Workday words

Accounting adjustment is a type of operational journal to reclassify costs on expense reports, P-card transactions, and most supplier invoices if there was an error in the operational transaction.

Accounting journals are manual journals that may be used to move funds from one account to another in order to correct transactions posted to the wrong account, or for other reasons such as correcting a spend category, revenue category or to record a transaction. Journal Statuses: Create - An initiated but unsubmitted journal that may be saved for later Progress - Journals that have been created and submitted for, but yet to receive approval Posted - A journal that has been completed, approved and posted to a ledger Unposted - Journal status used for a previously posted/approved journal to recall the journal for editing or cancellation due to an error or change Canceled - A terminated journal that will not be reflected on the financial statements *Journals may only be unposted and corrected or canceled if the period has not closed*

Envisioned as managerial reporting tool only, defined at school level; used to assign further granularity to programs and/or projects

Used to make a one-time payment.

Budgeting solution that integrates with Workday Financials. UVA is currently doing a pilot with several schools and academic and central units

When creating a gift, users can select certain worktags to be available options when processing transactions. Options other than the default or allowable worktags will not be available or will fail validation.

Asset books are used to assign accounting treatment and depreciation profiles when registering capital assets. There are two types of asset books: accounting books for journals / reporting and nonaccounting books for reporting purposes only. Asset book rules can be used to populate the accounting treatment and depreciation profile based on combinations of identifiers (worktags, thresholds, etc.).

The person who is responsible for a given asset and serves as the custodian of that asset. The asset coordinator is not the same as the equipment coordinator, who is a central contact in a school, an academic or central unit serving as a liaison between their organization and the Fixed Assets Accounting Group within UVAFinance.

Award in Workday is similar to Award in Oracle (G=Sponsored Award), but Award numbers in WD will look different than what we see in Oracle.  Oracle sponsored awards start with "G" and are followed by another alpha character based on the sponsor (e.g., GA=NSF, GB=NIH, etc.).  In WD, Awards will start with "AWD," followed by numbers.  

Award requires investment of funds; CCSG; NSF IUCRC; Program Income; Ryan White; School of Medicine Consulting.

Award Line contains business rules for billing, collecting, and reporting activities related to an award. There is at least one award line per award. Defines components to be managed during the award.

Used to identify project start and end dates as well as periods.

Used to capture terms and conditions as indicated on award.

Generate statement of net position, SCRECNA at a lower level than Company; utilizes Workday optional worktag balancing

Determine which bank accounts will be used during the settlement process.

Billing schedules are based on the billing installments established in the terms of the agreement with a given customer.

Workday associates all accounting transactions with a book code. Book codes aggregate to books that can be used for financial reporting. The default reporting book will be called the "Reporting Book" and includes the Common Book code and the Year-End Adjustments code.

An identifier used to denote the type of financial transaction performed within the Workday system

Worktag used to generate statement of net position, SCRECNA (Statement of Revenues, Expenses, and Change in Net Assets) at a lower level than Company. 

Records a sales event and a payment as a single transaction without having a customer invoice. Cash sales are not restricted to cash; you can select any payment type available.

Accounting related to funds for future known or expected spending. The commitments ledger will be utilized to track journal entries for requisitions and payroll for unfilled positions.

The primary organization type used by Workday Finance. Represents the legal and non-legal entities at UVA. Each division represented in Management Discussion & Analysis (MD&A) schedules of financial reports; Payroll and Financials use Company to control accounting and reporting functionality; Company is considered the primary level at which one holds a balanced set of books

The configuration workbook is used to document customer configuration
requirements. This workbook can be used to construct and validate the
configuration in customer tenants. The workbook documents initial
configuration design choices for each functional area, including values,
objects, Worktag usage, and custom validations. Business process will also
be captured in these workbooks, including sections for security definitions,
notifications, etc. These are used in conjunction with and complement
Process Maps.

Area that owns a subset of revenues and/or expenses to support management decision making or accountability; reports funds available and area where cross-funding is identified / delivered; manages multiple sources of funds

The process of identifying and assigning payroll-related costs to specific FDM values and worktags. This process does not determine whether or how much an employee will be paid.

A Workday message that shows an expense line that needs a second look and stops the processing of the expense report.

A report requested by UVA to meet its specific reporting needs.

This is a Workday functional area that includes functions related to the billing of external customers and sponsors, and receipt of payments.

The Customer Confirmation Sessions are an opportunity to share design progress with key resources early in the stage to confirm the overall direction meets UVA's needs. 

A customer contract amendment enables you to capture additions, changes, corrections on approved contracts including amounts. An amendment requires an effective date and results in a new contract version.

An optional categorization to enhance a customer’s attributes. UVA will be utilizing this field to break down the Customer Categories into lower-level groups.

When creating a gift, users can select certain worktags as default options when processing transactions.

The location of the worker who ordered goods/services (building name)

The date the service is delivered. This date is entered in the ISD Header and populates on the document line but can be overridden.

The date used for accounting and to evaluate whether an ISD is within a Grant’s Period of Performance. Note: If the date is in a Closed fiscal period, Workday will post the transaction in the next available period.

One of four FDM worktags (Grant, Gift, Project and Program) used to derive certain associated worktag values (i.e. Cost Center, Fund) within Workday

Function codes are a mechanism by which activities, services and
corresponding expenditures can be conveniently and uniformly organized,
clearly identified and easily accounted for. Function defines the primary
purpose of an expenditure to enable consistency when producing standard
reports to internal and external constituents. The nine major function codes
used in Higher Education are; Instruction, Research, Public Service, Academic
Support, Student Services, Institutional Support, Operations and Maintenance
of Plant, Scholarships and Fellowships, and Auxiliary.

Expense item groups help workers search for and select expense items. You can also use groups for reporting.

Reviewer for policy exceptions within PSDS.

Org Research, All Programs, Training, Industry Clinical Trial, Instruction, OSA.

This is a Workday functional area that includes functions related to Journal Entries, Accounting Adjustments, Allocations, and Period End Close.

The Foundation Data Model (FDM) is the basis for accounting and financial reporting in Workday. The FDM replaces UVA's Oracle EBS Chart of Accounts (CoA) in the implementation of Workday. Contains elements known as worktags

High-level source of funds used to support GASB net position categories and State reporting requirements; a balancing worktag (all journal entries to balance within Fund worktag)

With each gift record in Workday, you can select attributes to help define the gift for reporting purposes. These attributes generally do not define the accounting for a gift and should be static over the life of a gift.

One of the gift attributes. Allows users the ability to separate gifts into various sources that are useful in donor or other management reporting. Examples include donor gifts, foundation transfers, and internal transfers.

One of the gift attributes. Separates gifts into categories that can be used for reporting purposes, such as true endowments, quasi endowments, and unrestricted gifts.

Process for organizing projects for easier retrieval and comparison of related projects and project hierarchies. Groupings are by project groups, project hierarchy, and initiatives.

Individuals receiving payment from the University for non-procurement related transactions.

An ISP’s list of goods and services, their description, and associated prices. ISPs are not required to have an Internal Catalog. As of now, Workday functionality does not allow for an employee to request goods/services from an ISP's catalog.

A Workday transaction that records critical information related to the item(s) that an ISP provides to a requester. When approved, it generates revenue/recovery for the ISP and expense for the requester.

A UVA department /unit providing services to internal customers such as
faculty, staff, students and other departments.

A new transaction with its own document number that is separate from, but linked to, the original invoice and is used to decrease or increase the amount owed by a customer.

Journal ID sequencing automatically creates journal IDs based on predefined format. All accounting journals will follow the sequence formatting of "JE-Sequence Number.”

Natural accounts where debits and credits are recorded in the ledger. Ledger accounts will be summarized into hierarchies/summaries for financial reporting

Represents physical locations to track assets and workers. The location may be owned, rented or leased by the institution. All locations are sourced from the institution’s space management system

WD task used to process petty account transactions.

An invoice that is created without an original purchase order.

Accounting related to funds that represent obligations to pay.  In context of Payroll, this is pay information pertaining to filled positions.

An operational transaction is a task in Workday that end users complete to interact with the system to complete a financial activity. The layout of the operational transaction has fields which are specific to the type of transaction. When approved, the these automatically create an operational journal.

Chart elements that serve as building blocks for managing information that is both financial and non-financial; can be organized into hierarchies and roles and security can be assigned.

Refers to a dependent, domestic partner, other family members, guest or any other individual accompanying an employee or authorized person who is conducting business on behalf of the University.

Check, Direct Deposit, ACH, EFT etc. – used to pay suppliers, payroll, and other institutions.

A type of compensation that can be setup to pay employees for activities they perform during a fixed period. Costing allocations for this type of pay are managed through the various PAP assignments an individual may have through Costing Overrides at the time of entry and do not require setup of a separate Costing Allocation schedule. These assignments are all managed under a single Position ID.

The ID given in Workday for an employee's Position which begin with the letter P and are 6 digits in length. (P123456). The Position contains pertinent job information such as Employee Type, Job Title, Time Type, Pay Rate Type, Default Weekly Hours, FTE, and Organization Assignments.

Captures broad, programmatic activities or initiatives (no defined start or end date) that are generally consistent over time and may span across multiple organizations, funding sources, and projects. Top levels of the Program hierarchy are used for University-level management or VP/School Dean-level management

A structure that defines a relationship between projects and project hierarchies. Hierarchies include worker role assignments, project budget configuration, and worktag rule configuration.

Deposits made using the Bank of America CashPro and Remote Deposit systems. Can be either department revenue or expenditure credits.

One of the gift attributes. Associates an organization worktag to a gift for business process routing and organizational reporting. Enables you to view, approve, and report on gifts that you own based on the organization that you belong to.

A reviewer has edit capabilities prior to approving an expense report. This differs from an approver who does not have edit capabilities prior to approving an expense report.

A security group is a collection of system users used to grant access to Workday.

Configured Criteria used to select available open items for settlement.

The Workday role assigned to an employee responsible for processing operational transactions. The role can be assigned for all transactions or based on specific functional areas.

A buyer in Procurement & Supplier Diversity Services that sources requisitions from departments.

Organization from which UVA directly receives an award.

Grant, Contract, Cooperative Agreement, Program Income.

Select this requisition type when you do not need review from a Spend Category Buyer.

A unique identifier for suppliers.

A Workday tenant is an instance of the Workday software, including data that exists independently of other tenants. There are many types of deployment and production tenants, each intended for a specific use.

Spend category functionality that allows for use of Asset Book rules and Business Assets module in WD.

A Workday message that shows an expense line that may need a second look but does not stop the processing of the expense report.

Workday's functionality to manage expenses and expense reports

Type of Costing Allocation for a specific worker based on a given Pay Component (e.g., salary pay, hourly wages, allowances, period activity pays, etc.) that can determine percentage based costing across a set of FDM values and worktags.

A compact report displayed as a "tile" on the My Workday page, providing easy access to tasks and information staff will use on a regular basis.