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Best Practices

Will there be more information on how to cancel PO's?

Yes, a UW Connect intake form is in process and will be deployed, soon. 

For Subawards at UW Bothell, is the process the same as OSP at UW Seattle? Did the Ariba open subaward BPO for UW Bothell get converted to Workday by PCS?

There is not a separate different process for UW Bothell or UW Tacoma subawards. They were included in the conversion effort, but you should still check them in Workday to ensure they converted correctly.

What is the process of new subawards? Please show live or screenshots. Do we create a new account in Workday first, like we did in Ariba? Would that be in the "Create Requisition?" Or is there a "Create Supplier?"

A subrecipient must be both a Supplier and a Subrecipient in Workday. Follow instructions on adding a new Supplier. The subrecipient must also be designated as a subrecipient in Workday. If your subrecipient is not designated as a subrecipient in Workday, send an Award Portal request to Grant & Accounting (GCA) to request designatioin of anew subrecipient. Note: Entity must already be a Supplier in Workday. If the subrecipient is not in SAGE, have your subrecipient complete the New Subrecipient Entity Certification Form then, send that form to OSPsubs@uw.edu

Is there a list of the Spend Codes and descriptions available for procurement (similar to the old object code list)? The list available in Workday is all spend codes including transfers, central office only codes, etc., which is 1423 records long.

Please see Spend Category report in the UW Finance Portal. 

I thought there was a team re-entering the Subawards that had been in place at the end of Ariba. Are we responsible for re-entering all of our own Subaward BPOs?

As part of the data conversion at go-live, Workday Supplier Contract & PO were created for open, active subaward BPOs in Ariba. The Workday PO number is the same as the Ariba BPO number. Please note, there are some Supplier Contracts and/or POs that could not be automatically created. Procurement and OSP are working on a process to address these situations and will communicate details as soon as possible. Please do not create a PO in Workday. Subaward POs have their own business process.

What is the difference between new supplier and new customer request?

A Supplier is a business entity (external to UW) that sells goods and services for a price to a customer. UW-registered suppliers are those entities or individual contractors which have provided their federally-registered information for verification and been approved for use in Workday as part of the procure-to-pay process. 

When I find a subaward BPO in Workday, how do I look up invoices (assuming issued) associated with the subaward? Is it in any of the action tabs?

You can type the supplier's invoice number in the Workday Search field and the SI Invoice number will come up if the invoice has been submitted. The purchase order will also show as partially invoiced, and you can see the invoice number on the line-item detail.

How do I purchase gift cards for employee recognition?

Departments can purchase gift cards for employee recognition using their ProCard. The gift must be reported to Payroll because the gift is taxable. See the Employee Recognition webpage and the Employee Recognition FAQs.

The department should have a defined, documented and monitored procedure for how recognition works and the gift cards are given.

The gift cards must be treated like cash and managed using Cash Management controls.

The gift cards must be reported to Payroll as income by emailing the amounts of the recognition to pr-tax@uw.edu.

Note: Gift cards should not be purchased with one’s own credit card and then be reimbursed.

Can you tell us what (if any) important issues your team is experiencing from your perspective?

Use of UW Connect Finance has presented a significant learning curve, and all teams communicating within UWCF are bringing patience to their daily activities, utilizing office hours, and trying different methods of doing things within Connect to attempt to streamline and become as efficient as possible as soon as possible. We are definitely, learning together! 

What do we do if a subawardee submitted an invoice in Ariba, but it's not been paid, yet?

Please contact PCS Help (pcshelp@uw.edu) and they can check payment status for you and determine if the invoice needs to be resubmitted.

Are there advisors from PCS on the training teams?

One of our training team members was formerly on the PCS team, and both work closely with PCS (they are under the same manager) to create content. 

For new supplier/vendors for whom we have submitted a request to be added to Workday, what is the email address that they will receive instructions from? We want to let them know ahead of time so they can be sure to get set-up properly in the system.

The invite is issued from UW supplier administrators but the sending email could be more than one or could change in the future, and should not be relied upon a permanent. Suppliers can be informed that the invitation is 1) issued with a subject line of "Invitation to Join the University of Washington Supplier Community," 2) is UW-branded to avoid an appearance of spam, and 3) includes the name of the supplier in the email content as it was identified by the unit in the Supplier Request Form.

Suppliers who submit an unsolicited registration (i.e., the link to register was obtained without a Supplier Request Form and therefore, without an official invitation from supplier administrators) are not processed.

The job aids/user guides are very helpful. Will report information be added to them as well? Example: an ER disappears after moving away from the draft. We learned that we have to run a report to find them. The job aid/user guide currently does not have t

The job aids are being updated frequently by the FT team 

Can I still see payments in Ariba?

Ariba is in read only status. 

Payment information you will not see in Payment Loop:

  •   Any transaction paid by wire
  •   When invoice number is more than 15 characters long

How to view the payment status in ARIBA for BPO, PO and Non-PO Invoice:
1.Search for your invoice
2.Check the ‘Status’ field.

       a.  If the status is ‘Reconciled’, some payment information may be available.
       b. If the status is ‘Reconciling’, the invoice reconciliation is still in process; payment information is not yet available

 3.  Click on the ‘Invoice ID’
 4.  Click on the ‘Reconciliation’ Tab
 5.  Click on the ‘ID’
 6.  Click on the ‘Payments’ Tab
 7.  Click on the ‘Payment Requests ID’
 8.  When available, the payment information should display under ‘Transaction Details’

Meaning of Checks Number prefix letters:
A - Paper Checks
R - ePayables Card
T - ACH Payments

How to view the payment status in Ariba for Payment to Individuals (XP), eReimbursements (XR) and eTravel Expense Reports (ER):

1. The Payment Details section is located towards the bottom of the Summary page.

Meaning of Checks Number prefix letters:
A - Paper Checks

E - Direct Deposit

How can we look up contracted vendors to know who is on the catalog?

The catalog web page lists all the suppliers that have a catalog available in Workday at 

https://finance.uw.edu/ps/how-to-buy/ariba/catalog-purchases 

Can you show what receiving for invoices will look like in Workday?

Yes - you may look up the training guide "Pro-J-05" in the Bridge training website.

If a vendor doesn't have a catalog that it used to, how do we order if we don't know prices?

You would obtain a quote from the vendor. If there is specific pricing, you may also contact the Procurement contract manager for that contract for assistance.

I have a subaward BPO in Workday. The supplier emailed an invoice but, I am unclear how to "receive" it and approve it for payment. Are these manually added to the BPO from GCA? If so, what is the timeline for these to show up in Workday?

Invoices are submitted by suppliers to uwashington@ghxinvoicing.com and will be uploaded by the system from there. Due to the unusually high volume of invoices due to FT, we cannot provide an average estimated timeline at this time.

For questions regarding Workday such requisitions, existing BPO and etc., can we still send an inquiry to pcshelp@uw.edu?

Yes 

Is there an office supply catalog that has been loaded into Workday, yet?

Yes, Guy Brown is currently a catalog vendor in Workday. 

How long does it take to pay invoices once they have been sent to GHX? How can we find payment details on invoices that were submitted through GHX?

To track supplier invoices, you may run the R1149 report and if the invoices show a paid status, run the R1146 report to get the actual payment date and payment number and method.

Is there a list of items that are exempt and require a justification? We have been using Lab Supplies (SC1092) and some were asked for a justification and some were not.

There is not a specific list; it depends on several factors: the vendor, the budget, the item being purchased, etc.  

Once an invoice is emailed to uwashington@ghxinvoicing.com, how long does it take to appear in Workday? What is the training # that would direct us how to find and process that invoice in Workday?

Yes, Bridge training "Pro-J-05" has instructions on receiving.

How soon should we expect to hear back when we email PCS Help?

We are currently researching this question and look forward to having a definitive answer soon. 

Is there a cheat sheet on how to release invoices in the new Workday? I release invoices for a scribe company and our cleaning company.

Yes - you may look up the training guide "Pro-J-05" in the Bridge training website.