Newly Updated: Quick Reference Guide on Expense Reports

Don't accidentally request reimbursement!

The Training Team has updated the Create Expense Report Quick Reference Guide (QRG) to clarify the difference between reimbursing out-of-pocket expenses and T&E credit card charges.

Find the revised QRG on the UVAFinance website.

Read more helpful content about Expense Reports:

• Preventing Accidental Reimbursements
• Expense Approval Delgation: Make sure you have the right people in the right roles!

The Workday Support Team Welcomes Cody Castelvecchi

Cody, Allison, and Colette

Cody Castelvecchi, the newest member of the Workday Support Team, had an unusual introduction to his UVAFinance teammates: his first week was the same time as UVAFinance Week.

 “I’ve definitely not been inducted into a workplace like that before,” he laughs. Luckily enough, Castelvecchi enjoys being around lots of people, so he enjoyed the prolonged opportunity to meet his new team.

In addition to his Agile mindset, Castelvecchi has a diverse background and a deep passion for technology and education. After getting his degree in Psychology and Behavioral Neuroscience, he pursued his career in organizations ranging from corporate Taco Bell, Mazda, and corporate Dollar Tree to Altria and the Federal Reserve Bank of Richmond. Although the experiences were eclectic, they were tied together by his passion for learning.

“I’m interested not in technology for technology’s sake, or data for data’s sake. Technology enables us to tell our stories and to figure out what the data is telling us,” he says, adding that his love of the possibilities inherent in his field is what drew him to UVA.

“It’s really refreshing to be in the academic environment, where people are focused on helping one another out; they want to learn more and be more informed,” he says.

Outside of work, Cody’s life is filled with family and fun. He's the proud father of his seven-year-old daughter, Colette, and he shares his passion for music with his fiancée, Allison, a UVA alum. Together, they enjoy attending concerts (recent acts they’ve seen include Zac Brown Band, Greensky Bluegrass, Dead & Company, Elton John, St. Paul & the Broken Bones, and The String Cheese Incident) and visiting local restaurants and breweries around Crozet. Cody loves to fly fish and prefers being outdoors if he can help it.

Welcome to the team, Cody!

A Refresher: Common Reasons your Requisition isn't Converting to a PO

This handy refresher is brought to you by the Finance Solution Center, as they note common reasons they're contacted for help.

Remember, we're here to help!

There are several common reasons why a Workday requisition (RQ) does not convert to a purchase order (PO). We've listed them for you below along with possible solutions to resolve the problem and get your processes moving again.  

• One or more lines have a $0.00 line item
• Solution: The line should be corrected. If you're claiming free products or samples, cancel the requisition and begin a new one noting the free item(s) in the "memo to supplier" field.
• This is the most common reason for RQs not converting, and the easiest one to fix yourself. 
• One or more lines have a negative line item (credit amount)
• Solution: Email Ask Finance and ask that your question be sent to the business solutions team.
• The requisitioner does not have the appropriate security role (Workday Procurement Shopper)
• Solution: You may not have the appropriate security role (Workday Procurement Shopper) to process orders.  Confirm that you at least have Procurement Shopper.  The Ask Finance Team will be happy to help you with this as needed. 

None of these problems/solutions fit the bill?  Reach out to us at askfinance@virginia.edu - we're happy to help!

Financial Reporting Welcomes Scott Bohmke

Scott and Katharine

Scott Bohmke’s new role as a Senior Accountant on the Financial Reporting Team is his first in higher education as well as his first based on the East Coast. A native of Arizona, Bohmke’s accounting career began with tax preparation and bookkeeping, ultimately landing at Moss Adams and progressing through the ranks to become a senior manager.

“I’m a typical CPA ‘accounting nerd,’” he laughs. “Accounting is the language of business. I enjoy using my expertise to help my organization respond to new accounting requirements and provide a solid foundation for its work.”

When he and his partner Katharine relocated to Charlottesville for her neurology residency at UVA, Bohmke sought a new role in the local community. He was attracted to UVAFinance because of his love for the higher ed environment. As an undergrad and master’s student in Arizona, he greatly enjoyed the campus atmosphere and the knowledge that he was part of an academic institution focused on changing people’s lives and shaping the future.

As a Senior Accountant at UVA, Bohmke says he’ll enjoy getting a holistic view of the University’s finances. He’s looking forward to the opportunities and challenges his role entails.

“There’s a special kind of camaraderie about the collegiate atmosphere,” he says. “People are inquisitive, open-minded, and friendly.” Bohmke got a chance to experience that camaraderie firsthand during Finance Week activities in mid-April, when the entire central finance team was on Grounds.

When he’s not working, he and his partner enjoy hiking trails and enjoying all four seasons (something quite different than they experienced in Phoenix). They’re regulars at UVA sporting events, and, as avid readers, they tend to have lots of books on hold at the local library. In addition to hiking, Bohmke is also an avid pickleball and tennis player.

Welcome to UVAFinance, Scott!

UVAFinance in Action: April 26, 2024

Scenes from a great week

UVAFinance held Finance Week 2024 in mid-April.  

For a week, the team gathered in person for professional development, collaboration, and, of course, some fun sprinkled in.  It was a great time to reconnect and sharpen our focus on UVAFinance values. 

Thank you to the Planning Committee and Business Services Team for their work on this event.  We also appreciate our guest speakers and session leaders.  

Check out the UVAFinance Flickr account to see Danielle Hancock's pictures of our trip to the Memorial to Enslaved Laborers.

This past week was the Virginia Association of State College and University Purchasing Professionals (VASCUPP) Conference in Virginia Beach, and UVA was well-represented.  

Gerner and Mathew

Anu Mathew and Chris Gerner presented on behalf the Virginia Higher Education Procurement Consortium.

Gerding

John Gerding co-led a Sole Sourcing discussion, RFP debrief, and negotiations exercise with attendees.

 

Introducing UVAFinance: Jessica Lenore and Minh Nguyen

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 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 resource on the UVAFinance website.

NEW Resource: UVAFinance by Department
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Jessica Lenore

Jessica Lenore, Sourcing Specialist (IT)

In layman’s terms, what does this mean you do?

In the IT space, I'd say I'm a master puzzle solver. If we think of our IT needs as puzzle pieces, I help to investigate, negotiate, and analyze the necessary IT resources we need to keep UVA operational. From finding cooperative purchasing agreements to utilize, to performing market analysis, I ensure we are ethically sourcing our IT needs. By navigating through a maze of suppliers and negotiating contracts, I ultimately piece together the IT solutions for UVA's needs.

Who do you work with regularly?

I communicate with many departments and people across Grounds, but my most frequent internal customers include ITS, Darden, McIntire, and Batten.

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

My busiest season can be from late April until fiscal year end on June 30th. Around this time departments are usually thoroughly reviewing their budgets and spend data which can sometimes lead to increased purchases.

What might surprise people about the work you do/this role/your department or area?

I think the most surprising thing about the Procurement department is that we're truly here to help with your procurement needs. We are sometimes observed as the 'red tape' of making a purchase, but our overarching objective is to serve the University's long-term interests. So, while our process can sometimes slow down having your goods/services 'in hand’, we strive to contractually protect UVA, negotiate industry-relevant pricing, and foster relationships with quality suppliers.

What do you like best about working in UVAFinance?

The most enjoyable aspect of working in UVAFinance is the variety of challenges we can sometimes face. I'm always able to engage my heavy analytical mindset to approach an issue and work to find a solution. Additionally, UVAFinance plays a critical role in UVA's operational success.

How do you connect your work with the UVA Finance Values?

I hold each UVA Finance Value near and dear to my heart. Specific to my work I value my ability to be a collaborative partner and impeccable source of information. I appreciate my autonomy, but I have a deep understanding that working cross-functionally produces amazing results and provides our community with much-requested guidance and insight.

 

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Minh Nguyen

Minh Nguyen, Senior Financial Analyst

In layman’s terms, what does this mean you do? 

My area focuses on institutional cost recoveries such as calculating the indirect (facilities and administrative) cost proposal for reimbursements on research spending, overseeing internal service providers, ensuring Uniform Guidance compliance for F&A and recharge centers, and all things related to cost recoveries.

Who do you work with regularly? 

I work with consultants, schools, and departments across the university, especially those with research portfolios. Particularly, I collaborate with all 12 schools and their departments. I also work with the UVA College at Wise, Facilities management, HR, and my UVAFinance colleagues.

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

My workflow is consistent throughout the year with different cost studies, cost projections, F&A rate calculation reviews, and other implementation projects. Our F&A cost proposal to the Federal government typically happens every 4 years and that year is busier than others. It usually takes several months to finish an F&A cost proposal from planning to timeline space surveying, collecting, and analyzing different data sources to calculate the rates. After the proposal submission, the negotiation process will follow. Depending on the timeline of the F&A proposal, I’m generally busiest every 4 years.

What might surprise people about the work you do/this role/your department or area? 

Even though I work in the Business Assets & Cost Recovery, I don’t handle any asset portfolio. I only work on cost proposals and other cost recoveries.

What do you like best about working in UVAFinance? 

There is such a plethora of great things about UVAFinance that I don’t even know where to start. Some of those factors are amazing people, supportive leadership, abundant professional development opportunities, and continuous improvements to name a few,  that makes UVAFinance a special place. I also enjoy the variety of projects that I work on and every day is not the same for me. The ability to serve the university by solving complex problems provides a feeling of accomplishment that drives me to tackle competing projects each day.

How do you connect your work with the UVA Finance Values? 

I connect my work with all UVA Finance values from delivering accurate, consistent, and reliable cost recovery information, providing excellent service and timely support to all stakeholders when cost recovery-related questions arise, to bringing innovative solutions and pursuing continuous improvements for the work my team and I do. Besides that, I value the collaborative, respectful, and trusted relationships among the team as well as with stakeholders. Everyone here at UVAFinance works tirelessly to bring ideas into actions as well as to deliver the best possible results every day, and I take pride in being part of such an innovative and passionate team.

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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

 

Updated resources for Expenditure Credits

Contributed by Danielle Hancock

An Expenditure Credit is an Incidental, non-recurring expenditure transactions that either (a) originate from a previous disbursement for University business, where some portion of the payment is returned by the original recipient, or (b) are a reimbursement to the University for expenditures originally incurred in total by the University, but for which another organization has agreed to share the cost. See FIN-50: Recording and Depositing Expenditure Credits.

Expenditure Credits are processed as Ad Hoc Bank Transactions (AHBT). It is important when completing an AHBT that you select the worktags that the transaction was originally charged to, including the expense ledger account (5000/6000 level) and the spend category. You should never use a revenue ledger account (4000 level) or a revenue category when completing the Ad Hoc Bank Transaction.

The Ad Hoc Bank Transaction QRG and other expenditure credit resources have been updated to make this clearer. We also removed old resources from the website, so you may need to update bookmarks.


Resources related to Expenditure Credits:

• Review Ad Hoc Bank Transaction Quick Reference Guide
• Expenditure Credit Remote Deposit Quick Reference Guide
• What do I do if I selected the wrong Account Group (Deposit vs. Expenditure Credit) in CashPro and now the wrong Purpose is showing on the AHBT?

Attestation Campaign Begins April 29

Role Attestation begins soon

Beginning April 29, UVA will begin two weeks of verification to ensure our employees have the appropriate access in Workday HR and Workday Financials.  This exercise will include UPG, the Medical Center, the College at Wise, and all schools and units of UVA, to ensure that we are being good stewards of the University’s data and resources as required by policy.

 
When the attestation begins on April 29, managers of individuals who hold key access roles will receive automated emails requesting that they review the roles assigned to their direct reports and attest that those roles are appropriate for their duties.  

Managers will have 14 days to complete their attestation; failure to attest to employee roles could result in loss of system access for those employees.

• If you're a manager:  watch your inbox for instructions and links to perform the attestation.  
• If you're not a manager, but you do have Workday Roles:  Ask your manager if they have completed attestation activities on your behalf. 

We’re aware that this is a busy time, so we have taken steps to provide clear instructions and a simplified process so the attestation can be completed quickly and easily.   The UVAFinance Team will proactively contact managers who have not attested as the deadline draws nearer.  Also, the Ask Finance Team is standing by to assist.  Don't hesitate to reach out if you have any questions!

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Read more about role attestation at UVA.

Resources for Attestation

Stay on Top of Year-End Closing Dates: Important Deadlines Ahead

Stay abreast of the dates!

As we approach the end of the fiscal year,  it's crucial to stay informed about the upcoming year-end closing dates. Understanding these deadlines is essential for ensuring smooth financial operations and compliance with university policies.

To help everyone stay organized and prepared, we've compiled all the important year-end closing dates on our website. You can find the complete list of deadlines at https://uvafinance.virginia.edu/year-end-closings.  The website is always the most up-to-date; we provide on that page a PDF list of all of the dates as well (the file has the "last updated" date listed).

You'll notice the deadlines are listed chronologically, but you can also search by "Finance Activity" (functional area).  Note that the calendar contains two pages; click the "next page" button in the bottom right to navigate it chronologically.

 Tips for the Fiscal Year-End Season: 

• Regularly Check the Website: Visit https://uvafinance.virginia.edu/year-end-closings to view the complete list of year-end closing dates. Make it a habit to check this page periodically for updates or changes.
• Set Reminders: Mark key deadlines in your calendar or set up reminders on your smartphone or email. This will help you stay organized and proactive in meeting important submission dates.
• Stay Informed: Keep an eye out for communication from your own department regarding year-end, and, of course, read the UVAFinance blog digest.

If you have any questions or need assistance regarding year-end closing dates, don't hesitate to reach out to us via uvafinance@virginia.edu.

Let's work together to finish the fiscal year strong and pave the way for a successful year ahead!

Professional Development Corner

Contributed by Patty Marbury

You have all year to use your $2,000 of centrally-funded education benefit for professional development or $5,250 to use for tuition toward a degree-seeking program. See https://hr.virginia.edu/career-development/education-benefits-1 for more information. (To be eligible for this benefit, you must have had six months of service in a benefits-eligible position at UVA by the start date of the class, with the intent to remain on the active payroll during the entire term of the class.)

I hope the opportunities listed here are helpful!

• Take a look at ongoing professional development opportunities
• UVAFinance is offering Lean Certificate Classes to our partners across Grounds

Upcoming NACUBO Offerings:

• 2024 Higher Education Accounting Forum (online option available)
• NACUBO 2024 Annual Meeting (online option available)
• 2024 Planning, Budgeting, and Analytics Forum (Chicago)

From UVA: 

• UVA’s Office for Diversity, Equity, and Inclusion: See their list of current offerings for learning opportunities.
• UVA Human Resources has courses and programs coming up which may be of interest.
• Leaders Lab of Greater Charlottesville is sponsored by the Charlottesville Regional Chamber of Commerce and UVA. The Leaders Lab is a leadership training program for everyone who wants to be great at collaboration! Current and emerging leaders build leadership skills, practice community problem-solving, and learn first-hand how people are working together on local issues.

Spring FOCUS

Registration is open for the in-person FOCUS (Virginia Fiscal Officers of Colleges and Universities State Supported) Spring 2024 Conference, May 21-23. The conference will be held at Norfolk State University. The deadline for the in-person registration is Tuesday, April 30, 2024

Expense Approval Delegation Reminder

Don't let your business processes stall out.

Contributed by Raegan Harouff Gaye

A common issue causing a snag in the expense approval process is when a delegate assigned to approve on a user's behalf has another separate approval role within the system.  Here are a few reminders about expense approval and role assignments that should make things work more smoothly.

1. Expense approval delegation should NOT be used long-term. When assigning a delegate, make sure that individual is not already listed in an approval role as this can cause Expense Reports to get stuck in the system. 

    Please ensure that the correct people are assigned to each role, so delegation is not required.

2. Role Assignment is important! Expense reports are still getting stuck in the system because the same people are assigned to multiple roles. 

    Please ensure that each Cost Center has unique approvers in the following roles:

• Expense Support Specialist (ESS)
• Detail Worktag Approvers which include:
• P2P Approver
• Grant Manager
• Gift Manager
• Project Budget Specialist
• Senior Department Finance Approver (SDFA)

Please email us at askfinance@virginia.edu with any questions.  You can also check out this resource from the UVAFinance website:  How do I know I have the right people in the right expense-related roles? 

UVAFinance in Action: April 11, 2024

Ajoni Wynn-Floyd

UVAFinance was represented well at April 2nd's networking luncheon offered by Central VA Small Business Development Center (CVSBDC) and Community Investment Collaborative (CIC).

Ajoni Wynn-Floyd and Shannon Wampler shared "Selling to the University," a presentation that walked the audience through the process of doing business across Grounds. Way to go, Procurement Team!

Syd Dorsey, Ajoni Wynnn-Floyd, and Shannon Wampler

In other news, Procurement has also released the dates for two upcoming events:  The Travel & Expense Expo on August 6, and the SWaM Supplier Expo on June 5 (click here to register).

Introducing UVAFinance: Derrick Carter and Maheshwor Ghimire

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 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 resource on the UVAFinance website. 

NEW Resource: UVAFinance by Department

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Derrick Carter

Derrick Carter, Business Analyst

What do you do as a Business Analyst? 

Business analysts assess an organization's performance and help them improve their processes and systems. They conduct research and analysis and use the results to come up with solutions to business problems and then, they help to introduce these solutions to businesses and their clients.

Who do you work with regularly?

This depends on the project that I am working on. It could be any of the finance areas or some groups outside of finance.

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

It depends on the project. Everything has its ups and downs depending on schedules.

 
What might surprise people about the work you do? 

It might surprise people to know that although Finance has many different areas, those groups are often having similar issues as one another. It's also interesting that I work with a wide range of people, from leadership all the way into our departments.

What do you like best about working in UVAFinance? 

The best thing that I found is working with the people and the level of professionalism and pride they have in doing their job and for UVA.

 
How do you connect your work with the UVA Finance Values? 

I demonstrate the values by finding ways to make finance better and become efficient in the work we do.

__________________________________________________________

Maheshwor Ghimire

Maheshwor Ghimire, Accounts Payable Specialist

What do you do as an Accounts Payable Specialist?

My primary job is to complete a cycle of receiving, reviewing, and processing invoices from suppliers and vendors. Each component of this cycle needs to pass through the ERM and ensure the parameters and guidelines that meet its standard. Since my previous background is in banking and finance, I always like to see my role as a facilitator to discharge financial obligations on time. I understand that the time factor is not only the ticking of a clock, but it is also the direct cost for customer if not paid on time. When I ensure the payment is processed accurately and efficiently, it means I am in line with UVAFinance's values.

Who are the people/depts you work with regularly?

I work with suppliers and vendors directly, but these suppliers and vendors are established by the various departments, faculties, staff, and students. Hence the networks that I have to work on a daily basis are multiple and need to involve integrated communications among them.

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

There is no such extraordinary season for my job because various activities are continuously ongoing in the grounds, labs, and offices. Despite this, I can say that the year-end closing will definitely be a rush for us as the vendors and suppliers want their receivable accounts to remain intact through the end.

What might surprise people about the work you do/this role/your department or area?

Our team understands the working capital cycle and we try to meet the deadline so that our customers will not have hassles for their obligations, too. We have brought our past backlog up to date and have streamlined and kept the standard aligning with our goal.

What do you like best about working in UVAFinance?

The teamwork, motivating leadership, and opportunity to learn various aspects of finance are the best things that I'll mention here. I have found the work culture very amicable, which really encourages a boost in productivity.

How do you connect your work with the UVA Finance Values?

Accounts payable, as a unit of UVAFinance, is playing its role in providing excellent customer service by its collaborating teamwork with the organization's policies and procedures. My role is to keep all the efforts aligned with the team’s goal and create a synergic effect to meet the UVA Finance values and to augment its reputation. Our team believes in continuing improvements and keeping the flexibility to adopt every single change when necessary, so that our values will not be compromised.

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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

Canceling Accounting Journals During Month End Close

New process alert!

This April, Workday Finance users across Grounds will notice a difference in the process for closing inactive accounting journals during month-end close activities. 

In the past, Central Finance has closed "In Progress" journal entries during the monthly close.  Going forward, journal entries with the status "Created" will also be canceled.  

During April, the Financial Reporting Team will review any journals that were "Created" before April and work with users to ascertain whether the journal should either be canceled or made ready to submit. 

You can use the "Find Journals" report in Workday to receive a report of your accounting journals that are either "Created" or "In Progress."  See the process for Canceling Accounting Journals and for Copying Cancelled Account Journals in these slides shared at the April 3 Fiscal Administrators' Meeting.  

Let us know if you have questions or concerns by reaching out to Ask Finance.

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Want to watch Stephanie McAteer of the Financial Reporting Team share about this new process?  Go to the UVAFinance webpage Meetings & Resources and scroll to "Fiscal Administrators."  The April 3 meeting recording contains her presentation starting at the 33:35 mark.

Rolling Forward Grants: A Year-End Closing Message from OSP & Finance

Fiscal Year End is approaching!

Purchase orders related to Grants require special treatment at year-end and must be rolled forward to the new fiscal year with a budget date that falls within the Period of Performance of the Grant. 

To facilitate the year-end “Rollforward Process of Purchase Orders” related to Grants, please be advised of the following actions taken by UVAFinance in collaboration with OSP:

a) Purchase Orders related to Grants with end dates within FY23 (prior to Jul 1, 2023) will be closed by UVA Finance – no exceptions.

b) Purchase Orders related to Grants with end dates prior to June 1, 2024 will be closed by UVA Finance, unless you specifically request them to be rolled forward by June 21, 2024.

We are requesting you to review the Open Purchase Orders - Grants Year-end Rollover report in Workday for outstanding POs associated with Grants and perform the following actions:

1) Run the Open Purchase Orders – Grants Year-end Rollover report 

2) Review the report for your Grants or Cost Centers

3) Close any Purchase Orders that have been completed and are no longer needed.

4) Filter for Purchase Orders in “issued” status, a remaining balance of <> zero and Grant End Dates <6/1/2024 and identify any Purchase Orders that should be rolled to the new fiscal year because of expected grant extensions.

5) Notify UVA Finance by emailing AskFinance, Subject - “Procurement Rollforward” of POs identified at step 4) and enter a Grant extension request through ResearchUVA PBH to enable OSP Pre-Award to take appropriate actions.

After July 1st, 2024, if a supplier invoice needs to be processed on a closed PO, you will need to enter a new requisition if the grant has been extended. Since Requisitions or POs cannot be backdated, you must use other departmental funds to pay the invoices on POs on expired grants that have not been rolled forward. An Accounting Adjustment or Accounting Journal can be performed to move expenses back to the grant.

Important to note: 

• Rolling forward a PO creates an Obligation in the new fiscal year.
• Only POs in “issued” status and with a remaining balance can be rolled forward to the new fiscal year. POs in “draft”, “approved”, or “in progress” status or POs without a remaining balance can not be rolled forward as there is no Obligation related to these POs to roll. An Obligation will be created for these in the new fiscal year once they have been issued.
• POs in “change order in progress” status cannot be rolled. All change orders in progress will be canceled by UVA Finance and will have to be re-entered in the new fiscal year.

See UVAFinance's Year End Closing Dates on our webpage.  

From Temp to Full-Time, Becky Clore plays a vital role on the AP Team

Becky and her children

Becky Clore has been with UVAFinance as a temporary employee since April 24. Now, at nearly her year anniversary in Accounts Payable, Clore is transitioning into a permanent spot on the team.

When Clore arrived in UVAFinance last spring, she was part of the effort to help address issues stemming from the transition to Workday Finance. Clore and her colleagues plowed through backlogs of Jaeggar transactions, match exceptions, stuck invoices, and more, and then they transitioned into invoice processing when that was moved in-house.

Although she has been through some challenging projects on the team, she says her experience has been wonderful, citing her team, her manager, and our users across Grounds as one of the chief reasons she has enjoyed the role.

Clore, who has been recognized by stakeholders for her customer service skills, says her experience at UVA has taught her many things. This is especially true as her work often has her “fixing things” for not only users but also suppliers. These days, she finds that although she’s not dealing with massive backlogs, her work is still engaging and varied.

Clore says she looks forward to growing with the organization.

“I hope to be here a long time,” she says. “I’m like that guy from Office Space with the stapler – you can’t get rid of me!”

She cites her experience in higher education as a welcome challenge, even though she has about twenty years of financial experience.

Clore is native to this area and has two children (Alijah, 15, and Alayna, 14) with whom she enjoys spending time. The family is rounded out by Lucy, a cocker spaniel mix, and three cats: Clifford, Garfield, and Sandy.

 

Save the Date: UVA Travel & Expense Expo

Planning has begun for the 2024 Travel Expo.  Please save the date on your calendars and watch this space for more information. 

New Reporting Training Video

Watch and learn! 

Linda Leshowitz of the UVAFinance Training Team has provided a new resource for using the Workday Journal Lines Actuals and Workday Journal Lines Income Statement Apps in UBI.  

The video provides an overview of the templates included in both apps, which can be used as is or to create customized My Sheet reports.

Check out the Video!

Also see:  Using the As of Period and Period Type Fields and more information about the new Qlik apps.

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Related Information: Did you see this? Reporting & Analytics Release Notes

Role Attestation Campaign to run April 29 through May 10

Assuring proper system access

Later this month, UVA will begin a period of verification to ensure our employees have the correct system access. 

Last year was the first attestation since major system transitions in both HR and Finance. It is best practice for any system of record in which we access highly sensitive data that we perform regular attestation. Regular validation of user access also keeps us in compliance with University Policy SEC-037.

As we allow HR and Finance functionality to be distributed across Grounds, it is even more important for our managers to ensure the correct people have appropriate access and can perform the correct functions to be good stewards of the University’s resources.

 Later this April, managers will receive clear instructions regarding attestation of their area's Workday roles, as well as resources to guide them through the attestation process. If you have questions or concerns about this process, speak with your manager or contact us at askfinance@virginia.edu

America To Go Resources

Fresh in the UVA Marketplace

Contributed by Devon Stribling

The new America to Go (ATG) punchout went live on April 6.    Partnering with ATG, PSDS has held two webinars about the punchout and received great feedback and questions.

We've also posted a few resources that we have put together for you all that we hope will be helpful during the rollout of the new ATG punchout.

All ATG Resources can be found here, and include:

• A Video on the New ATG New Punchout
• Quick Reference Guides (QRGs) for: 
• Accessing UVA Marketplace and the ATG Punchout
• Placing an Order with ATG
• Revising an Order with ATG
• Canceling an Order with ATG

Please let us know if you have questions or concerns as you start working with the ATG punchout. 

Did you see this? Reporting & Analytics Updates

Don't miss the new offerings!

On March 27, a new edition of Finance Reporting & Release notes was posted to the UVAFinance website.   Be sure to read the full list of enhancements on the Finance Reporting and Analytics Notes page.

Highlights include:

Workday

• New Subawards with Missing Subrecipients report - Provides a list of subaward Grants with missing subrecipients. Can be run by cost center or cost center hierarchy.
• Fund Balance by Cost Center – Added Employee Name to the drill-down report for Obligations.
• Matched Exception on Supplier Invoices – Added prompts for cost center and cost center hierarchy.

UBI

• New apps for Central Finance Workday AP Discounts for Cost Reimbursable Grants and Workday AP Discounts for Fixed Cost Grants -  Use to manage the journal entries required to pass AP Payment Discounts back to the Grants in the expense ledger and track if the discounts are being correctly accounted for on subsequent accounting adjustments.
• New Workday eVA Fee Charges app – Use to apply the eVA charging rules provided by the Schools/Units to the bi-monthly eVA fee file sent from the State.  FYTD charges through January were booked in the ledger in March.
• Workday RAD and Workday PI RAD – multiple updates to both apps (see the Release Notes) including added new Payroll Cost Distribution sheet to Workday RAD.

A friendly reminder that you always find this information and more reporting resources at Business Intelligence & Analytics | UVA Finance (virginia.edu)

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Related Information:  New Reporting Training Video

Year End Closing Dates are Posted

It's that time of year again!

Not to alarm anyone, but Fiscal Year End is looming.  

Fortunately, the UVAFinance Team has gotten a head start on cutoff dates for year-end.   You can find the Year End Closing Dates on our website.  

On the site, you'll be able to sort the activities by date or by area. We'll continue to refine the dates as the month goes on.  

If anything is missing or there's something you think would be helpful, let us know at askfinance@virginia.edu

Helpful Workday Hints

Need a little assistance?

Do you ever have to pause while you're doing transactions in Workday because you can't remember what step comes next in the process?  

You're not alone! 

Our Training Team recommends a couple of resources that are very helpful in those uncertain moments.  

1.  Workday Digital Assist.  Sometimes called "Walk Me," Workday Digital Assist (WDA) provides immediate guidance in the Workday system itself.  WDA shares links to UVAFinance Quick Reference Guides related to your task so you don't have to leave the tool, as well as popup instructions, buttons that link to walkthroughs, and more.  Users must install the tool in their browser to use it.  If you see a blue button that says "Need Help?" in the top right of Workday (by your inbox icon), then you have the extension and you're good to go!  If not, here's how to get it: https://uvafinance.virginia.edu/resources/installing-and-using-workday-digital-assist

2. Favorites in Workday.  This came up in a recent Fiscal Administrator's Meeting (are you coming to those?  You should! There's lots of helpful info shared and we ask and answer lots of questions.  Here's where you can find the meeting info.)  This feature allows you to save tasks and reports so they're ready when you need them and you don't have to stop and remember which one you need and how to get to it.  Check out this Quick Reference Guide (especially page 5) to see how to access and utilize this handy feature.

And remember, we're always happy to help you.  We're still holding "Time with a Trainer" sessions.  Visit our website to see our trainers' availability and book some time with them.

Available to our Finance Partners Across Grounds: Lean Certificate Classes

Join us as we get lean!

The UVAFinance Training Team is again offering a series of courses toward a certificate in Lean ideology.  Our finance partners in schools and units are invited to join us in these classes!

Lean Fluency: 
This course provides an overview of Lean concepts and terminology. Upon completion of the course, participants will be able to describe the basics of Lean principles, vocabulary, and tools.
View offerings and register
https://www.myworkday.com/uva/learning/offering/fd8e465bb0b51000ff72d03478c00000?record=bc84cc432c2c100108f9279ca25b0000&type=7c48590b5257100009485b7a25ae0068


Lean in Daily Work: 
Based on Lean concepts, this class provides practical, easy-to-implement strategies to make your current processes more efficient.
View offerings and register
https://www.myworkday.com/uva/email-universal/inst/17815$427/rel-task/2997$10951.htmld

Read more about the Lean Certificate program here.

The Lean Certificate also involves completion of the Lean Projects class, plus 4 Lean Lab classes. Those will be scheduled soon. Watch this space!

Register Now: UVA's SWaM Supplier Expo

Don't miss out on this opportunity to connect with small, local, and diverse businesses.  Register now for the SWaM Supplier Expo this June 5 and you'll be entered in the door prize drawings.

Hit the link for details and to register: https://www.eventbrite.com/e/university-of-virginias-swam-supplier-expo-tickets-869396517387?aff=oddtdtcreator

New from the Training Team: UVAFinance by Department

Handy!

UVAFinance is a large organization with many departments and a host of responsibilities.  

This new infographic from Danielle Hancock of our Training Team is a simple, easy-to-digest resource that breaks it down for us!

Check it Out: 

UVAFinance by Department

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UVAFinance Team members, you'll get a hard copy of this at Finance Week!

Reporting & Analytics Release Notes for March 2024

Finance Reporting & Release Notes from March 27 have been posted to the UVAFinance website.  

This update includes significant new reports and modifications that have been released between January 22nd and March 22nd as well as known issues that we are investigating or working on currently.

At the end of February, we released two NEW UBI Journal Lines app that we encourage you to use instead of the all-encompassing Workday Journal Lines. The performance of these new apps is much improved.

• Workday Journal Lines – Actuals Only - This app includes both income statement and balance sheet ledger account types so it can be used to look up ledger/transaction details in your Fund balances. Currently, this dataset is about 25% smaller than Workday Journal Lines because we’ve eliminated Commitments and Obligations Ledgers.
• Workday Journal Lines – Income Statement Only - This app includes Revenue, Expense, and Transfer ledger account types for those of you who focus primarily on managerial or transactional reporting. By eliminating balance sheet activity, this dataset is approximately 50% of the size of Workday Journal Lines. This app will retain the Obligations and Commitment details so you can reconcile to Budget vs Actuals.

We’ve added some new options/measures to make it easier to pull Year-to-date, Inception-to-date, and Prior Year-to-date data and do variance analysis. You can start with the template sheets we provided in the apps to customize your reports using these new measures and date filters. You can find training videos here: Resources | UVA Finance (virginia.edu)

Let us know what you think about these new apps and enhancements – we’d love to hear from you.

If you support PIs on the grants, we encourage you to look at Workday RAD for PIs. PIs can self-service reports - they are limited to viewing their own Grants and they do not have to take UBI training. You can find more information here: Research Administration Dashboard (RAD) Reporting | Research (virginia.edu)

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

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Related content:  New UBI Training Video:  Using the As Of Period and Period Type Fields / New Journal Lines Qlik Apps