Issue 3

Welcome again to Workday Watch—a resource designed to keep you informed with timely updates and helpful insights. Each edition is shaped by the questions and feedback we receive through the Workday Support Portal. Whether you’re navigating new processes or seeking clarity on recent changes, Workday Watch aims to provide the guidance you need, when you need it most. 

Employees can use the "Time Off Balance" report in Workday to view their leave balances. NOTE: Users must select the 9th or the 24th in order to see their accrual rate in "Accrued in Period."

There are several opportunities to attend Office Hours and Training on a variety of topics, including UHR, Travel & Expenses, Grants and Accounting Journals & Adjustments. 

August 4 

Accounting Journals & Adjustments Office Hours 
Travel & Expenses Office Hours 
Intro to Grants 
 
August 5 
UHR Workday Support Session 
SPCC Reconciliation Office Hours 
Hiring Students – Part 1 
 
August 6 
Hiring Students – Part 2

To enhance access to essential job aids and support ongoing improvements in our training resources, this document provides a clear outline identifying the specific job aids required for each process. 

Currently, Workday allows delegation only to peers and superiors. Since this differs from our former practice, project leaders are reviewing the setup. Because delegation applies tenant-wide and affects all business processes, we must carefully weigh the effects, especially where delegating to subordinates isn't suitable. We're aiming for a flexible solution that preserves internal controls. We'll update you if the configuration changes. 

The Accounting and Adjusting Journals Business Process was updated last week to reflect a streamlined approval workflow. You may notice fewer approvers listed when submitting journals moving forward. 

Please note: If a journal was submitted before the update, the new workflow will not apply due to Workday’s effective dating. To use the updated process, the journal must be canceled and resubmitted. 

All Small Purchase Charge Card reconciliations must now be completed in Workday by submitting an Expense Report through the Expenses Hub. While transactions will continue to post in BOA Works, no reconciliation should be performed in Works.  

SPCC Reconciliation in Workday should still be completed by the 23rd of each month.  For transactions posted from 6/14 – 7/15 – please have the reconciliation completed by Friday, August 8th.  

Visit the job aid for reconciling in Workday to learn more.  

Transactions post to Workday Tuesday - Saturday at 10pm via an integration with Bank of America. If a transaction appears in BOA Works but not in Workday, it likely means the scheduled integration run has not yet completed. If you notice transactions in Works that have been posted for several days but are still missing from Workday, please contact procure@wm.edu. 

Did you know you can now quickly see every report currently available to you in Workday? By running the "All Reports I Can Run" report, you’ll get a complete list of all reports you have permission to access. This makes it easier than ever to find the reports you need without searching individually. 

Simply search for "All Reports I Can Run" in the Workday search bar to get started! 

If you think your security roles in Workday are incorrect, let us know!  

New Access: If you’re unable to access a Workday app, service, or feature you typically use, it may be due to missing or incorrect security roles.  Review the relevant Workday job aid, specify the most appropriate security role, and then follow the access request process outlined below.  

Already Have the Role: If you’ve already been granted the appropriate security role in Workday, but are still experiencing issues, please submit a Workday support ticket with specific details about the problem.  

Requesting Access: For audit and internal control purposes, all Workday security role changes must have approvals documented, just like Banner. Given that the financial accounting and HR organizational structure is different between Banner and Workday, the configuration was not a one-to-one match. Please follow these quick instructions to submit a security request for approval. Thank you! 

1. Visit https://workday.wm.edu and log in with your W&M SSO credentials 

2. In the search bar, type “create request”, select create request task 

3. Select “Workday Security Access Request” from the dropdown menu 

4. Complete the form with relevant details, as prompted