Open Lab Recordings

Assets/Property Managers (57:58)

Virtual Open Lab

June Gutknect & Andrea Gabel

Property Managers

Budget (1:14:05)

Physical Drop-In Lab

Megan Clipse & Felicia Nachef

Personnel with Budget responsibility in Workday

(Note: for anything budgeting related to Grants, please visit the virtual open lab sessions for Grants)

Delegation (33:38)

Fall 2022 Virtual Open Lab recording

• Setup Delegations
• View Delegations
• Act as a Delegate

Cindy Presson

Personnel who are either temporarily assigning tasks they're responsible for in Workday to another employee (due to being out of the office or on vacation) or personnel acting as a Delegate

Recording note: Answers to the questions posed during the recorded session include:

• Can a Delegate adjust unmatched time clock entries if delegated to Enter Time?
• I have so far been unsuccessful in entering time while proxied as an OPS in Sandbox, and am checking with our Workday Admins to determine why that might be the case. Until I can do so, I cannot test this scenario. I do know that a Supervisor/Manager can adjust unmatched Time Clock events, so a Delegate for Time Approval (Inbox tasks) should be able to do so.

• How do you remove or end a Delegation?
• As we reviewed in the session, removing the row and clicking Submit will remove the Delegation; only the original Delegator can do so.

• Can a Delegate remove a Delegation?
• No; Delegations can only be seen and accessed by the DELEGATOR. Although the Delegate receives a notification that they have been named as a Delegate, they do not have access to the Delegation itself, so cannot change it. This is one reason, however, it’s critical to communicate with someone you wish to Delegate to prior to creating the Delegation.

Financials for Cost Center Managers (54:14)

• Foundation of Data Model (FDM) or Data Audit
• Requesting a New FDM
• Revenue & Expense Categories (& the General Ledger)
• Check Log Processing
• Financial Periods MTD, YTD & LTD (Grants)
• Reports
• Fixing Errors

Esther Val & Amanda Jobes

Cost Center Managers, questions regarding FDM, accounting adjustments

Resources shared:

Workday Open Lab Financial Reports Slide Deck

Grants/Awards

Virtual Open Lab

• Reviewing Budget to Actuals for Grants/Awards (14:05) Spring 2023 Virtual Open Lab recording
• Subawards in Grants/Awards (15:25)
• Budget Transfer Requests for Grants/Awards (35:29)
• Indirect Costs (23:06)

Donna Gilmore, Tina Pollock, & Judi Ford

Personnel who manage grants, including Principal Investigators, Grant Managers, Department Administrators, and Business Managers

Resources shared:

Create Pivot Table of Expenditures through Budget to Actual Report

To View a Grant Budget in Workday

View Budget and Award Budget to Actual in Workday

Workday Award and Grant Worktags Explained

HR/Compensation (46:28)

Fall 2022 Virtual Open Lab recording

• Change Job/Edit Job
• Request Compensation Change
• Request One Time Payment
• General Questions

Kirsten Thompson & Alli Bailey

Managers, HR Business Partners, and Administrative Assistants who handle one-time payments, period activity pay, compensation changes, job changes

Managing Period Activity Pay (54:05)

Fall 2022 Virtual Open Lab recording

• Managing Period Activity Pay
• Correcting Period Activity Pay
• End Period Activity Pay
• General Questions

Kirsten Thompson & Alli Bailey

Personnel with the designated role of HR Business Partners to ask questions and get help on Creating and Managing Period Activity Pay

Procurement

Spring 2023 Drop-In Lab recording

• Requisition & Supplier Requests (1:09:54) 
• P-Card (1:12:59) 

Rick Pence, Alex Drevenkar, Kyle Ray, & Mark DeBoy

Personnel who purchase goods and/or services for the University; questions regarding Punchout process, change orders, new supplier and P-Card transactions

Accounts Payable (27:15) Spring 2023 FAQ Demo recording

• Direct Payments
• Expenses
• Creating a Receipt

Dina Cooper

Personnel who request supplier invoice requests, submit non-travel expense reimbursements, and create receipts

Recruiting 

Spring 2023 Drop-In Lab recording

• Hiring OPS Employees (48:59)
• Hiring Staff/Faculty Employees (41:24)

Andrea Smith

Personnel who hire employees, create job requisitions (postings), internal applications

Resources shared:

Supervisor Onboarding Checklist for OPS Employees

Candidate Onboarding Checklist for OPS Employees

Supervisor Onboarding Checklist for SP and A&P

Candidate Onboarding Checklist for SP and A&P

Supervisor Onboarding Checklist for Faculty

Candidate Onboarding Checklist Faculty

Travel Expenses (1:24:46)

Physical Drop-In Lab

• Spend Authorizations
• Expense Reports (Travel)
• Candidate/Student Travel
• Misc. Tips/Tricks

Brooke Niarchos

Personnel who travel, or have reimbursable travel expenses to submit to the University

Resources shared:

Time Tracking (46:02)

Spring 2023 Virtual Open Lab recording

• Enter Time & Time Off
• Submit Time & Time Off
• Approve Time & Time Off

Sara Wood & Patrick Vitacco

Personnel who enter, review and/or approve employee Time and Time Off in Workday, including OPS, SP, A&P or UPD employees, Managers & Supervisors, Timekeepers

Assets/Property Managers (56:07)

June Gutknect & Andrea Gabel

Property Managers

Budget (1:34:01)

Megan Clipse & Felicia Nachef

Personnel with Budget responsibility in Workday

(Note: for anything budgeting related to Grants, please visit the virtual open lab sessions for Grants)

Delegation (33:38)

• Setup Delegations
• View Delegations
• Act as a Delegate

Cindy Presson

Personnel who are either temporarily assigning tasks they're responsible for in Workday to another employee (due to being out of the office or on vacation) or personnel acting as a Delegate

Recording note: Answers to the questions posed during the recorded session include:

• Can a Delegate adjust unmatched time clock entries if delegated to Enter Time?
• I have so far been unsuccessful in entering time while proxied as an OPS in Sandbox, and am checking with our Workday Admins to determine why that might be the case. Until I can do so, I cannot test this scenario. I do know that a Supervisor/Manager can adjust unmatched Time Clock events, so a Delegate for Time Approval (Inbox tasks) should be able to do so.

• How do you remove or end a Delegation?
• As we reviewed in the session, removing the row and clicking Submit will remove the Delegation; only the original Delegator can do so.

• Can a Delegate remove a Delegation?
• No; Delegations can only be seen and accessed by the DELEGATOR. Although the Delegate receives a notification that they have been named as a Delegate, they do not have access to the Delegation itself, so cannot change it. This is one reason, however, it’s critical to communicate with someone you wish to Delegate to prior to creating the Delegation.

Financials for Cost Center Managers (1:03:25)

• Foundation of Data Model (FDM) or Data Audit
• Requesting a New FDM
• Revenue & Expense Categories (& the General Ledger)
• Check Log Processing
• Financial Periods MTD, YTD & LTD (Grants)
• Reports
• Fixing Errors

Amanda Jobes & Andrea Gabel

Cost Center Managers, questions regarding FDM, accounting adjustments

Resources shared:

Workday Open Lab Financial Reports Slide Deck

Grants/Awards

• Reviewing Budget to Actuals for Grants/Awards (29:06)
• Subawards in Grants/Awards (20:17)
• Budget Transfer Requests for Grants/Awards (20:44)
• Indirect Costs (17:04)

Donna Gilmore, Tina Pollock, & Judi Ford

Personnel who manage grants, including Principal Investigators, Grant Managers, Department Administrators, and Business Managers

Resources shared:

Create Pivot Table of Expenditures through Budget to Actual Report

To View a Grant Budget in Workday

View Budget and Award Budget to Actual in Workday

Workday Award and Grant Worktags Explained

HR/Compensation (46:28)

• Change Job/Edit Job
• Request Compensation Change
• Request One Time Payment
• General Questions

Kirsten Thompson & Alli Bailey

Managers, HR Business Partners, and Administrative Assistants who handle one-time payments, period activity pay, compensation changes, job changes

Managing Period Activity Pay (54:05)

• Managing Period Activity Pay
• Correcting Period Activity Pay
• End Period Activity Pay
• General Questions

Kirsten Thompson & Alli Bailey

Personnel with the designated role of HR Business Partners to ask questions and get help on Creating and Managing Period Activity Pay

Procurement

• Requisition & Supplier Requests (1:01:41)
• P-Card (43:19)

Rick Pence, Alex Drevenkar, Kyle Ray, & Mark DeBoy

Personnel who purchase goods and/or services for the University; questions regarding Punchout process, change orders, new supplier and P-Card transactions

Accounts Payable (55:49)

• Direct Payments
• Expenses
• Creating a Receipt

Dina Cooper

Personnel who request supplier invoice requests, submit non-travel expense reimbursements, and create receipts

Recruiting 

• Hiring OPS Employees (58:07)
• Hiring Staff/Faculty Employees (53:00)

Andrea Smith

Personnel who hire employees, create job requisitions (postings), internal applications

Resources shared:

Supervisor Onboarding Checklist for OPS Employees

Candidate Onboarding Checklist for OPS Employees

Supervisor Onboarding Checklist for SP and A&P

Candidate Onboarding Checklist for SP and A&P

Supervisor Onboarding Checklist for Faculty

Candidate Onboarding Checklist Faculty

Travel Expenses (1:40:33)

• Spend Authorizations
• Expense Reports (Travel)
• Candidate/Student Travel
• Misc. Tips/Tricks

Brooke Niarchos

Personnel who travel, or have reimbursable travel expenses to submit to the University

Resources shared:

Time Tracking (1:00:06)

• Enter Time & Time Off
• Submit Time & Time Off
• Approve Time & Time Off

Sara Wood & Patrick Vitacco

Personnel who enter, review and/or approve employee Time and Time Off in Workday, including OPS, SP, A&P or UPD employees, Managers & Supervisors, Timekeepers