1. Workday Retreat

2. Welcome  Tuesday April 14 th : Finance  Thursday April 16 th : Human Capital Management

3. Today  WebEx sessions  Submit questions via chat  Be sure and mute your audio  Crosswalk Handout  Banner/Workday Crosswalk on Website  Breaks and Lunch  Hold questions until after each presentation

4. Welcome to Workday – Video

5. Workday Basic Navigation Deb Brooks Financial Accounting Louisa Kelly & Heather Saunders Purchasing Ed Schiff & Tony Montero Business Assets Sara Moskowitz Suppliers Michael Cooper Mobility Demo Jason Ball & Barbara Kenney Travel Michael Cooper & Kyle Kenny Payroll Rosa Naujoks & Annie Yahinian Questions, Review & Wrap-Up Agenda

6. Workday Basic Navigation: DEB BROOKS

7. Let’s take a look…

8. Workday Finance OVERVIEW APRIL 14, 2015

10. Financial Accounting LOUISA KELLY AND HEATHER SAUNDERS

11. Banner versus Workday Terminology  1) INDEX = SMART TAG  2) FUND = FUND  3) ORGANIZATION = COST CENTER  4) PROGRAM = PROGRAM  5) ACCOUNT CODE = ACCOUNT CODE  Revenue and Spend Categories are replacing account codes in some instances CROSSWALK TARGETED TRAINING Workday = Enhanced Reporting!

12. Journals  Journals have developed a few aliases over the years… From the days of SAMAS to Banner:  Journal Entry  Journal Voucher  JV  JE16  Entries  FUPLOAD (multi-line journal entry) – is now called an EIB  Direct Feed Entry – now also called an EIB

13. Journals – roles on the Approval Path Cost Center Accountant (Department Cost Center Manager (Department) Accounting Manager (Controller's Office) Grant Manager (Department – if Grant Worktag on Smart Tag) Research Accountant (Division of Research – if Grant Worktag) If applicable

14. GrantsSponsoredNon-Sponsored ClassificationFunded – ExternallyFunded - Internally Assigned Approval College/Department Grant Manager Assigned Approval Research Administration Research AccountantN/A Smart TagsSponsor Acronym PI Name Banner Legacy Index Type Acronym (OH and SU) PI Name Grants – Electronic Routing

15. Grants – Assignable Roles

16. Benefits of Workday’s Electronic Approval Path 1) Efficiency – increased turnaround time from input to posting 2) Effectiveness – increased accuracy and fewer errors 3) Paperless – no paper work to print and send 4) Accessibility – scan and attach source documents directly to the journal 5) Audit Trail – find out when and where a journal is in the approval process with a few clicks

17. Create a Journal in Workday

18. andanswers

19. Purchasing ED SCHIFF AND TONY MONTERO

20. New in Purchasing Catalog Ordering (pre-loaded FAU negotiated price catalogs) Punch Out Shopping to Supplier Websites Complete automatic approval routing Workcart service for creating requisitions Suppliers now accessible for requisitions Real time transactional information and approval status of any document Electronic receiving of goods and services Document imaging for attachments

21. Procurement Terms Workday  Supplier  Merchant  Spend Category  Receipt  SmartTag Banner  Vendor  pCard Vendor  Account Code  Receiving Report  Index

22. Requisition Processing  All requisitions and change orders will automatically route for approvals regardless of entry point to:  Spend Category Managers  Cost Center Managers  Grants Manager  Research Accountant  Budget Checking  Multiple vendors and Items can exist on 1 requisition  No separate “codes” for expense, assets, grants, or construction.  Updated status in real time through Worklets, Inbox and Notifications  PO, requisition, invoice and receipt all tied together.

23. Annual Paper Elimination 12,000 manual requisitions 4,000 change order requests 1,000 pCard only Vendor add request forms 200 Office Supply maintenance forms Thousands of fax pages of requisition backup materials No PO printing or faxing: automatic e- mail and electronic web PO ordering.

24. andanswers

25. Business Assets SARA MOSKOWITZ

26. Business Assets Assets are those items that exceed the $5,000 threshold Trackable spend categories Cost Center Manager=Accountable Officer Attractive assets: Tablets Desktop PC Laptops Cell phones Attractive assets will be issued to a worker Property will only be reassigned through a separation clearance My Direct Reports for Assets- Managers will be able to run a report to view all assets assigned to them and their workers

27. andanswers

28. Suppliers MICHAEL COOPER

29. Supplier Invoice Terminology Banner Term = Workday Term  Vendor = Supplier  Vendor Invoice Number = Supplier Reference Number  Payment Request = Ad Hoc Payment Request  FGIDOCR Invoice History = Find Supplier Invoices  FAIVNDH Vendor History = Supplier Payments  FAAINVE Logging in of vendor invoice = Supplier Workbench or Supplier Invoice

30. Supplier Invoice Special Handling: Grants AssetsFoundationInstallmentsPrepaid Expenses Ways to process: Purchase Requisition – Purchase Order – Receipt Match = IDEAL! Create Supplier Workbench – Example 1 Non-Purchase Requisition – Non- Purchase Order – Non Receipt Create Supplier Invoice – Example 2 Payment Requests

31. Cool Cool new Supplier things!  New role - Departmental Accounts Payable Specialist  Paperless storage  Invoices stored as attachments  Payment requests will be done electronically  Easier approval process  Please remember you can submit invoices via  accountspayable@fau.edu accountspayable@fau.edu

32. Supplier Invoice Workbench

33. Create Supplier Invoice

34. andanswers

35. Mobility Demo JASON BALL AND BARBARA KENNEY

36. andanswers

37. Travel Michael Cooper Kyle Kenny

38. Travel Terminology Banner Term = Workday Term  Travel Authorizations = Spend Authorizations  Travel Reimbursements = Expense Reports  Workflow = Business Process  Index = Smart Tag  Fund Signer = Cost Center Manager

39. Cool new travel things! Mobile Application Smartphones and iPads Receipt Picture Uploads Reports Navigation is better than Banner One system versus three systems communicating

40. Grants - Travel Domestic Travel over $1,000 on sponsored awards will be routed to Research Accounting for approval International Travel on sponsored awards will be routed to Research Accounting for approval Travel expenditures can be allocated to multiple Smart Tags; if a sponsored grant is used the allocation method must be provided

41. Spend Authorizations

42. Expense Reports

43. andanswers

44. Payroll ROSA NAUJOKS AND ANNIE YAHINIAN

45. Key Terms  Withholding Election  Banner: W4 and State Tax Withholding  Payment Election  Banner: Direct Deposit Information  Pay Slips  Banner: Paystub, pay advice  Costing Allocation  Banner: Labor Distribution  Payroll Accounting Adjustment  Banner: Labor Redistribution  Enterprise Interface Builder (EIB or iLoad)  Banner: Payroll Input or OIT Load

46. Major changes in Payroll Most payroll input will occur electronically Payroll certification will be a part of the payroll process Earnings and Deductions now have an alpha value 009 – Regular Wages 704 – Gym Membership Employee can add/delete banking and direct deposit information Employee can update their tax withholding information Retro Pay/Adjustments are calculated automatically Eliminates Paper Forms of: Form w-4 Direct Deposit Authorization Out of State Hire Form Manual Check Request

47. Employees are able to: Change tax withholding Changes are effective in the open pay period Add/Delete direct deposit 3 bank accounts can be added Changes are effective in the open pay period …. No pre- note needed View Payslips

48. Payroll and the Business Process Business Process : a sequence of one or more steps that accomplish a desired business objective...known in Banner as Workflow Examples of business process in place that notify payroll of a “to do” or “action” needed  Verify Form W-4 for new hires  Change of employee addresses (out of state)  Changes by employees to their withholding election  Payment elections for new hires  Update taxation for additional assignments  Update taxation for student employees

49. Payroll Accounting Adjustment Formerly known as Labor RedistributionsInitiated by TimekeeperApproved by Cost Center ManagerGrants Manager (if app)Research Accountant (if app) Posting occurs immediately after payroll completes (Monday of pay week)

50. EIB – Enterprise Interface Builder  Upload of data from an excel template into Payroll  Mainly used for mass updates replacing OIT upload or payroll input Few examples:  Human Resources: Peoplefirst benefit deduction updates  United Way: Annual campaign deductions  University-wide legislative increases

51. Payroll Demo

52. andanswers