Regular Faculty Appointment Letter Templates

HR

The HR team is working collaboratively with the Office of the Provost to update the formatting and language for regular faculty appointment letters.

Work in Progress

August 2025

Faculty Offer Process

HR

The HR team is reviewing the offer process specific to regular faculty and will build the selection justification form into the process.

Work in Progress

September 2025

Payment Refunds Workflow

Finance

The Finance team will begin work on this workflow once Journal Entry Requests have been optimized. The Miscellaneous Payment Business Process within Workday (and potentially other Workday functionality) will be used for non-tax reportable payments including refunds.

Work in Progress

September 2025

Unified Supplier Portal

Finance

Enables suppliers to access all of their customer information from both Workday and Strategic Sourcing in the new Unified Supplier Portal, using Workday Central Login.

With a single login, suppliers will be able to access: Action Items, Contract Negotiations, Events (RFPs and Auctions), Forms, Invoices and Payments, Performance Reviews, and POs

Work in Progress

September 2025

Out of State Approval Process

HR

The HR team is creating a request process in Workday for the Out of State approval process in lieu of the current paper process.

Work in Progress

October 2025

Finance Training Courses

Finance

The Finance team is updating training courses and moving them into Workday Learning. 

Work in Progress

December 2025

Unit Head HR Approvals

HR

The HR team is reviewing a Unit Head security role which will allow adding Unit Head approval as a step within Human Resources Business Processes (BPs).  (This item is separate from but related to the Unit Head Financial Approvals item.)

Work in Progress

TBD

Calendar Self-Scheduler

HR

The HR team is reviewing the Candidate Self-Schedule function and how to streamline scheduling interviews. This includes the creation of the calendar, notifications, and how to view scheduled interviews.

Work in Progress

TBD

PCard Applications and Auditing

Finance

The Finance team is evaluating options for automating the Purchasing Card, Declining Balance Card, and Expense Card applications and maintenance requests. 

Work in Progress

TBD

Recurring Supplier Invoices

Finance

The Finance team will create a new workflow for requesting recurring supplier invoices in Workday.

Pending

TBD

Security Requests and Changes

Finance

The Finance team optimized the Workday functionality to request and process new security roles and changes. 

Complete

July 2025

FY25 Non-General Fund Wage Deficit Funding

Finance

One-time funding is available for non-General Fund student wage deficits caused by the January–February 2025 minimum wage increase. Requests must be submitted to Susan Genton by July 31, 2025.

Complete

June 2025

New Supplier Option: CDW-G

IT

A CDW-G punchout catalog is now available in Workday. It offers a wide range of technology products with no shipping or small order fees.

Complete

June 2025

Email Receipts + New Requisitions Course

Finance

Users can now email expense receipts to receipts@gvsu.edu for quick entry into Workday. A new course is available to help users learn how to create, manage, and cancel requisitions.

Complete

June 2025

Improved Year-End Reporting

Finance

General Fund reports now include a filter to exclude year-end sweep accounts, making it easier to see activity before and after the sweep. Users should update saved filters for accurate reporting.

Complete

June 2025

Expense Report Process Changes

Finance

The expense report process now requires Grant PI approval before the Cost Center Manager. A new Tech Acquisition step may delay reports if approvals aren’t attached. All reports will stop with the Expense Processor, who has two weeks to review. A “Violation – send for AO approval” checkbox was added for out-of-policy purchases, and reports are now limited to 29 lines due to system limitations.

Complete

June 2025

New Learning Course: Workday Suppliers

HR

A new training course teaches how to find, request, and manage suppliers in Workday, with step-by-step demos and guidance for compliance.

 Complete

May 2025

New Supplier Option: Staples

HR

The Staples catalog is now available in Workday, offering discounted office supplies. Orders under $35 may have a small order fee.

Complete

May 2025

New Spend Category and Expense Item: Tariff Costs

Finance

Accounting has created a new optional spend category (SC00500) and expense item ("Tariff Costs") for departments to track tariff-related expenses, as some suppliers are now passing these costs on to GVSU. More Information Here

Complete

May 2025

Workday Bi-Annual Release 2025R1

Finance

Workday’s 2025R1 release goes live on March 15, 2025 with updates including a reorganized menu, retirement of the Favorites app, enhancements to the Requisitions worklet, and replacement of Bid Compare with Event Analysis—full details and help resources are available. More Information Here

Complete

March 2025

"Create Requisition Task" Retirement

Finance

The "Create Requisition" task will retire in September 2027, so Procurement Services recommends transitioning to the Requisitions worklet now, which offers a more efficient, user-friendly, and compliant requisitioning experience. More Information Here

Complete

March 2025

Create a Requisition for a Standing Order

Finance

Procurement Services has introduced a new process for Standing Order requisitions, which must be renewed each fiscal year, stay under $50,000, include supporting documentation, and are subject to approval. More Information Here

Complete

March 2025

Notification Update for Worktag and Finance Access Requests

Finance

Finance notifications now include request details like comments and worktags, reducing extra emails; users can customize these in settings. More Information Here

Complete

March 2025

Information Technology Approval in Workday Strategic Sourcing

Finance

When entering a contract in Workday Strategic Sourcing, request IT approval for tech purchases over $500 involving GVSU data, unless prior approval is already documented. More Information Here

Complete

March 2025

Job Requisition Requirements

Talent Acquisition

Organizational advancements and promotions (including promotions in the merit planning process) will no longer require a job requisition, which improves the ease and time to process.

Complete

February 2025

Journal Entry Request

Finance

A new question has been added to the journal entry request form to help guide users to the correct process for the accounting change that is needed. Users may be directed to follow a different process based on the responses provided. New reports are available to assist with tracking the progress of requested journal entries.

• The GVSU My Requests report shows requests submitted by the user.

• The GVSU Find Requested Journals report shows journal entries that have been created from user's requests, and who a journal may be awaiting action by.

• Help Article for the new reports: How to Find Requested Journals and Check the Status of the Journal Entry

Complete

February 2025

Invoices with No Requisitions

Finance

Invoices received by Accounts Payable with no Purchase Order needed to be emailed to departments to have a PO created and submitted back to AP via email. The Finance team has determined a way to route these invoices within Workday.

Complete

December 2024

GVSU Purchase Order Balance Report

Finance

A new report called "GVSU Supplier Invoice Payment Details" is now available. This report can be used to look up your department's invoices to see their status as well as payment information. Please note, you will not see supplier invoice requests with an SIR# on this report. When that supplier invoice request is approved and turned into a supplier invoice with an SINV#, that is when it will appear on this report. 

Complete

October 2024

Workday Notification: Time Approval Needed

HR

This functionality sends a Workday notification to managers when it is time to approve their team's time entries. Prior to this, HR Business Partners were emailing managers when approvals were not completed in a timely manner. 

Complete

October 2024

Workday Notification: Time Off Request Responses

HR

This functionality sends a Workday notification to employees when their Manager or Timekeeper approves or declines their time off request.

Complete

September 2024

Workday Bi-annual Release Updates

Finance, HR, IT

Workday administers bi-annual releases in March and September. The Finance, HR, and IT teams are reviewing and testing updates that will go live on September 21, 2024.

Complete

September 2024

Workday Finance Notifications

Finance

The Finance team is updating a number of Workday notifications related to Finance transactions.

Complete

September 2024

Unit Head Financial Approvals

Finance

The Finance team is testing a Unit Head security role which will allow adding Unit Head approval as a step within Business Processes (BPs) related to expenses, invoice processing, and grants. (This item is separate from but related to the Unit Head HR Approvals item.)

Complete

September 2024

Workday Notifications

IT

Some Workday notifications are sent via email. The templates for these email notifications are being updated to a more consistent format.

Complete

June 2024