Expenses

Workday@Yale

March 21, 2017

• Spend Authorization

• Cash Advance (Travel &

Expense Advances)

• Expense Report (EMS)

Processing

• Payment Election

Enrollment

Agenda

• Welcome

• Overview

• Workday Roles

• Key Changes from Current to Future State & Demo

• Spend Authorization

• Cash Advance (Travel & Expense Advances)

• Expense Report (EMS) Processing

• Payment Election Enrollment

• Q & A

• Next Steps

2

Test the System

Learn their assigned areas

of the systemProvide User Support

Participate in this

Community of Practice

Serve as a Liaison

Before Go-Live

“Focus on Readiness”

After Go-Live

“Support Users”

Local Workday Gurus:community of users who can provide business

process support as a part of their current role.

Early Adapter Coach

Change Partners:feedback and communications channel

between their business unit and the Change

Management team.

Ambassador of Change

Learn about the Changes

Serve as a Liaison

Direct Users to Help Resources

Supporter Listener

Lead User Training

Change Network Roles

3

• Early opportunity to collectively study a specific Workday topic

• Come to a deeper understanding of the topic through interactive questioning and dialogue

• Exposure to the Workday system via demos, when possible

• Become fluent in the concepts and information covered in the session

• Concepts and information presented today may change as Yale continues to improve the configuration of Workday

Knowledge Sessions Objectives

Success depends on participation!

If you have a question, please ask.

4

Online Videos

Financials Overview

Chart of Accounts (COA) Overview

Introduction to Worktags

Reporting

Overview of Workday

Core Concepts

Software as a Service

Configuration vs. Customization

Tenant

Supervisory Organizations

Roles

Business Process

Employee Self Service

Delegation

Inbox

Prerequisite Foundational Core Concepts

Additional resources are available at workday.yale.edu5

Simplify and standardize processes

Make it easier to get work

doneand harder

to make mistakes

Minimize administrative

work for faculty,

studentsand staff

Lower operating costs and improve

effectiveness

Provide accurate, trusted,

and timely reporting

Why Workday?

Roles

Workday@Yale

Role Name Brief DescriptionLegacy Role (Oracle and other

legacy systems)

Employee (Self Service) Prepares expense report N/A

Cost Center P2P Approver - $1KApproval authority for Procure to Pay business processes up to $1K

Oracle Invoice Worklist approversOracle EMS/iExpense approvers

SciQuest approvers

Cost Center P2P Approver - $10K Approval authority for Procure to Pay business processes up to $10K

Oracle Invoice Worklist approversOracle EMS/iExpense approvers

SciQuest approvers

Cost Center P2P Approver – UnlimitedApproval authority for Procure to Pay business processes

- Unlimited dollar amount

Oracle Invoice Worklist approversOracle EMS/iExpense approvers

SciQuest approvers

Cost Center P2P PO Specialist Prepare and view PO Change Orders N/A

Cost Center P2P Invoice SpecialistReview and edit invoices PO "match exception" requires receipt verification (aka

"Receiving") or otherwise routed to department for reviewOracle Invoice Worklist user

Cost Center AP SpecialistPrepare and view certain decentralized AP transactions including Supplier Set Up

Requests and Supplier Invoice Requests (aka Check Requests).Procurement Vendor Setup Approvers

8

Expenses Roles

Role Name Brief DescriptionLegacy Role (Oracle and other legacy

systems)

Cost Center Financial AnalystPerform financial reporting functions for assigned Cost Centers,

with NO payroll details.DWH1-View Financial Info (current state includes

payroll details with this role)

Cost Center ManagerApproval authority for finance business processes including non-

grant journals, manual ISP billing journals, non-grant PAAs, AR write-offs, business asset (MEI) transfers

Oracle:YUGL_Phase 2 Staging Manager w/no GC xfers

YUGL_JSA_Department_Grant_ApproverYULD_Phase 2 Dept Manager With NO Grants

YULD_Department_Grant_ApproverYULD STUCAS Dept LD Accountant With Grants

Grant Manager

Approval authority for grant financial business processes such as cost transfers and subaward invoice approvals. This role is

assigned by OSP to individual(s) in the owning BusOps department during the grant set up process.

N/A

Expenses Roles

9

Spend

Authorization

Workday@Yale

Spend Authorization - Future State Process Flow

11

Create Spend Authorization

Reviews / Approves

Employee as Self

or Delegate

Cost Center P2P

Approver

1K / 10K /

Unlimited

Reviews / Approves (over 25K)

Controller

Spend Authorization Created

(Cash Advanced)

Workday Activity

• The Workday Spend Authorizations is used to…

Request a Cash Advance for travel, or paying study subjects

Request authorization to commit funds

• Spend Authorizations replace today's cash advances.

• Staff may request cash advances in the form of…

Cash Advance Request (checkbox)

Cash Picked up Treasury

Check

Prepaid Gift Card

Prepaid Reloadable Debit Card

• Expense reports are submitted against the Spend Authorization (Creation Options)

Spend Authorization – Key Changes

12

Spend Authorization

13

DEMO

Expense Report

Workday@Yale

Expense Report - Future State Process Flow

15

Create Expense Report

Reviews / Approves

Employee as Self

or delegate

Controller

Approves (50K +)Expense

reimbursed or deducted

Automated

Transaction Posted to Financial

Statement

Approves (Embargoed Countries)

OFAC Compliance

Expense Data

Entry Specialist

(YSS Clients)

Cost Center P2P

Approver

1K, 10K, Unlimited

Conditional Approvals

Reviews / Approves

Workday Activity

• Expense Management System (EMS) is being retired

• Receipts, if required, are attached directly to the Expense Report (no more faxing) either at the line level or at the header of the expense report.

• The YSS role has changed:

Departments who use YSS for expense reports entry will now input information directly into Workday instead of via an email transmittal form.

YSS will review the expense report directly in Workday

• Messages to employees regarding their expenses will appear in their Workday Inbox and Notifications. Email will no longer be used.

• Requestors (spenders) will certify only their expense reports includingout-of-pocket expenses and/or personal expenses charged to their P-Card.

Expense Report – Key Changes

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• Expense report approvers can take action via their Workday Inbox which is also available in the Workday Mobile App.

Spenders may continue to transmit images of their receipts to their preparers via email.

• Charges are now designated by expense item. A line memo is required only on personal charges.

• Current employees had their existing payment elections converted when Workday HCM went live in July 2015. New employees are required to make an election during onboarding.

Expense Report – Key Changes (continued)

17

• Delegations will be pre-loaded into Workday and available for Workday Expense

reporting.

• Current state Self-Assigned Assistants will be converted prior to Go-Live as

Workday Delegates.

• A delegation process is under development by which distributed departments

may request delegations on behalf of employees.

• After Go-Live, employees may request delegation of their expense report

preparation.

• The Workday Mobile App is available to photograph receipts, submit expenses

and certify your own expense report.

Expense Report – Key Changes (continued)

18

Expense Report – Key Changes (continued)

19

Expense Report

DEMO

20

Training Guide

Auditorium Session

Instructor-Led Training

Web Simulation

Coaching/Clinic Session

Web-Based Training

Quick Guide (QG)

Training

21

Support

You will have support!

• Local Workday Guru’s are embedded in your department

• Workday.yale.edu provides access to quick guides, web-based training, and additional supporting documentation

• Yale Shared Services (YSS) will provide tier-one helpdesk support through the Finance Support Center (FSC)

• Heightened support will be provided from July through October

22

Questions

& Discussion

Workday@Yale

Session Feedback

Tell us what you think!!

Please complete the short anonymous survey

that will be emailed within the next 24 hours.

To download a copy of today’s presentation,

please visit workday.yale.edu.

24

• Become an ambassador of change

• Grow your network and take some time to meet other Local Workday Gurus

• Topics for next Knowledge Building Session

• User Acceptance Testing April 17 – May 19

Testers who are selected will be notified soon

• End User Training begins May 22 (tentative)

Local Workday Gurus are encouraged to attend training that is specific to their

business area

This will help you to continue to become comfortable with the content

• Local Workday Guru Preparation for Go-Live begin June 5 (tentative)

What’s Next

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•

•

Thank You!

Workday@Yale