October 2023 Special Edition - Helpful Workday Reports, Key Deposits, and Travel Advances

GENERAL

Cheat Sheet for Workday Reports

With the launch of Workday Financials, we’ve all become report gurus in training. Thanks to Robert Young, Michael Kummer, and Linda Nelson, an overview of helpful Workday Finance reports has been compiled into one document for your convenience! The Two Cheat Sheets for Workday Reports is located in the CAS Finance & Administration MS teams channel files. Please keep in mind this is a living, growing resource that is not an inclusive or exhaustive document. We will continue building this resource out as we discover more useful Workday reports to run. 

If you know of any reports that are not listed, feel free to update the document – knowledge should be shared!

PAYMENTS AND PROCUREMENT

New Key Deposit Process

If your department is currently taking in key deposits, please know this process has changed dramatically with the transition into Workday Financials. An alternative method is to manage your key deposits and refunds via the student or employee Husky Card.

1. Refunds for deposits received prior to July 1, 2023: Please continue submitting your refund requests to AST until further notice – we anticipate the refund process to change in the coming months.
2. Refunds for deposits received in the current state (July 1, 2023, and beyond): Stay tuned! The new refund process has not been shared to campus at this time.

Key points (pun intended):

• Deposits are considered a liability to the UW; we owe the money to the depositor at the end of the key use and its return.
• The liability ledger is managed by the central office of Banking and Accounting Operations (BAO) through their Central Cash Application Team (CCATS). The entry representing the deposit will be titled Ad Hoc Bank Transaction (AHBT).
• When you accept the check or cash, you must notify CCATS of where it should be accounted for in your FDM worktags.
• Submit the Cash Remittance central form, which can also be located on the AST website under either our Accounting or Accounts Receivable pages. The Cash Remittance form replaces the former Cash Transmittal form.

Where do I send the check or cash? Please see the following options for guidance on how to correctly make a deposit. Be sure to include a copy of the completed Cash Remittance form, which is required for both check and cash deposits.

1. CHECK Deposits:
   1. Must be placed securely inside a deposit bag issued by BAO. 
      1. To order BAO deposit bags, fill out the Deposit Bag & Order Slip Form.
   2. Once placed in a deposit bag, it can be delivered by the following methods:
      1. Dropped off at Schmitz Hall 129 inside the deposit drop box.
      2. Handed to UWMC Cashier's Office EE306 at the main entrance of UWMC.
      3. Campus mail to: UW Finance Shared Services Box 354965
2. CASH Deposits:
   1. Cash deposits will only be accepted at the HUB Cashier's Office. 
      1. Tuesdays and Thursdays ONLY.
      2. Open from 9:00 am to 1:00 pm. 

PLEASE DO NOT SEND CASH TO UW FINANCE SHARED SERVICES! All deposit bags sent to UW Finance Shared Services that contain cash will not be processed – they will be sent back to the department instead. This includes all checks that may have been placed inside the bag with the cash.

Travel Advances

Travelers can request a travel advance prior to their travel to offset costs incurred during their UW business trip. Keep in mind that travel advances:

• Can be used only for meal per diem and lodging per diem.
• Can only be placed on Fund Type FD100 or FD101 (GOF or DOF funds).
• Can only be issued for UW employees.
  • For students, a field advance will need to be requested and sponsored by a faculty member.
• Any additional travel expenses paid for before travel (e.g. flight) will be reimbursed separately from the travel advance as a Workday Expense report.

Travel advances can be requested on the AST website. Navigate to our Pay/Pro forms and select the UW Travel form, then choose the appropriate travel advance option (i.e. ‘I need to request an advance on behalf of someone else’). The advance will be issued through a spend authorization. Once the traveler has returned from their trip and submits their travel reimbursements, AST will use the spend authorization number to reconcile the advance and to submit the final reimbursement. Please be sure to include the spend authorization number in the final travel reimbursement ticket. The travel advance will not reconcile without this step.

The advance amount will be subtracted from the line items totals as they are input. This aspect of the travel advance can be confusing, as the advance is reconciled as part of the final reimbursement. It will ultimately show the net amount reimbursed to the traveler.

Please see the screenshot below for an example of how a travel advance looks on a UW traveler’s reimbursement in Workday. The screenshot shows a total of $5,000 expended for a trip, with $1263.64 accounted for by the travel advance. After subtracting the advance amount from the total amount, we are left with a remaining reim­bursement balance of $3736.36 to the traveler.

As always, please fill out our General Inquiry Form (preferred) or email teamcas@uw.edu if you have any questions or concerns. 

Administrative Support Team