CTO Newsletter - June 2026 |
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The mission of the Controller's Office (CTO) is to deliver precise, timely, and actionable information and services through its dedicated staff of accounting and financial professionals.
Our regular newsletter aims to keep the RIT community informed about important updates, changes to financial policies or procedures, and available resources on the CTO Website.
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Workday Approval Delegation |
Enable Others to Perform Workday Tasks on your Behalf |
Planning time off during year-end close? Don’t forget to set up Workday approval delegations for your tasks!
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What are Workday Approval Delegations? |
Delegation enables another individual to perform tasks on behalf of the original task owner for a specified period of time. Enabling delegation does not remove responsibility (ownership) for the task from the original task owner.
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Why are Delegations Important? |
As we approach year-end close (June 30), it’s critical to set up your approval delegations if you’ll be out of the office. This ensures any approvals and transactions in Workday continue towards their completions without delay.
Transactions MUST be fully approved within the fiscal year to post correctly. Delays could impact budgets and year-end reporting for the University.
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Who Should Delegate my Tasks? |
We recommend delegating your tasks to your supervisor or another approved individual to keep workflows moving. Be sure your delegate has access to the appropriate tasks before you leave.
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Review the following job aid and year-end close schedule to ensure your tasks are properly delegated to your colleagues.
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Procurement Card Verifications |
Reminders for Staying Current on your P-Card Transactions |
As a reminder, Procurement Card transactions MUST be verified and approved in Workday according to the published Procurement Card Schedule. The following job aid is available to help guide cardholders through the Procurement Card Verification (PCV) process:
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When to Use each P-Card Task/Report |
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Verify Procurement Card Transactions [Task] - Use this task when you are ready to complete and submit a Procurement Card Verification (PCV) for a specific transaction.
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My Procurement Card Transaction Verifications [Report] - Use this report to view the status of all your P-Card transactions, identify items that still require verification or approval, and monitor outstanding activity.
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To ensure timely processing and compliance, cardholders and approvers are encouraged to review outstanding transactions regularly and complete all verifications and approvals by the applicable deadlines outlined in the Procurement Card Schedule.
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New Payroll Ledger Accounts |
The following new ledger accounts have been established in Workday to better align payroll transactions with reporting needs:
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- 50017 – Faculty Summer
- 50018 – Faculty Course Overload
- 50051 – Special Assignment
- 50052 – One-Time Compensation Payment
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Using the correct ledger account ensures accurate financial reporting and helps avoid reclassifications during close.
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View Progress of Submitted Items |
Did you know that you can monitor the progress of every item submitted in Workday? The current progress of journal entries, expense reports, absence requests, HR requests, and all other business processes can be viewed in one of two ways.
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Items Submitted within the Past 90 Days - My Tasks Archive |
The Archive is specific to each user and displays submitted/completed tasks from the past 90 days. Access your Archive by following these instructions:
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- In Workday, click the My Tasks icon (located in the upper-right corner)
- Select Archive from the left sidebar menu
- Select one of the tasks listed in the Archive
- Navigate to the Process tab to view the process history for the item
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Items Submitted More than 90 Days Ago - View More Processes |
If you want to review the process details of an item submitted more than 90 days ago, run the View More Processes report in Workday. This list will provide you with all the necessary details about your past business processes.
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Upcoming Workshops & Events |
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| Fiscal Year-End 2026 Financial Review: Procedures, Deadlines, and Compliance |
This session covers year-end-close activities including cutoff dates, responsibilities, and common transactions (purchase orders, travel expenses, vendor invoices, revenue, etc.).
It focuses on technical finalization, journal entries, closing dates, and balance sheet reconciliations.
Participants will learn key steps and timelines for a successful fiscal year-end close in Workday.
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| Workday Payroll & Time Tracking: Navigating Roles, Scenarios, and Update Pathways |
This session provides an overview of Workday payroll and time tracking processes, with a focus on roles, best practices, and consistent approaches across employee populations.
Participants will learn how to effectively manage common scenarios and select the appropriate update pathway—whether through time edits, HR business processes, or payroll accounting adjustments—to support accurate and timely payroll outcomes.
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Visit the CTO Community of Practice web page to enroll in upcoming workshops, review past workshop recordings, and gain access to helpful resources.
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One Lomb Memorial Drive Rochester, NY 14526 | Unsubscribe
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