Wellness Resources: July 2023

 Upcoming Wellness Webinars

• Beyond Speaking and Listening: Transforming our Habits of Communication by Deepening Self-Understanding and Connection. 

Tune in on July 26 at 12:00 pm. Click HERE to register.

• Turn Your Savings Into Retirement Income.

Tune in on July 12 at 2:00 pm or 8:00 pm. Click HERE to register.

• Invest For Success: Five Principles You Need To Know.

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!

Best Practices in Payroll Costing: Worker Position & Worker Position Earning

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

Settlement Run Schedule Change

Starting this week, Accounts Payable has changed the settlement run from daily back to its pre-Workday-go-live schedule of three times per week (Monday, Wednesday, and Friday).  

If you have any questions or concerns, please feel free to contact us via askfinance@virginia.edu.

Don't Wait: RSVP for the Fourth Annual Travel & Expense Expo

We are about three weeks out from the Fourth Annual Travel & Expense Expo, and we can't wait to see you there! If you haven't already, please RSVP as soon as possible at this link.

The Expo will be held August 3, from 10 am to 2 pm at Newcomb Hall. We'll have over 35 travel-related vendor exhibits, Passport Services, Real ID processing, great seminars, plus lots of giveaways and raffles! Prizes you can enter to win this year include free airline tickets, hotel stays, and a wine tour.

Check out all the details on the Travel & Expense Expo flyer we've linked on the UVAFinance website, and while you're there, please send the flyer to anyone in your area who travels, books travel for others, or works with Workday Expense. Spread the word!

See you in August!

Product Recall Alerts in Marketplace

Click image for a larger view

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.)

Year-End Close Reminders

We're on the very edge of our first fiscal year-end close in Workday Financials.  Thank you to everyone for your hard work and collaboration during this first critical year.  

Here are the final deadlines to keep in mind: 

• While certain activity has an earlier cut-off, all remaining activity groups and transaction types will be closed on June 29th at 4pm. Please refer to the Year End Closing Calendar for details regarding earlier cut-offs for specific activities. All transactions must be approved by this time to be posted to June 2023. Certain transactions can still be entered and approved after the cut-off but will post to July 2023 when the period becomes available.
• All Accounting Journals must be approved by June 29th at 4pm, otherwise, they will be canceled by Central Accounting as they will prevent the period from being closed.
• All Accounting Adjustments should be approved by June 29th at 4pm, otherwise, they will post to the next accounting period, when approved. With this year-end, UVA Finance will cancel any unapproved Accounting Adjustments initiated before June 1st, 2023 by June 29th.
• All Payroll Accounting Adjustments should be approved by June 28th at 4pm, otherwise, they will post to the next accounting period, when approved. With this year-end, UVA Finance will cancel any unapproved Payroll Accounting Adjustments initiated before June 1st, 2023 by June 29th.
• Workday will be down for year-end processing on June 30th, 2023. Central departments to perform year-end activities such as Procurement Roll Forward, Year End Balance Roll Forward, etc.
• The Year-end Adjustments Book Code will become available from July 1st at 7:00am to July 14th at 5pm. This book code can be used to make certain adjusting entries that will post to June 2023. Note that only accounting journals can be performed. Also, note that only certain adjustments can be accommodated. All accounting journals posted to the Year-end Adjustments Book Code must be approved centrally by the Accounting Manager. Refer to the UVAFinance blog post about Year-end Adjustments for more guidelines.
• The July 2023 period will be available on July 1st at 7:00am. Users can continue to process Accounting Journals, Accounting Adjustments, as well as all other transactions at this time to be posted to the new fiscal year.

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Related Content: Year-End Adjustments:  What to Expect

Shannon Wampler Returns to Supplier Diversity

After an extended stint on the Business Intelligence team, where she assisted with the optimization of procurement data during the transition from Oracle to Workday Financials, Shannon Wampler has returned full-time to Procurement and Supplier Diversity Services in the role of Supply Chain Business Analyst.

Wampler’s long history with Supplier Diversity and her perennial dedication to assisting the local business community makes her a perfect fit for this position, as does her skill with data analysis. She took the role this past spring and has since enjoyed working closely with area small, woman-owned, and minority-owned businesses, helping them find their niche with the University and how to navigate the sometimes complicated process of doing business with UVA.

Wampler says she is happy to be back in Supplier Diversity, helping area entrepreneurs with details so they can focus on growing their businesses. “We always say, ‘You can’t work on your business when you’re working in your business,’ and that’s where UVA Supplier Diversity can help,” she says.

Procurement and Supplier Diversity Services also recently hired a Community Engagement Coordinator, Ajoni Wynn-Floyd (read more about her on the blog here). Sharing data, making connections, and increasing visibility within the SWaM business community is part of UVA’s overall strategy to boost opportunities for local and minority-owned businesses.

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Related Content: Supplier Diversity Welcomes Ajoni Wynn-Floyd / Join us for SWaM Fest 2023 

Save the Date: SWaMFest 2023 is November 1 & 2 in Richmond!

SWaMFest is the premier networking, educational, and professional development event for small, women-owned, and minority-owned businesses, and it’s happening on Wednesday, November 1st, and Thursday, November 2nd, in Richmond . . . and you’re invited!

Come and network with colleagues in VASCUPP, visit with our vendors, get some time out of the office, and get more than a little team building in, too. UVA had over 25 attendees onsite last year, and we’d love to see you this fall.

Why attend SWaMfest?

• Networking opportunities for SWaM businesses and representatives from VASCUPP institutions, prime contractors, and corporations.

• Engaging in workshops to enhance your professional development
• Opportunities to reassess how your organization operates and how to embrace the untapped potential in SWaM business relationships.

Why not register now?

General admission tickets are available now at an early-bird discounted rate. To purchase tickets, visit the SWaMFest site!

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Related Content:  Supplier Diversity Welcomes Ajoni Wynn-Floyd / Shannon Wampler Returns to Supplier Diversity

Supplier Diversity Welcomes Ajoni Wynn-Floyd

Ajoni Wynn-Floyd’s passion is connection. Whether it’s helping small business owners find resources, locating grant information for someone who needs it, or finding an answer for a frustrated customer, she enjoys making connections and delivering good news for those who need it.

Her drive to help people has led her to pursue a career helping small and diverse businesses, and this spring, she brought her talent and experience to a new role in Supplier Diversity Services at UVA as Community Engagement Coordinator. Wynn-Floyd comes to UVA directly from the City of Charlottesville Office of Economic Development, where she had served as the Minority Business Development Coordinator.

In that role, Wynn-Floyd swiftly got to know the business scene in Charlottesville and, by building a strong network, was able to help all businesses, especially small, woman-owned, and minority-owned businesses, get in touch with others who could help them flourish.

“When you’re a business owner,” she says, “you don’t necessarily have time to learn all about networking and the things that go along with that. You’re running a business! That’s where I want to help.”

In her new role, Wynn-Floyd sees an expanded opportunity to do what she loves doing. “I want people to know what a phenomenal resource UVAFinance is,” she says. Wynn-Floyd says she looks forward to sharing those resources and making it clear to community business leaders that we want them to succeed at all levels.

When she isn’t working on behalf of local businesses, Wynn-Floyd enjoys taste-testing local businesses by trying out new restaurants in the area (she recommends trying Pearl Island if you haven’t already). She also loves watching Master Chef and trying different cooking techniques.

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Related Content:  Join us for SWaMFest 2023!

Issue Regarding Change Orders on POs During Year End Close

As we prepare for the FY23 year-end close, the Workday Support Team uncovered two possible issues regarding change orders requested on rolled-forward purchase orders (POs) during testing.

Issue One: Standard POs

If a change order is processed on a rolled-forward PO that is partially billed, the change order will increase the obligation to the total amount of the PO. This will happen regardless of the amount rolled forward.

To avoid this, departments should not apply change orders on lines that are rolled forward, but instead, should add new lines to the PO. Similarly, if a PO that was not rolled forward needs to be opened in the new fiscal year, it should be reopened and then a nominal change order should be done for at least $1 to apply the commitments and obligations to the current fiscal year. The departments must notify suppliers of PO changes if the products/services have not been invoiced.

Issue Two: Grant-related POs

If grant-related POs are reopened in the new fiscal year, the grants will likely be outside the period or performance, whether or not the PO was rolled forward.

To avoid this, grant-related POs should not be reopened if they were not rolled forward or are outside of the 90-day extension window.

Help is Available

This Quick Reference Guide aids with initiating change orders on a multi-year PO that has been rolled forward. Should you need guidance on determining which action noted above to take, please submit an AskFinance ticket with the subject line “Rolled Forward POs” and your case will be escalated to the Strategic Sourcing team for further assistance.

We truly appreciate your patience and collaboration with us as we work through the first fiscal year-end close in Workday Financials. We will review the PO maintenance plan as we move forward to gain efficiency in the process for the upcoming fiscal year, and we look forward to sharing the improvements with you.

Franky Kong Earns VCA Certification

UVAFinance congratulates financial analyst Franky Kong of Procurement & Supplier Diversity Services for earning the Virginia Institute of Procurement certification as a Virginia Contracting Associate.  The VCA certification is the first step in a career path for public procurement professionals. It involves online course work, a two-day classroom session, and successful completion of an in-depth exam to achieve.

Well done, Franky!

The Finance Solution Center Welcomes Kellyn Bennett Morris

Kellyn, Stephen, Bella & Nova

Kellyn Bennett Morris is well-prepared to deliver great customer service in her new role as a User Success Agent in the Finance Solution Center. Morris’s two previous roles have had an intense focus on building relationships with people, often in times of stress.

Her first job out of high school was at Batesville Market, helping a close friend’s mother start her business during the pandemic. During that critical startup time, and as local folks increasingly leaned on the market for their shopping and meal needs, Morris learned that she loved the customer service experience. Next came a role as a nanny to a toddler, which Morris says taught her patience and dedication.

At press time, she’ll have been a User Success Agent for close to a month, a role which she’s grateful for not only for its focus on customer service but also, she says, for its professional environment. “I like helping people and assisting with solving their problems, and there’s definitely a better work-life balance at UVA than in my previous positions,” she says.

Morris says she knew the job was right for her when she interviewed with the Solution Center team, and she looks forward to getting to know more about UVA and the possibilities to further her career here.

When she’s not working, Morris is an outdoorsy sort, enjoying hiking with her boyfriend Stephen and their two pups Bella and Nova, and working on developing a green thumb in her garden. She loves traveling, and as the youngest of five siblings, she stays busy visiting her loved ones, who are dotted across the country, in Colorado, Tennessee, and the Carolinas.

A Note from your Friendly Neighborhood LSP about ChatGPT

Thank you to UVA IT and the IT Security Community for sharing their experiences and recommendations for this article

ChatGPT (a Generative AI tool) and similar large language models (LLM) applications are transforming the way we work. They have the potential to automate tasks, improve decision-making, and provide valuable insights.

The use of such tools also presents new challenges in terms of information security and data protection. We want to explicitly recommend to employees who choose to use GenAI tools at UVA; to do so in a secure, responsible, and legal manner. In that vein, here are best practices to keep in mind:

• Only use the minimum data needed for the query, and before doing that ask yourself the question "Would I be comfortable sharing this information outside of the university? Would it be okay with this information being on a public site such as a social network or blog?". Plan as if data privacy will be breached or reused by the App for future training and responses. 
• Employees should refrain from uploading or sharing any data within GenAI tools that is confidential, proprietary, or protected by regulation or the UVA Data Policy (e.g. FERPA, HIPAA or information deemed highly sensitive by the University) :
• Don’t copy and paste emails or documents in prompts to ChatGPT and similar AI tools that generate content.
• Examples of highly sensitive data: Personal information such as driver’s license number, SSN, Student ID, Bank Account number, or Passport number.
• Examples of FERPA records: Any ‘Education Record’ or information that is directly related to a student and maintained by UVA.

After the jump, view additional considerations put together by InfoSec and UVA IT Directors. 

Requesting Payroll Accounting Adjustments through Workday

Workday's request business process is now the one-stop-shop method to request Payroll Accounting Adjustments for UPG, the Medical Center, yourself, or an employee who has been terminated or transferred out of your area.  Previously, this would have been done via a variety of methods depending on your need, but now, due to the new Workday functionality, it can be handled one consistent way.  

(Note that Payroll Accounting Adjustment Specialists in schools and units can still process PAAs as usual.)

See this Quick Reference Guide for more information on submitting Payroll Accounting Adjustment Requests.

The Travel & Expense Expo is August 3

It's hard to believe that we're only a month out from the Fourth Annual Travel & Expense Expo.  

If you haven't already, make plans to attend on August 3 at Newcomb Hall.  Vendor exhibits will be available from 10 am - 2 pm, with lots of giveaways and drawings for prizes available.  

We'll also have light refreshments as well as passport services and Real ID applications.  

Watch the blog and other UVAFinance communications for a seminar schedule as the date gets closer!

RSVP to the Travel Expo today!