University IT has been working with the Workday implementation teams to ensure a smooth transition for systems impacted by the changes to the Chart of Accounts. As the format of account and subcode get replaced by the Workday terminology of FAO and FAC, the data construct changes (6 digit account numbers now become 8 alphanumeric FAOs; 4 digit subcodes become 7 alphanumeric digits) .
The following are secondary systems / areas investigated for change in Chart of Accounts impact:
Student Employment Office
TransAct ( Food Services)
Med Ctr Payroll Deduction
RC Cashier Offices
Conference & Events
Memorial Art Gallery
Eastman School of Music
If you believe that you may have a situation with a system not listed above that could be affected by the Chart of Accounts change, please contact Jeff Meteyer ( 585-406-1066, email@example.com) for review.
GL/COA team co-leads Kathy Strojny and Patty Stevens led two informational sessions at the Simon School of Business and the Medical Center on November 5th and 8th. The presentations provided a general overview of the UR Financials project and timeline. They also introduced the Financial Data Model (FDM), which is the replacement for the FRS chart of accounts, and worktags, which are the underlying building blocks. The sessions were well-attended and a dynamic discussion followed the presentation of materials. The slides, which include a crosswalk from FRS to Workday, are posted under Resources > UR Financials Project General Information.
The preliminary cross reference between FRS subcodes and Workday worktags is available for use. The Excel spreadsheet allows users to look up their favorite FRS subcodes and determine the corresponding Workday Spend Category, Revenue Category, and Ledger account. As additional subcodes are added to FRS, the UR Financials team will update the cross reference to reflect the changes.
Refer to the crosswalk spreadsheet here.
Feedback or questions, please use the Contact Us link on the UR Financials website
Thursday, September 5th from 1:00pm – 2:00pm at the Alumni and Advancement Center on East River Road, Seminar Room (101)
The focus of this meeting will be invoice lookup and payment lookup within Workday. The AP team will review Workday definitions of invoice and payment and walk through some invoice examples. A project update will be given at the beginning of the meeting.
The slides for the meeting have been posted in the Resources > Accounts Payable SIG tab.
To be held Thursday, July 25th from 1:00pm – 2:00pm at the Alumni and Advancement Center on East River Road, Board Room (C120)
The focus of this meeting will be a review of the impacts that we have identified so far that our Workday implementation will have on the University community. The goal is to identify additional impacts, verify the magnitude of the impacts, and prioritize them such that we can follow up with appropriate communications and training. In preparation for this meeting, please consider all the changes we have discussed so far related to new suppliers, invoice entry, and approvals in Workday. Think of the related issues/impacts for which you feel additional communication and/or training is needed.
Workday allows for a preferred payment type for suppliers. As Accounts Payable works with suppliers, available methods for payments are established. For example, a given supplier may accept checks, money orders, electronic Automatic Clearing House (ACH) or credit card payments. As a result of communications between Accounts Payable and this particular supplier, it’s determined that ACH would be the method of choice. Workday’s flexibility allows Accounts Payable to set ACH as this supplier’s preferred payment option. This method will be used for future payments unless an accepted alternative is specified on the invoice or payment request. This added functionality creates a cooperative environment between the University and its suppliers and allows for smoother transactions.
Thank you for your participation and support. Stay tuned for more announcements and updates.