FINANCE
We are pleased to announce that Workday Financials went live on July 1, 2017!
What does this mean? In simple terms, it means that all of your financial transactions such as purchase orders, invoices, travel expenses, journal entries, budget reports, etc., will be processed using Workday Finance. One of the best features of this new system will be the elimination of paper and an automated workflow for submission and approvals of financial transactions!
The training for the Simmons community will be critical to the success of this system. To that end we have developed several different types of training:
Videos that you can watch at any time
Training materials
Budget
The Workday System includes budget check capabilities. Budget check means that before any financial transaction for purchase orders, invoice payments, and travel reimbursements may be requested, the system will check to see if there are sufficient budget funds in the particular line item or account code. Before submitting a purchase order, invoice payment, or travel reimbursement, we recommend that you check to confirm that there are sufficient budget funds in the specific account code. Please click here for instructions on how to check for budget fund availability.
Helpful forms:
Expense Reports
Purchasing
The Simmons Travel policy may be found here.
Workday allows for a pre-approval before you travel which is recommended for any travel with projected expenses of $5,000 or more. Before you travel, check with your supervisor to confirm if you are required to submit a pre-approval. The process to obtain pre-approvals through Workday is through the Spend Authorization functionality. Once this pre-approval has been processed, the funds to your budget will be encumbered.
Here are the following methods of getting information about how to Request a Pre-approval for Travel:
After you travel, an expense report should be submitted within 30 days in the Workday system. Please make sure you have a PDF file of all receipts before you enter the information into the Workday system.
Here are the following methods of getting information about how to submit an expense report:
For employees who need to travel on Simmons business, please request a college issued credit card per the Simmons Credit Card and Business Expense Reimbursement Policy.
Invoices
Requests for payments to suppliers (invoices) should be submitted in the Workday system. Please make sure you have a PDF file of the invoice before you enter the information into the Workday system.
In general, most invoices should be processed for payment against a purchase order. Purchase orders are issued for either goods or services.
For services, please review the following for how to submit a supplier invoice for payment:
For goods, please review the following for how to submit a supplier invoice for payment:
Helpful documents:
Purchasing
The Simmons Purchasing policy may be found here.
Users may request and change purchase orders through the Workday system. The purchase order request will be forwarded automatically by the system to all necessary approvers in accordance with the Purchasing policy.
Please review the following for how to Request a Requisition (Purchase Order):
Click here to read documentation
It is important to note that before a Purchase Requisition may be submitted, there must be sufficient funds in the specific budget line item. If the funds are not available in the budget line, please refer to Budget Amendment Request form for the procedure on requesting a budget transfer.
Helpful documents:
Corporate Credit Card Application
Creating Change Orders - Step by Step Guide
Creating Requisitions - Step by Step Guide
Training
Videos
Please watch the following videos to learn about how to:
Create supplier invoice with a purchase order (request payment for an invoice that is associated with a purchase order)- for Goods , for Services
Create supplier invoice without a purchase order (request payment for an invoice that is not associated with a purchase order)
Create spend authorizations (pre-approval of travel as needed in accordance with the policy in your department)
Create an expense report (request reimbursement for out-of-pocket expenses or to record accounting on Simmons credit card transactions)
How-to Guides
The following training materials have been developed to provide you an overview of Workday Financials with step-by-step instructions on how to process specific transactions. The list below includes the most commonly used guides.
Workday Financials Overview - learn about general Workday Financials terms including account structure
Quick Reference Guide - contact information and FAQs
Purchase orders - learn about how to request or change a purchase order
Create a requisition (create purchase order)
Create change orders (change purchase order)
Request new supplier (used when a supplier or vendor is not set up for payment in the system)
Invoices - learn how to process invoices for payment
Create supplier invoice with a purchase order (request payment for an invoice that is associated with a purchase order)- for Goods , for Services
Create supplier invoice without a purchase order (request payment for an invoice that is not associated with a purchase order)
Expense reports - learn how to submit an expense report for reimbursement and request spend authorization
Create spend authorizations (pre-approval of travel as needed in accordance with the policy in your department)