MAY 2021LMU Workday Updates for Managers
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Dear colleagues,
After nearly two years of planning and development, Workday is arriving on the bluff June 28. In this month’s manager newsletter, we are sharing more about how the new system will manage P-Cards, budgets, and delegations.
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P-Cards- The vast majority of staff and faculty will retain their existing P-cards after migrating to Workday. LMU will email a new P-card agreement to every individual registered for a P-Card.
- Cards will be deactivated EOD Friday, June 25, and reactivated as soon as your signed P-Card agreement is received, starting July 6. The Controller’s Office will send more information regarding this transition in mid-June.
- If you have scheduled recurring charges during the “offline” period from June 26 to when your P-card agreement is received, please notify your vendor(s) that the charges will be declined, so they can plan accordingly.
- Only a small subset of individuals, identified by their job role for frequently traveling and making department purchases, will receive a secondary card to separate their travel & expenses charges from procurement charges. These individuals will be communicated with directly.
Please note, P-card charges accrued during May will be entered in Concur. Charges accrued in June will be submitted via Workday, starting on July 6.
By June 23, all Concur entries must be in "AP Review" status. If P-card charges are not in AP review by June 23, employees must submit a paper expense report with receipts. Out of pocket expenses and invoices not in AP review will need to be re-entered in Workday in July.
For questions related to P-card transactions, please contact concur@lmu.edu.
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BudgetsIn Workday, budget managers will now be able to process their own budget amendments, rather than submitting a request through the Central Budget office.
Workday will also notify individuals when your budget is lacking sufficient funds for a purchase, providing departments greater visibility and oversight of their group’s finances. Workday will allow your group to process a transaction up to 105% of total available budget – anything greater than a 5% overage will create a hard stop. In this instance, you can either create a budget amendment, request an override, or move funds from another account.
Further information unique to budgetary roles and responsibilities will be sent directly to budget managers in mid-May. For all other questions, please email budget@lmu.edu.
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DelegationsOne of Workday’s defining features is the ability to offer greater self-sufficiency for individuals to complete your job tasks, including delegations.
Many job processes allow temporary delegations, when the primary task owner is out on vacation, sick, or otherwise absent. To view which processes permit delegations and other frequently asked questions, please refer to the Workday Delegations handout, available on the Workday Resources page.
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Transition Schedule - Starting May 18Beginning May 18, various LMU legacy systems will begin sunsetting in preparation for the transition to Workday. These “offline” periods are necessary to transfer data from the old systems to Workday.
Please visit the Workday Transition Schedule for a full list of dates, and encourage your staff to complete all tasks before each system goes offline.
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Training Website LiveLast month, LMU launched Workday Training, a dedicated training resource ahead of go-live. Already featuring FAQs and sample training materials, the site will continue to be populated with comprehensive reference guides, video demos, and live webinar schedules starting in June.
Please refer your staff to the Workday Training page to answer their questions, learn more, and sign up for future webinars.
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We wish you a good start to your summer, and look forward to sharing more about Workday in the coming weeks.
Kindly,
Dustin Reece, Organizational Change & Training Lead
Janet Lee, Training Lead
Christina Gustafson, Communications Lead
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