Finance
For additional finance-related questions, please visit the Financial Affairs & Reporting website.
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Journal entries, supplier invoice adjustments, and payroll reclasses will be done through Workday.
Coupa (aka Marketplace+) is not going away for now. Expenses and procurement will continue to be processed through Coupa. Anything outside this, such as running budgets and reports, will be done through Workday.
You will continue to select values from 3 drop down selections within the Account/Billing section:
UNET ID: This will default from your user record
Chartstring: see below
Spend Category: Classification of type of purchase or expense (begin typing the name of the former Account Code description)
Cost Center is the new term for department ID (or Dept ID) in Workday. Your Cost Center number likely did not change, but you need to add a CC in front of your number when entering it into Workday. Workday also allows you to search for cost centers by name, so if you just type in a key phrase (such as "Heller") all the cost centers with that phrase will come up so you can select the correct one.
We're happy with what Coupa has been doing for Brandeis. As Workday continues to update its functionality, we may decide that Workday is a better fit than Coupa. Whatever decision is made, it will always be in the best interests of the university.
You can see this information on the
Financial Accounting & Reporting website. It is updated regularly, so please check back if you think something has changes since you last accessed it.
A worktag is a label assigned to financial transactions in Workday to accurately categorize transaction. Grants, gifts & endowments, projects, programs, and funds are worktags.
An anchoring worktag is another name for balancing fund. When a journal entry hits two different funds, the fund used on the debit side needs to be added as a balancing fund.
As soon as the grant is set up in Workday, those with the ability to view the grant will be able to view it immediately.
Use the supplier invoice adjustment function to reclassify the accounting chargeline of an expense that came through accounts payable (e.g., invoice, PCard)
No. This is a journal entry.
Expense reimbursements are being adjusted through the supplier invoice adjustment function.
You can create a recurring journal template and edit that as necessary.
Users can find "saved for later" journal entries by using the "Find Journals by Organization" report. These are for journal entries that have been saved, but not submitted for review, and have at least one journal line with a cost center that you have access to. Once you find the entry in the report, click the entry. At the top left hand side next to the magnifying glass, there is a related actions icon (the orange bar with three dots); click on that and select the option to edit the journal.
The other cost center manager will only get an approval work item if the initiator designates him/her as an approver; it does not route automatically to the other cost center manager.
Sponsored Programs Accounting reviews all journal entries and invoice adjustments that contain grants. The PI is involved in the approval process when the expense reclass is over ninety days or $10K. Otherwise, the PI will be able to see any changes through grant reports.
All grant entries will route to the Sponsored Programs Accounting team to review. If the journal entry is reclassing expenses that are over ninety days or over $10K, it will require additional approvals from the PI and grant financial analyst.
You will still do this through Coupa (Marketplace+).
Workday allows you to search by name. If you don't know the number of a cost center, grant, fund, gift, etc., you can simply type in a key word (such as ITS or Heller or Biology) and all of the items with that key phrase will appear. You can select the appropriate one.