAFinance is a recurring blog feature created to introduce our team to our team, a couple of members at a time. Every other week, we'll present readers with two team members to get to know. To understand how these colleagues are situated within the greater UVAFinance structure, check out this new resource on the UVAFinance website. (Keep in mind that it's not an org chart, but rather a map of what functions of central finance exist in which general areas.)

Let's go!

_____________________________________________

Nasima Andesha, Administrative Technician
I also create courses and learning programs in Workday Learning, scheduling offerings as needed. Also, I manage Salesforce cases and answer any questions related to the training. Occasionally we receive a long list of employees’ names to be checked for the completion of the training or for a mass enrollment.  I handle these requests on a daily or weekly basis.
I work closely with the training team and of course all other operational teams in Finance. Since I process all Workday security role requests submitted by members in the schools and units across UVA, it’s somehow direct or indirect cooperation.
Receiving and approving workday security role requests are unpredictable and there is no peak time. We are busy all through the year.
The people are professional and nice and I enjoy working with them. I think Finance values the hard work we put in to meet the organization's goals. I am happy to be a member of the training team. They are wonderful especially Patty, who is always there for us. She works with us side by side and is supportive.
I believe in the value of collaboration and teamwork towards our goals, and I welcome the value of providing excellent service to our customers.Joyce Gredler, Senior Capital Equipment Accountant
I manage the Equipment Trust Fund (ETF) purchases of capital equipment by reviewing and approving the requisitions, as well as tracking the departmental costs by school to ensure that all funds are spent and accounted for during the academic year.  I review and approve departmental or grant capital equipment purchases, and I also process government property reports for equipment provided by or purchased on government-sponsored grants. 

What do you do as an Administrative Technician?

I coordinate and manage training for Workday Security Roles requested by users. I enroll users in Learning Programs/courses and then send them email notifications. I check Workday Learning for completion of the training almost every day. When the training is completed, I approve the request. If it’s not, I will send a reminder to the requester.

Who do you work with on a regular basis? 

What seasons are busiest, or what rhythms exist in your job?  

What might surprise people about the work you do? 

There can be a very quick turnaround time on some requests for role access.  Even when it is a mass request, I work to get the job done in a timely manner so that people can move on with their work.  Being responsive to the timeframe others are working with is appealing to customers and it represents our department's values.

What do you like best about working in UVAFinance? 

How do you connect your work with the UVAFinance values? 

_______________________________________________

What do you do as a Senior Capital Equipment Accountant?

Who do you work with on a regular basis? 

I work with all academic departments that purchase capital equipment.  I also work closely with ETF coordinators in each school, reviewing and tracking ETF equipment purchases.

What seasons are busiest, or what rhythms exist in your job? 

Before COVID, the busiest season was in the fall and at the end of the ETF year in May.  Now, my busy season is ongoing.  Especially since the Commonwealth moved the ETF Wish List submission date from September to July.  

What might surprise people about the work you do?

Although I have been a Fixed Asset Accountant here at UVA for 5 and a half years, I have worked in fixed assets for only 30% of my career.  Mostly I have specialized in other areas of accounting such as cost accounting, general accounting, financial analysis, and accounting management. 

What do you like best about working in UVAFinance?

By reviewing and approving capital equipment purchases and preparing government property reports, I'm given a glimpse of the important research that is taking place at the University that not only impacts the students but also impacts the healthcare provided to our community.  Our research has impact nationally and internationally.

How do you connect your work with the UVAFinance values?  

I try to do my best to help others process their capital equipment purchases as accurately as possible, and also to answer any questions they may have in the process.  It's important to me to build a friendly working relationship with our various schools and units. 

_______________________________________________________________________

UVAFinance Mission & Values / UVAFinance Organizational Structure / Past Introductions can be found on our site under "Resource Shelf"

Would you like to be featured in Introducing UVAFinance? Want to suggest a colleague to be featured? Email bv8h@virginia.edu

UVA Attends ProcureCon

Attendees enjoyed a variety of seminars

UVAFinance's Procurement Team took their "show on the road" this past week, heading to Suffolk for the 9th Annual Small Business Summit and Small Business Expo, otherwise known as ProcureCon, hosted by the Virginia Asian Chamber of Commerce.  

Ajoni sets a good table!

UVA was joined by NASA, Norfolk State University, Skanska, VDOT, and many other buyers. The event was located in the expo hall, where conference attendees, were able to share new ideas, network and discover new opportunities for business growth.

ProcureCon drew attendees from all business sectors in the Hampton Roads area, most of whom were small business owners and members of the Asian Chamber of Commerce.

Ajoni Wynn-Floyd, Procurement's Community Engagement Coordinator, was our representative at the event and staffed the UVA booth.  Of the event, she says, "The Virginia Asian Chamber of Commerce is very welcoming, and they always are accepting of business owners from all backgrounds to join their chamber and participate in their networking events."

Expiring T&E Cards: What Should I Do?

If you've noticed the expiration date of your Travel & Expense (T&E) Card, you may be wondering if you need to take any action.  The good news is, not usually!

Bank of America automatically issues replacements for expiring T&E Cards, usually around the middle of the month before the card expires (for instance, replacements will be sent in mid-May for cards expiring in June).  

The replacement cards will be sent to the card's billing address.  You can view your card's billing address using the Active Cardholder Search.  

The only instance in which you need to take action is if you need to update your card's billing address.  To do this, use the T&E Card Change Request form, and select "other" to provide updated information.  

Want more info?  Check out our new page, Replacement Card, on the T&E Card website.

Change Enablement Welcomes Myron Ballard

Earlier this month, Myron Ballard of Financial Planning & Analysis joined the Change Enablement & Continuous Improvement Team.  

The transfer of this position to Change Enablement will allow him to expand the scope of the work he did in FP&A.   

"I'm excited about this opportunity to work with more of the UVAFinance team," he says.

Ballard has been a member of UVAFinance since July 2022 and currently serves as a Staff Senator.  

Welcome to the team, Myron!

Did you see this? Reporting & Analytics Updates

A new set of Finance Reporting & Analytics Release notes was posted on October 5.  Did you miss them?  You can see the whole release on the UVAFinance website.

Here are some highlights you might find interesting: 

Workday
Some new fields have been added to a few of the Workday reports (see Release Notes for specifics) and there are 3 new reports:

• NEW Find Account Adjustments with Worktags – this new custom report will show both the original and current worktags for any Accounting Adjustment entries on Supplier Invoices or Expense Reports.

• NEW Expense Reimbursements in process - Graduate Students – new report for monitoring aging expense reimbursements for Graduate Students.

• NEW BP Transaction Status – new report to find BPs that are completed – for instance, all Payroll Costing Allocations submitted on a particular day. The existing BP in Process Monitoring report did not include an option for completed BPs.

UBI
Workday Journal Lines 

• Please select your filters BEFORE you open the Details sheet. The amount of data in the app continues to grow so limiting the data before the table is generated will improve response times.

• Amount fields being used in the data model have been cleaned up for consistency.

• Note this change may cause you to see issues in your personal “My sheets” (e.g., the report won’t render or the Amount field(s) show only 0). You can replace the field on your sheet by searching the Measures for “Amount” or reach out to AskFinance if you need assistance.

Other noteworthy items:

• The Line Item hierarchy for Salary-related Spend Categories has been expanded to allow for more granularity in Salary reporting. The Spend Category values remain the same.

• The Fund Level 3 and the alternate UFM Fund Source Group 3 hierarchies (Operating/Non-Operating) have been aligned to eliminate reporting inconsistencies across reports when filters are applied.

• New Spend and Revenue Categories for Transfers have been added to improve the granularity of reporting. Contact the budget team via AskFinance if you have questions.

See the full release notes online.

Devon Stribling takes on Category Manager Role

UVAFinance is pleased to report that Procurement's Devon Stribling has accepted the position of Category Manager for the Services and Athletics Team.  

Stribling joined Procurement in 2022, serving as a Senior Sourcing Specialist.  During that time, he successfully led four request-for-proposal projects, helped standardize and improve processes, and grew a reputation for providing consistent, timely support to our customers.  

In his new role, Stribling says he's excited to continue to serve UVA's schools and units and to "further assist with developing the Strategic Sourcing team at UVA."

Congratulations, Devon!

Which Invitation is Correct?

When it's time to invite someone to register in PaymentWorks, how do you know which invitation to send them?  The choice is between a Supplier Registration form and an Individual Payee registration form.  Sometimes it's easy to tell which is which, but sometimes it can be more confusing (especially if a person is doing business as themselves!).  

Here are some guidelines:

Use a Supplier Registration Form when a person is doing business as themselves or their company is providing goods or services to the University.

Use an Individual Payee Form when a person is receiving payment:

• for being a research participant
• as reimbursement
• as a monetary gift from the University
• as a royalty
• as an honorarium
• as a pre-or post-doc fellow or grad student receiving a stipend
• on a supplier invoice request as an individual payee

Here are the same guidelines in a more visual style: 

Click the image for a larger view

For more information on extending an invite to a supplier, check out this Quick Reference Guide. You can also contact AskFinance for help, or reach out to Jack Jensen to book some Time with a Trainer to learn more about the process!

The Finance Solution Center Customer Portal is Live!

The Finance Solution Center Customer Portal is now live!  As we reported last month, the portal allows our partners across Grounds to view the progress of the cases they've submitted to the "Ask Finance" team. 
 
While using the portal, customers can also submit comments and updates directly into the system, and can also access knowledge articles and frequently asked questions related to their topic.  For those who prefer, they can also submit cases directly from the portal instead of via email.  

Currently, access to the portal is granted by a request to the Ask Finance team.  We'll respond quickly with the link to the portal.  In the future, access will be automated, but we didn't want to wait for that feature before sharing the portal with you.

Remember, the Customer Portal is a result of requests made by you, our financial partners.  If you have other suggestions as you use the portal, please share them!

Tips from Accounts Payable

contributed by Amanda Lockhart Davis

Accounts Payable has two tips for you this week to help ensure your invoice-related transactions go smoothly.  

Our first tip is about match exceptions.  It's important to keep up with messaging about these!  AP can't pay invoices that have a match exception, and we're unable to make the changes for you.  If you get a request to do a change order via email or Salesforce, please address it and let us know what action you have taken so your vendors can be paid promptly.

Our second tip is about hold for pickup on checks.  Review the vendor profile and ensure that their default payment type on the "remit to connection" is check because electronic payments can't be requested as hold for pickup.  Please reach out to us via AskFinance if you need a check for a particular payment  (you can mark it urgent if need be!).  Additionally, drop a line in the notes section about who from your department should pick up the check (checks cannot be picked up by vendors, students, or other check recipients).  See also our quick reference guide on Creating Supplier Invoice Requests for help on reviewing default payment types. 

As always, let us know if you have questions or concerns via askfinance@virginia.edu.  

Introducing UVAFinance: Chailey Hench and Ann Paxton

A lot has changed in UVAFinance in the past few years (understatement!). There are many new faces, changes to the organizational structure, and lots of differences in the way we do our jobs. When remote and hybrid work is added into the mix, it's easy to become unsure about which department does what and who works where.

Introducing UVAFinance is a recurring blog feature created to introduce our team to our team, a couple of members at a time. Every other week, we'll present readers with two team members to get to know. To understand how these colleagues are situated within the greater UVAFinance structure, check out this new resource on the UVAFinance website. (Keep in mind that it's not an org chart, but rather a map of what functions of central finance exist in which general areas.)

Let's go!

______________________________________________

Chailey Hench, Travel & Expense Program Analyst

What do you do as a Travel & Expense Program Analyst?

I help maintain the TravelUVA program, the online booking tool, and our travel vendor contracts.  I also help Workday users with their expenses.  I answer user questions about travel and expense that come to travel@virginia.edu and askfinance@virginia.edu.

Who do you work with on a regular basis? 

I work closely with other areas of Procurement and UVAFinance, but mainly, I work with various employees all across the University as they use TravelUVA or Workday Expenses. 

What seasons are busiest, or what rhythms exist in your job?  

I haven't noticed seasons that are busier than others.  We keep saying things like, "We'll get to that when things calm down," but things never seem to calm down!  Weeks seem to vary in how busy they are, but you never know what you're going to get!

What might surprise people about the work you do? 

I think some people might be surprised to know that we don't actually book travel for others.  We facilitate the system and contracts, manage the relationship with our travel management company, Christopherson Business Travel, and assist users in arranging travel for themselves or others. 

What do you like best about working in UVAFinance? 

I enjoy the people!  There are really great people in UVAFinance that I get to work with every day.  I also like that each day is a little bit different and you never know what challenges will need to be tackled.  I consider myself to be a problem-solver and I enjoy helping others with questions or issues they may have.

How do you connect your work with the UVAFinance values? 

I feel that my work directly connects to the UVAFinance values.  My job relies on connections with people as well as with information and data.  I strive to always provide excellent service and support to TravelUVA and Workday Expense users  I also focus on continuous improvement in the processes I'm involved in. 

_______________________________________________

Ann Paxton, Administrative Associate

What do you do as an Administrative Associate? 

I provide support to all of UVAFinance, but specifically, I focus on the operational side a little more.  I work with the budget team a fair amount, as well as the business assets and cost recovery area.  My work involves a lot of scheduling, reviewing and revising documents, document creation, etc.  I also am involved in some bigger projects like our recent cleanup of financial records in the building.  We worked with Records & Information Management to clean up a lot of old paperwork.  I'm also involved in planning events such as spring fling and family fun day.

Who do you work with on a regular basis? 

Besides the people mentioned above, I also work closely with my team:  Stacey Rittenhouse, Rasha Ahmad, Connie Alexander, and Jill Simpson.

What seasons are busiest, or what rhythms exist in your job? 

We have a quarterly flow,  due to the preparation and material collection we do for the Board of Visitors meetings.  Budget season is also pretty intense because the budget team needs to meet with financial administrators in every department -- so there are lots of moving parts!  Then of course there's the fiscal year-end when I'm helping make sure things are complete, account certifications are done, and generally everything in Workday is all wrapped up. 

What might surprise people about the work you do?

It might surprise people that, post-COVID, a fair amount of my job as an admin is supporting people who work remotely, and being a bridge between the office and the workplace.  It's definitely very necessary to have this support role in a hybrid workplace, and I'm happy to help!

What do you like best about working in UVAFinance?

I genuinely love the people who work here!  They're the best I've experienced in terms of the ability to work as a team and to be professional but kind.  This is a wonderful environment to work in.  

How do you connect your work with the UVAFinance values?  

I identify strongly with "valued, high-performing teams."  Finance functions in a way where a lot of our work depends on the work others do or have done, and that fosters a conscientiousness that I see in our teams.  People are willing to jump in and help out, and come together to problem solve.  And of course, service excellence also resonates with me, since I'm definitely in customer service!

_______________________________________________________________________

UVAFinance Mission & Values / UVAFinance Organizational Structure / Past Introductions can be found on our site under "Resource Shelf"

Would you like to be featured in Introducing UVAFinance? Want to suggest a colleague to be featured? Email bv8h@virginia.edu

Procurement Optimization Initiative

After the 12-month period of stabilization post-implementation of Workday Finance, UVAFinance is launching a concentrated effort to optimize the sourcing and payables functions within Procurement & Supplier Diversity Services. 

The Procurement Team is emerging from a FY 2023 full of challenges related to invoice processing, sourcing, requisitioning, vendor enablement, and integrations.  The team has tackled each issue as it arose, working together and with the larger finance team to solve problems and put workarounds in place so operations could continue as smoothly as possible.  

The Optimization Initiative will build on this foundation of clearly defined issues to put in place long-term, fiscally sound solutions that will alleviate burden on the team and our customers. 

                                                                                   Watch this space for updates on the project.  

Reporting & Analytics Release Notes for October 5

Finance Reporting & Release Notes for October 5 have been posted to the UVAFinance website.  This update includes significant new reports and modifications that have been released between August 12th and September 22nd as well as known issues that we are investigating or working on currently.
Workday
Some new fields have been added to a few of the Workday reports (see Release Notes for specifics) and there are 3 new reports:

• NEW Find Account Adjustments with Worktags – this new custom report will show both the original and current worktags for any Accounting Adjustment entries on Supplier Invoices or Expense Reports.

• NEW Expense Reimbursements in process - Graduate Students – new report for monitoring aging expense reimbursements for Graduate Students.

• NEW BP Transaction Status – new report to find BPs that are completed – for instance, all Payroll Costing Allocations submitted on a particular day. The existing BP in Process Monitoring report did not include an option for completed BPs

UBI
Workday Journal Lines 

•  Please select your filters BEFORE you open the Details sheet. The amount of data in the app continues to grow so limiting the data before the table is generated will improve response times.

• Amount fields being used in the data model have been cleaned up for consistency.

• Note this change may cause you to see issues in your personal “My sheets” (e.g., the report won’t render or the Amount field(s) show only 0). You can replace the field on your sheet by searching the Measures for “Amount” or reach out to AskFinance if you need assistance.

Other noteworthy items:

• The Line Item hierarchy for Salary-related Spend Categories has been expanded to allow for more granularity in Salary reporting. The Spend Category values remain the same.

• The Fund Level 3 and the alternate UFM Fund Source Group 3 hierarchies (Operating/Non-Operating) have been aligned to eliminate reporting inconsistencies across reports when filters are applied.

• New Spend and Revenue Categories for Transfers have been added to improve the granularity of reporting. Contact the budget team via AskFinance if you have questions.

See the full release notes online.
A friendly reminder that you always find this information and more reporting resources at:
Business Intelligence & Analytics | UVA Finance (virginia.edu)

Reminders and Resources for Account Certification

Thomas Schneeberger dropped by the Fiscal Administrators' meeting on October 4 to share some reminders and resources for Account Certification.  

1. Once the Account Certifications have been generated for the month, the Preparer and Approver roles assigned to them are static and do not change. Subsequent changes to the base roles on the worktags only affect future Account Certifications.

1. It is the department’s responsibility to ensure the right people are assigned to the base roles on the worktags. To change the role assignments, e.g. to remove or add a role assignment, a System Access Request to Security needs to be submitted. In certain cases, a Mass Security Request can be submitted to the Security Team via AskFinance. See FAQ “My Account Certifications are going to the wrong person, what should I do?” for more details. 

1. Current, already generated Account Certifications have to be reassigned by the WD Finance Support team. To have already generated Account Certs reassigned, please follow this process: Request Account Certification Reassignment (Quick Reference Guide). Please note the following when requesting reassignments: 

1. The Preparer cannot be the same as the Approver

1. The Preparer step cannot be reassigned once an Account Cert has been prepared. Likewise, Approver step cannot be reassigned if the Account Cert has been certified. 

1. We cannot remove a Preparer/Approver once the Account Certs have been generated. We can only reassign from one person to another. 

1. How do I request reassignment of an Account Certification when an employee is on leave? For previous months' Account Certifications that were already pushed out, you can request the account certifications be reassigned using the Reassignment Request Template within the Account Certification UBI. If the person will be on leave across a month end when a new Account Certification will be pushed out, you will need to request the role using the Workday System Access Request. If this is a temporary role, you will need to use the Workday System Access Request to remove the role once you are no longer responsible for the Account Certification. WD Finance Support will generally not accommodate standing reassignment requests.

1. Preparers please do not send Account Certifications back to the generator (i.e. WD Finance Support at the moment). The generator does not have insight into the underlying transactions. If you have a question about the transaction(s) you are certifying, please reach out to the initiator of the transaction(s). Likewise, please do not send the Account Certifications back if you believe you have been wrongfully assigned the Preparer/Approver role for a particular Account Cert. In this case, a Reassignment Request and/or System Access Request should be submitted. Also, see What do I do if I do not agree with a charge? Do I send it back? for more details.

click on image for larger view

We're condensing those helpful points here for you!

Keep in mind that we're available to help you with Account Certification.  Take advantage of Time with a Trainer -- Danielle Hancock holds time on her schedule to assist.  

Time with a Trainer (scroll down to find links to register for a time)

Helpful Reminders: 

Resources mentioned above and more!

• Workday Account Certification home page
• My Account Certifications are going to the wrong person, what should I do?
• How do I request reassignment of an Account Certification when an employee is on leave?
• My position changed and now I can’t see my Account Certifications. What do I do?
• What do I do if I do not agree with a charge? Do I send it back?
• I need access to Account Certifications. What do I need to do?
• Can I delegate my Account Certification?
• What are the Roles for Account Certification?
• Request Account Certification Reassignment (Quick Reference Guide)

Finance Updates: Expense Approvers, PO/Requisition Monthly Close, eVA fees

Here's a quick roundup of updates on a few UVAFinance-related projects that you might be following.

Two Approvers for Expense:  Testing on the solution continues.  The team is making adjustments based on user feedback and then will have users test once more.  The final testing will allow us to build and share a timeline for implementation.  Thank you for your patience as we develop the best solution -- we want to make sure we do it right!

PO/Requisition Monthly Close:  The first monthly close of fully sourced POs and requisitions went very well!  The team closed 27,859 fully sourced requisitions (that's nearly 28,000 that won't show up in schools' and units' commitment reporting!), 89 draft requisitions, 35,650 fully paid purchase orders, 3 draft purchase orders, and 32 draft change orders.  Thank you for your feedback!

eVA Fees:  UVAFinance is building a web form to collect the proper information needed to book eVA fees.  The web form will allow users to be very specific about where they want their fees to go for both grant-related and non-grant-related POs.  Our target is to have this solution to you by the end of the year, at which point we'll begin booking eVA fees on a bi-monthly cycle.  

As always, please share feedback and concerns on any of these issues to us at askfinance@virginia.edu.

The Workday Support Team Welcomes Donna Cruzado

Donna at one of her favorite places:
the beach.

When it comes to Workday, Donna Cruzado knows her stuff. For the last six years, she has worked for the Nevada System of Higher Education, supporting all Nevada colleges and universities in Workday (that’s nine different institutions!). As a newly minted Workday Architect on the UVAFinance Workday Support Team, she brings those years of experience plus her many Workday credentials to UVA.

Cruzado double-majored in Applied Mathematics and Secondary Education, then went on to earn a Masters in Higher Education Administration. The road that ultimately took her to a career specialization in Workday started with her position as a buyer in the University of Nevada’s procurement department. When the Nevada System of Higher Education switched to Workday, she was assigned to the project to represent procurement . . . and the rest is history!

Cruzado was drawn to UVA because the role seemed to be just what she needed in her career: a change of pace, still in the higher ed realm, within her field of expertise, but in a completely different setting.

“When I interviewed for this position, one of the things that reinforced my desire to come here was that Sue Clements, who leads the team, has over 30 years with UVA and she has the same sort of background as me, having worked my way up from an entry-level buyer in procurement to a financial analyst,” Cruzado says.

“It was difficult to decide to leave the team in Nevada because I was happy with them, but seeing the good team here at UVA convinced me to make the change.”

Donna and family 

 As she settles into her new role, Cruzado says she’s enjoying meeting her UVAFinance colleagues and delving into how Workday is set up at UVA so she can contribute as much as she can as soon as she can. She says that due to Workday’s unified approach, it’s fairly easy for professionals like her to go between systems without the configuration differences getting too confusing.

Cruzado will work remotely, and she looks forward to visiting Grounds this spring, especially since she has family in Virginia Beach. When she’s not working, family activities take up most of her time, as she and her husband have three children between the ages of six and 25. They especially enjoy trips to the beaches in California.

Wellness Resources: October 2023

 

Classes

Managing Social Anxiety Oct 24, 3:30 PM Presented by FEAP

Managing My Money  Oct 11, 2 PM or 8 PM  Presented by Fidelity

Looking to Turn Your Retirement Savings Into a "Paycheck" for Life?  Oct 24, 12 PM or 3 PM  Presented by TIAA

Open Enrollment

The Open Enrollment window is available from October 2 through October 13.  Don't forget to log in and review your benefits!  If you need assistance, help is available: 

In Person: 

• Drop by the HR building (2420 Old Ivy Rd.) anytime between 8:00 am and 5:00 pm for personalized assistance on Oct. 2-3, and Oct. 9-10.
• Drop by the Dining Conference Rooms within the University Medical Center anytime between 8:00 am and 5:00 pm for personalized assistance on Oct. 11.

Virtual:

• Email AskHR@virginia.edu or call 434.243.3344 to schedule a Zoom appointment to review more complex Open Enrollment questions with an HR professional. HR will accommodate as many appointments as possible through Wednesday, October 12.
• Click on the “Hi, I'm your Virtual Assistant” button at the bottom of every Open Enrollment webpage for 24/7/365 virtual assistance. If you don’t find what you’re looking for with the HR Virtual Assistant, you can request a live chat with HR from the Virtual Assistant menu during regular work hours, or if all live agents are busy, request an agent via email.