- Vendor name
- Vendor invoice number
- Amount due
- Invoice date
- Description of services or products provided
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When you need to look at open obligations on purchase orders, there's a new Workday Report available to help you investigate.
Open Obligations on Purchase Orders - This new report can be run on a cost center, designated, gift, or grant. You can look up a purchase order or a specific supplier. By default, it will include canceled and closed POs and will exclude POs with no obligation remaining. See the sample report image below for an idea of the fields available to view in the report. The report can also be modified to show POs with zero obligations remaining that are not closed or canceled (these are good candidates for closing!).
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This new report is in addition to the previously available Open Purchase Order Report.
As of August 4th, validations have been added to the use of the function worktag in Workday Financials.
Here are some basic points to know about the function validations:
Actions Taken: A group of Procurement team members collaborated to find non-catalog suppliers with no distribution method. They filtered to suppliers who were active in the past FY and used the Pareto rule to identify the ones with high impact. Then, they collaborated with the Supplier Management team to send new Paymentworks invitations and clean up supplier profiles in Workday and Marketplace.
Findings: In the last FY, UVA did business with 710 suppliers that had a bad distribution method. That's 4824 Purchase Orders worth $41.6 million, and 238 high-volume suppliers with 3697 Purchase Orders worth $36.5 million.
Impact on UVA Users: Created efficiency in the sourcing process for department users and Central buyers and helped the disbursement team by reducing the time to manually adjust supplier profiles. This means schools and units can have increased confidence that when their PO is approved, it is being distributed to the accurate address at the supplier. The team continues improvement activities in terms of purchase orders in order to achieve as high a degree of accuracy as possible!
Results: As of 8/2/2023, we have fully registered and approved 64 suppliers and processed 1115 Purchase Orders, $13.9 million worth of business
Major Contributors in this project: Andrew Clark, Franky Kong, Susanna Huang, Sri Ranjani Murthy
As reported in July, the Goods & Services Guide has been overhauled after an intensive cross-functional project spearheaded by several teams in Procurement. The Guide, located on the UVAFinance website, has several new and useful features (see all the changes in this July blog post).
The Goods & Services as it exists online is the most current version. The Procurement team will continually monitor and update it, so downloading the document is discouraged. The Guide is a 'living document' governed by a cross-functional team.
That team asks for your help in keeping the Guide as up-to-date as possible. If you know of changes that should be made, please propose them by emailing them to AskFinance@virginia.edu; we'll be happy to investigate and review any discrepancies, gaps, or inaccuracies, and address them.
The Expense team is working on a better way to achieve a two-approver process for expense reports that will work for both compliance purposes and for our schools and units.
They've just finished internal testing on a process that is a significant improvement over the initial course of action we tried out (and pulled back) in May. This process will be tested with a spend focus group; once more feedback has been gathered, we'll share the results at the September 6 Fiscal Administrators' Group.
Want to be added to the Fiscal Administrators email invite list? Email Stacey Rittenhouse.
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Related information: You can find the 2023 Fiscal Administrators' Meeting Schedule, along with Agendas and Meeting Recordings, on the UVAFinance website here (click Fiscal Administrators): https://uvafinance.virginia.edu/finance-community-engagement/meetings-and-resources
Tune in on August 9 at 3:30 pm. Click HERE to register.
Tune in on August 24 at 12:00 pm or 3:00 pm. Click HERE to register..
Create a Hoos Well Portal Account
Create a Hoos Well Portal Account and earn up to $500 in awards while enhancing your well-being! Thousands of your colleagues are already reaping the benefits of the Portal and its offerings. Watch the recorded demo to learn how to get the most from the Portal.
Seeking Hoos Well Stories
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The Green Family |
A new spend category in Workday Finance will allow UVA to collect high-quality data on publishing charges, which are expected to increase due to a 2022 federal ruling requiring the open flow of federally-funded scientific information.
The government mandate will require agencies using federal research dollars to make any research findings available to the public in a free and open format by the end of 2025. For UVA faculty and researchers, this could mean significant increases in "article processing charges" or APCs, from many publishers.
Donna Tolson, Associate Dean for Administration at the University of Virginia Library, championed the creation of the new spend category, in order to track the new fees. After consulting with budget's Katie Walker and a group of associate deans for administration, Tolson submitted her request to Ask Finance and worked with Jacob Mair's group to set up the new spend category.
"Being able to track processing charges will show us which publishers we're paying, whether APCs are increasing, and where the money is coming from, whether it's grants, start-ups, or operations. That will put us in a stronger position to support faculty and to negotiate with publishers if APC rates increase as a result of this new ruling," says Tolson.
The new spend category has been set up as Services Article Processing Charges (SC0792).
Ryan Balber, the Director of the Virginia Higher Education Procurement Consortium, recently had an article published in University Business. Check out his piece, 3 ways cooperative purchasing agreements support student success, on the UB site.
James Gorman, joined by retired VP for Finance Melody Bianchetto and Deloitte representatives, was a presenter at the NACUBO 2023 Annual Meeting on July 17. The subject of the session was "Transforming Finance and strengthening partnerships at the University of Virginia."
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Related Content: Walker Receives NACUBO's 2023 Rising Star Award
Ever find yourself with a stubborn requisition that won't convert to a purchase order?
Every new year comes with fresh new calendars, and fiscal new years are no different.
Payroll calendars for FY2024 are posted on the UVAFinance website for the Academic Division, Med Center, and Physicians Group.
Access the calendars here. (Click on Academic Division, Med Center, or UPG; Payroll Calendars are at the top of the list on each area's page)
The Workday Support Team has made a new functionality available in Workday Financials. Activity Stream might be just the thing for some users out there who have wished for an in-system way to nudge processes along among colleagues.
Using the "@" symbol, you can tag one or more people in a comment on objects such as purchase orders, requisitions, and supplier invoices, and those tagged individuals will receive a notification. The stream is the same on all tabs/sub-tabs within the same object (see the resource linked below for a comprehensive listing of objects on which activity stream may be used).
In what kind of instances would an activity stream comment be helpful?
See this handy resource for a quick rundown of the activity stream feature. Note especially that activity stream is not available on all objects, and that it should not be used in the place of an AskFinance ticket or in the place of a step in the approval process.
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Walker receives her honor at NACUBO on July 17. We always knew she was a star. |
UVAFinance's Executive Director for Financial Planning and Analysis Katie Walker is the 2023 winner of the National Association of College and University Business Officers (NACUBO) Rising Star Award.
The Rising Star Award recognizes an emerging leader in higher education finance and business whose record reflects ongoing and exceptional growth in contribution to the professional increased levels of leadership, responsibility, and sphere of impact. Awardees are nominated by their peers, must have reference letters, and are judged against strict criteria by a selection committee.
Walker was among seven awardees honored for their outstanding contributions to higher education at NACUBO's 2023 Annual Meeting in Orlando.
Congratulations, Katie!
Previously a User Success Agent with Tier 1, Tolson is moving on to be a Business Systems Analyst. He started in his new role on Monday, July 17th. Tolson expressed that he is very excited about this new position.
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From left to right, top to bottom: Jim Stoltz and family, Nika Vest and her fiancé, Jarod Verkleeren, and Niranga Subasinghe and family. |
Nika Vest:
Niranga Subasinghe:
Jarod Verkleeren:
Jim Stoltz:
Wampler shared how UVA planned and launched its local procurement initiative and how we leveraged Supplier GATEWAY to empower decentralized buyers across grounds. Wampler especially focused on how smaller schools could get such initiatives off the ground, even if they didn't have data skills or dedicated personnel.
While at the meeting, Wampler also led a Supplier Perspectives Panel featuring a variety of supplier representatives engaging the audience with authentic discussion about their side of the purchasing transaction.
Way to go, Shannon!
Buying at UVA just became a little easier due to the overhaul of the Goods & Services Guide, which finished just this week after four months of intensive collaborative work by Procurement, as well as the Business Systems Team.
What Changed?
Check out the brand new Goods & Services Guide on the UVAFinance webpage!
Tune in on July 26 at 12:00 pm. Click HERE to register.
Tune in on July 12 at 2:00 pm or 8:00 pm. Click HERE to register.
Tune in on July 19 at 10:00 am or 12:00 pm. Click HERE to register.
Don't Forget: Free Virginia Recreation Classes
Join Virginia Recreation (formerly IM-Rec) Hoos Well fitness class this summer. Classes include Cycling, Yoga, Body Bump, and Pilates. All classes are free to UVA employees and spouses.
Classes run through July 28. Click HERE to view the schedule.
Celebrate the Summer with New Healthy Recipes
Although the Fourth of July has already passed, there are tons of ways to celebrate the summer with food. Whether you're having people over or just staying in, these recipes are for you. The Forks Over Knives website includes a variety of delicious recipes to share with family and friends that are both satisfying and nutritious. Check it out!
The payroll costing allocation categories "Worker Position" and "Worker Position Earning" are very different and not interchangeable. In general, "Worker Position" is the category most of us will use most often. "Worker Position" represents the standard pay, benefits, etc. that are applied to most regular positions.
Assigning a "Worker Position Earning" costing allocation should only be done for pay categories that will be accounted for on a different worktag string than their "Worker Position" costing allocation (such as Short-Term Disability, Long-Term Disability, Retention Bonuses, etc.). If the accounting falls on the same worktag string as was set up on the "Worker Position" costing allocation, there is no need to add it into a "Working Position Earning" costing allocation.
See this Quick Reference Guide for more details
Questions? Please let the Payroll Team know via askfinance@virginia.edu
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Last week, PSDS was alerted by Sedgwick regarding a product correction for Cholostech LDX Cassettes. You can see this notice here (behind NetBadge).
Know that in the future, product recalls and other similar notices are shared as a banner announcement in the UVAMarketplace. (See an example of the UVAMarketplace announcements, visible upon logging into the system, to the left.)