Accessing In-Progress Journals
The function “Find Journals by Cost Center,” is not returning created or in-progress journals, as it should. Workday is working to resolve this issue, but Workday@Yale has identified a temporary work-around (follow the steps, below). A long-term solution will be implemented as soon as possible.
1. Enter the journal number into the search bar and the journal will come up as a search result.
2. Click on the related actions button next to search. Under the “Journal” tab you can either edit the entire journal by clicking “Edit” or edit the errors within the journal by clicking “Edit (Errors Only).”
Update on Per Diem Rates (International)
International Per Diem rates are subject to change as frequently as monthly. Many locations do not change; however, if a rate is not current for the dates of travel and location, an expense report preparer may calculate the per diem amount due manually and enter a line using the expense item ‘International Per Diem – Manual’.
Calculating Reduced Per Diem for Travel Exceeding 30 Days
University policy states that when per diem (meals only) for long-term travel exceeds 30 days, the traveler may only receive 50 percent of the published per diem rate (meals plus incidentals). For travel that exceeds 30 days, an expense report preparer may manually calculate the reduced per diem amount due and enter a line using the appropriate expense item, either "Domestic Per Diem - Manual" or "International Per Diem - Manual."
Per Diem Rate for Non-Contiguous Domestic Locations Prior to July 1
Non-contiguous domestic locations (Hawaii, Alaska, Puerto Rico, etc.) do not have a per diem associated with effective dates prior to July 1. For dates of travel prior to July 1, you will get the current rate, not the historic rate. If a rate is not returning the appropriate amount for the dates of travel and location, an expense report preparer may calculate the per diem amount due manually and enter a line using the expense item "Domestic Per Diem - Manual."
Split Charging Worktags and Errors
When using the split charging functionality (dividing one line into separate charging instructions) in Workday, it may appear that the entered Worktags disappear. This is not the case. The entered Worktags can be seen by clicking the Splits button. The main screen will display “empty” for all Worktags except Spend Category/Expense Item; clicking on Splits (Supplier Invoice Request, Supplier Invoice, Purchase Order, Requisition) or Itemize (Expense Report) will display the Worktags used.
Also, when using splits on Supplier Invoice Request, some custom validation errors relating to Worktags may occur (Country of Activity must be populated; either Gift, Grant, or Yale Designated must be selected on all Financial transactions, etc.). This is due to a bug that has been reported to Workday. Until the issue is fixed, users should separate split charges into multiple lines instead of attempting to split one line.
Are You Experiencing Workday Performance Issues?
If you are experiencing Workday performance issues, please clear your cache. For questions about clearing cache, contact the ITS Help Desk.
Additionally, Workday@Yale reccomends closing browsers each day to ensure optimal performance.
Delegate View of Expense Reports
Due to a Workday defect, delegates who prepare expense reports are not seeing all of the details related to the expense reports that they have prepared. Workday@Yale is working with Workday to resolve the issue as quickly as possible.
Update on Expired Items Saved to Purchasing Favorites
Some purchase orders have failed transmission to the supplier due to catalog items ordered that are no longer available (users selected the items from favorites imported to the new SciQuest website). Unlike Legacy SciQuest, the new SciQuest Website did not mark the favorite as no longer available in the catalog. The user was permitted to add them to the cart and submit the order.
As purchase orders failed transmission, Workday@Yale contacted users and recommended that they recreate the requisition, excluding the obsolete item. Users were encouraged to order similar items that are still available in the catalog.
Users have been contacted and asked to create new requisitions. Workday@Yale is also working with SciQuest to determine how to ensure that stored favorites are marked when an item becomes unavailable in the catalog.
Update on Approvals for Transactions with Split Charges for Multiple Cost Centers
If a user has both a P2P Cost Center $1K Approver and P2P Cost Center $10K Approver role, when a transaction between $1K and $9,999 is routed to them as a $1K Approver, their approval will satisfy both the $1K and $10K approval. However, if a transaction is routed to multiple cost centers, the user with both a P2P Cost Center $1K Approver and P2P Cost Center $10K Approver role may have to approve the transaction twice. For example, if the user is the first to approve the transaction as a $1K Approver, it will route to the next cost center’s $1K Approver. After all $1K Approvers approve the transaction, it will then route to the $10K Approvers.
Users who have both a P2P Cost Center $1K Approver and P2P Cost Center $10K Approver role may get confused as to why some transactions over $1K are returned to them for a second approval, sometimes days later depending on when other cost center approvers take action.
Actions Required: Be aware that some transactions routed to multiple cost centers may require two approvals. Workday@Yale is reviewing with Workday whether functionality can be more consistent in recognizing approval authority for multiple levels.
Returned Expense Reports Created by Delegates
Returned expense reports are routed to the inbox of the Requestor (Spender). Until Workday provides a fix, the approver should notify the delegate when they send back an expense report.
A Quick Guide is available to help Delegates monitor expense reports that may have been sent back to the spender.
Self Service: Manage Delegations
Some users are unable to manage their own delegations for Expense Reports and Spend Authorizations. Until this issue is resolved in the system, individuals who are unable to manage their delegations may complete the "Request to Delegate Authority to Prepare Expense Reports and Spend Authorizations" form and submit their completed form to firstname.lastname@example.org.
When submitting this form please indicate the Requestor (Spender) and the Initiator (Delegate). Questions may be directed to the Finance Support Center at email@example.com or (203) 432-5394.
Accessing SciQuest Catalog Favorites from Legacy SciQuest
On June 28, a legacy version of SciQuest was archived. When Workday Financials launched on July 5, a new version of SciQuest was activated. The legacy version is available in read-only format to allow users to see histories of past purchases.
To learn how to copy catalog “favorites” from the legacy version of SciQuest to the new version, refer to the Personal Favorites Quick Guide. The Workday team is still working to find a solution for non-catalog favorites.
Workday Shipping and Delivery Behavior
For new Requisitions, the Requester's name is the default "Ship-to Contact" and the Requester's Work Space is the default "Deliver-to Location." Also, the "Ship-to Address" is derived from the Requester's HR Job Record.
Update on Per Diem Rates (Domestic)
Domestic per diem rates did not include the additional daily incidental rate for expense reports. This has been resolved.
Update on Reports Returning Errors
Most of the following reports are no longer returning an error:
- Find Purchase Orders by Cost Center – Yale
- Find Requisitions by Cost Center – Yale
- Find Expense Reports by Cost Center – Yale
- Find Supplier Invoices – Yale
- EMS View Unapproved Expense Reports - Yale
Any user experiencing further issues should contact the Finance Support Center.
Issue with Purchase Orders (POs) Being Sent to Suppliers
A small number of Workday Purchase Orders (POs) are failing during transmission from Workday to the Supplier.
One common cause of transmission failures is due to Alternate address being added by the user on the requisition at the line level. Alternate addresses are not supported by Workday on requisitions and will cause PO transmission failures. A valid Ship-To address must be selected from the list of predefined Ship-To addresses before requisition submission to avoid transmission errors.
Another common cause of failures is due to empty or unusable Deliver-To locations on the line level of the requisition. One common unusable Deliver-To location includes the generic address “Yale University Locations” which defaults for many student users. A valid Deliver-To location from the location hierarchy must be selected before requisition submission to avoid transmission errors.
The Workday@Yale team has implemented validations to prevent these failures going forward.
Modification to P2P Approval Workflow for Invoices
Departments who assigned the same individual(s) to the P2P 1K Approver and the P2P 10K (or Unlimited) Approver roles encountered issues when approving invoices, where the system did not allow the same individual to hold both roles, resulting in “stuck” invoice transactions when another approver was not assigned.
On July 13, at 3:30pm, the Workday@Yale team updated the invoice approval workflow to allow the same individual to act as both the P2P 1K and P2P 10K (or Unlimited) Approver. Requisitions will continue to require separate individuals in these approval roles, since the $1K Approver has the ability to edit/change transactions.
Actions Required: Transactions that were previously “stuck” may now be approved by individuals who previously acted as a prior approver on the invoice transaction. These transactions will be reassigned to Inboxes over the next business day.
Update on Access Review Role Assignments – Yale report
As of July 13, the Access Review Role Assignments – Yale report will now include all subordinate organizations role assignments (formerly the report only provided one level down within your supervisory organization). This report is now functioning as intended.
Spend Categories Missing Accompanying Expense Items
As part of the transition to Workday, a selection of Spend Categories were marked as being available for creating Expenses, but did not have an accompanying Expense Item (worktag required by the Expenses business process). The analysis to identify these items was completed on Friday, July 7, and the updates were made in workday by 11 a.m. on Monday, July 10.