To review a list of known issues we are working on please visit our Workday Finance status page. Have something additional to report? Contact askfinance@virginia.edu
To review a list of known issues we are working on please visit our Workday Finance status page. Have something additional to report? Contact askfinance@virginia.edu
Finance Reporting and Analytics Release Notes for May 22. This update includes significant new reports and modifications that have been released since March 9th as well as known issues that we are investigating or working on currently.
This update includes significant new reports and modifications that have been released since March 9th as well as known issues that we are investigating or working on currently.
A friendly reminder that you always find this information and more reporting resources at:
Business Intelligence & Analytics | UVA Finance (virginia.edu)
Important note regarding EDW/UBI reload schedule
The Date Warehouse (EDW) and UBI are currently scheduled to reload Sunday – Thursday nights with data extracts from Workday starting at 9 PM. This timing is driven by maintenance and backup schedules for Workday and our data center. When a month-end falls on a Friday, an out-of-cycle refresh will happen so data is available over the weekend.
Items in UBI currently under review or development:
Workday Supplier Invoices: New app and dataset with Supplier InvoicesThere has been a significant amount of work put into RAD over the past 3-4 months with great collaboration and input from OSP and Grant Administrators and PIs in the Schools and Units. We’re going to take a pause and collect feedback during April and Mays so you likely will not see anymore updates to RAD for a few months. If you have feedback or suggestions, please send it to AskFinance@virginia.edu.
Workday Fund Balances
UBI
Enhancements to UBI Reports:
NEW! Workday NACUBO Function Analysis
Known Reporting Issues in Workday currently under review or items of interest in Development:
Spend Detail Report - Hotel name from Expense Report does not pull into the Vendor/Payee fieldComing in April:
Improved Prompts in Status of Account Certifications New and Improved Account Certifications Awaiting Me Bank Statement Reconciliation reports Worker Costing Allocation Information – Payroll
Adaptive Planning Release Notes delivered from Office of Planning and Analysis.
Workday
Significant Workday Reporting Updates for General Use:
Fund Balance by MBU: Managerial summary of current and projected Fund Balances for the Academic Division. Worktag Prompts can be used to highlight specific funds, gifts, grants, or designated worktags. Balances can be drilled into for further analysis Status of Account Certifications: Delegates have been removed from the Awaiting Preparer and Awaiting Approver fields. Non-payroll Commitments and Obligations: Estimated F&A for Commitments and Obligations has been added to the report. Award and Grant Assigned Roles Audit: Select a Department or Cost Center to find any and all Grant related roles which are unassigned. It can also be used to get a consolidated list of all the Awards/Grants in a Cost Center or Department with all the associated roles. Cost Reimbursable Line Status: Added drill-down capabilities to the Accounting and Budget Dates of the billable items General Ledger Details – with Payroll Details: Added Pay Component and Hours Worked fields.Finance Reporting and Analytics Release Notes for March 9th. This update includes significant new reports and modifications that have been released since February 9th as well as known issues that we are investigating or working on currently.
A friendly reminder that you always find this information and more reporting resources at:
Business Intelligence & Analytics | UVA Finance (virginia.edu)
The Date Warehouse (EDW) and UBI are currently scheduled to reload Sunday – Thursday nights with data extracts from Workday starting at 9 PM. This timing is driven by maintenance and backup schedules for Workday and our data center.
Important note regarding EDW/UBI reload schedule
Items in UBI currently under review or development:
COMING SOON! - Workday RAD (Research Admin Dashboard)
Coming Soon:
Workday NACUBO Function Analysis: This is a new app that allow us to compare FY23 to FY22 use of the Function code within each MBU and will highlight any significant variances so that they can either be corrected or validated and explained.Workday Budget vs Actuals
Workday Research Admin Dashboard (RAD) – read more detail here(PLEASE INSERT LINK)
UBI
Enhancements to UBI Reports:
Workday Journal Lines (Available in Production on Monday 3/13)
Known Reporting Issues in Workday currently under review or items of interest in Development:
Spend Detail Report - Hotel name from Expense Report does not pull into the Vendor/Payee field
Coming Soon:
Worker Costing Allocation Information – Payroll: Collaborating with the People Analytics team to overhaul this report and improve functionality and address some open requests/issues. We will be deprecating a number of obsolete payroll costing reports. More details to be shared when the new report is ready. Targeted for the week of 3/20.
Curious about what Finance reports people use the most?
Here are the usage stats for a recent 7 days in Workday:
Adaptive Planning Release Notes delivered from Office of Planning and Analysis.
Workday
ICYMI: New Simple “BBA” Report for Expense Budget vs. Actuals (PLEASE INSERT LINK)
Significant Workday Reporting Updates:
No Significant updates to general use Workday reports this month. Most work has been targeted bug fixes and enhancements supporting OSP and Central Finance use cases.
Quick Tip of the Month:
Saved Filters (Workday) and Bookmarks (UBI) – remember that if you regularly the same report with the same filter(s) for CC, Grants, or other worktags, you can save your filters using the Saved Filters option in Workday or using Bookmarks in UBI. Bookmarks in UBI can be shared, Saved Filters in Workday cannot. As a best practice, you should leave the Period prompt empty when you save since you will likely need to update that from month to month anyway. Directions on how to use Saved Filters and Bookmarks can be found in the Reporting Training Resources.
Finance Reporting and Analytics Release Notes for February 9th. This update includes significant new reports and modifications that have been released since January 12th as well as known issues that we are investigating or working on currently.
A friendly reminder that you always find this information and more reporting resources at:
Business Intelligence & Analytics | UVA Finance (virginia.edu)
Important note regarding EDW/UBI reload schedule
The Date Warehouse (EDW) and UBI are currently scheduled to reload Sunday – Thursday nights with data extracts from Workday starting at 9 PM. This timing is driven by maintenance and backup schedules for Workday and our data center.Items in UBI currently under review or development:
Workday Journal Lines
New Apps/Reports added to UBI:
UBI
Enhancements to UBI Reports:
Known Reporting Issues in Workday currently under review or items of interest in Development:
Spend Detail Report - Hotel name from Expense Report does not pull into the Vendor/Payee field
Coming Soon:
Worker Costing Allocation Information – Payroll: Collaborating with the People Analytics team to overhaul this report and improve functionality and address some open requests/issues. We will be deprecating a number of obsolete payroll costing reports. More details to be shared when the new report is ready.Adaptive Planning Release Notes delivered from Office of Planning and Analysis.
Workday
Significant Workday Reporting Updates:
NEW! Expense Budget vs Actual (Simple "BBA")
Quick Tips of the Month:
When using the Prompt fields in Workday reports, you can quickly do a multi-select of your search results by using Crtl-A then Enter to select all available values. To speed up the search when using the Worktags prompt field, type in the worktag prefix or Worktag field name along with the value you are looking for. For example, if I know that I want to select the MBU level for Batten, I can search “CH4 Batten” or if I know my Grant name contains “Electron” but don’t know the ID, search “Grant Electron” instead of just “Electron”.General Note on Obligations reporting in Fund Balance or Budget vs Actuals reports:
The default Ending Budget Date prompt is set to 6/30/23 however this will include the final FY payroll for 12-month Faculty that is deferred until July of the new fiscal year. You can set the Ending Budget Date to 6/22/23 to prevent this. We are looking into options for other ways to account for this, but that is the current solution.
Adaptive Planning Release Notes delivered from Office of Planning and Analysis.
Workday
Significant Workday Reporting Updates:
· Project Funding Source
○ This is a new report that shows Funding Source(s) with dates, worktags, funding amount, and available balances
· Fund Balance Report
○ Through collaboration between the Accounting, FP&A, and Treasury teams we have settled on the fund and ledger accounts that are included in Expendable Fund Balances. Expendable Fund Balance is the new version of the "Cash Balance Summary Report" that we had in UBI for Oracle.
§ The Fund Balance reports (by Cost Center, by Assignee, by FDM) in Workday have a new column called "YTD Other" that will include any current year activity on the balance sheet that impacts the Expendable Fund Balance
§ These reports display the Current Expendable Fund Balance Summary (Balance Sheet and FYTD Activity)
□ Expendable Fund Balance Summary (this report will be used by Treasury to monitor MBU balances for policy compliance)
□ Fund Balance Comparison by Ledger Account - this report will allow you to compare the Trial Balance to Expendable Fund Balance
○ UBI Workday Fund Balance app is now available in Production
§ You can use the Fund Balances by Ledger or Fund Balances by Fund sheets in the UBI app to see which ledger accounts and/or funds are included in the Expendable Fund Balance rollup.
· Bug fixes and minor enhancements
○ F&A Recovery by Company and Cost Rate Type: corrected the F&A rate to pull correct value
○ Customer Payments: Added Customer Invoice Memo field
○ Worker Costing Allocation Information - Payroll: Fixed prompt screen so you can now select by Position Cost Center Hierarchy
○ Miscellaneous Payment Request Report: Added Cancel Accounting Date
· Numerous other minor enhancements and defect resolutions
Known Reporting Issues in Workday currently under review or items of interest in Development:
· Spend Detail Report - Hotel name from Expense Report does not pull into the Vendor/Payee field
UBI
Enhancements to UBI Reports:
· Workday Budget vs Actuals
○ Corrected Obligations calculation when prior periods are selected
New Apps/Reports added to UBI:
· Workday Fund Balance
○ This UBI app replaces the "Cash Balance Summary Report" that we had in UBI for Oracle.
Items in UBI currently under review or development:
· Workday Account Certification Dashboard
○ Correct the values in the Approval fields when items are sent back
· Workday Journal Lines
○ Greater detail in Expenditure Comment field
· Workday Budget vs Actuals
○ Add Employee/Position information
· Workday Delegations (On Hold - pending approval to release)
· Workday Payroll Costing
○ Missing employees without costing allocations
○ Add Position Restrictions
· Workday RAD (Research Admin Dashboard)
○ Payroll Costing/Obligations reporting improvements
○ Clinical Trial Revenue
○ SAFM data integration
○ PI access
○ Grant To/From Dates correction
○ Multiple Grant Managers
Important note regarding EDW/UBI reload schedule
The Date Warehouse (EDW) and UBI are currently scheduled to reload Sunday – Thursday nights with data extracts from Workday starting at 9 PM. This timing is driven by maintenance and backup schedules for Workday and our data center.
Workday
Significant Workday Reporting Updates:
Pay Period and Retro Pay Period Information now available in selected Workday reports
General Note on Obligations reporting in Fund Balance or Budget vs Actuals reports:
The default Ending Budget Date prompt is set to 6/30/23 however this will include the final FY payroll for 12-month Faculty that is deferred until July of the new fiscal year. You can set the Ending Budget Date to 6/22/23 to prevent this. We are looking into options for other ways to account for this, but that is the current solution.
Adaptive Planning Release Notes delivered from Office of Planning and Analysis.
Important note regarding EDW/UBI reload schedule
The Date Warehouse (EDW) and UBI are currently scheduled to reload Sunday – Thursday nights with data extracts from Workday starting at 9 PM. This timing is driven by maintenance and backup schedules for Workday and our data center. Plan is to load data warehouse and UBI on the weekend at December 2022 closeNOTE: The FDM Mapping Output app and Budget Conversion app no longer be available in UBI as of 12/2 as the information in these apps has become increasingly outdated since mapping activity was frozen last spring.
Items in UBI currently under review or development:
Workday Journal LinesNew Apps/Reports added to UBI:
Workday Account Certification DashboardUBI
Enhancements to UBI Reports:
Workday FDM Reference
Known Reporting Issues in Workday currently under review or items of interest in Development:
Spend Detail Report - Hotel name from Expense Report does not pull into the Vendor/Payee fieldNumerous other minor enhancements and defect resolutions
Fund Balance Reporting
General Note on Obligations reporting in Fund Balance or Budget vs Actuals reports:
The default Ending Budget Date prompt is set to 6/30/23 however this will include the final FY payroll for 12-month Faculty that is deferred until July of the new fiscal year. You can set the Ending Budget Date to 6/22/23 to prevent this. We are looking into options for other ways to account for this, but that is the current solution.
Adaptive Planning Release Notes delivered from Office of Planning and Analysis.
Workday
Significant Enhancements to Workday Reports:
· Various Award/Grant reports
○ Set default Fund worktag prompt on reports to limit to Sponsored Fund types
· Various Budget vs Actuals and Fund Balance Reports
○ Set the default Fund worktag prompt to UFM Operational Funds
· Revenue Detail Report - removed subtotal rows
· Payroll Journal Summary Report - revised the report to remove individual pay component rows
· Payroll Journal Line Details - added prompts to select by Job Family Group, added Position Manager field, shows hours as negative if it is a payroll adjustment
· Worker Costing Allocation Information-Payroll - Corrected issue where some costing allocations were missing default CC field
· Credit Card Transactions - Not Expensed or Approved - added prompt for Employee MBU and corrected filters so report returns relevant transactions
· Numerous additional enhancements and defect resolutions
New Reports added to Workday:
· Budget FDM Report with Monthly Detail - budget detail with all worktags by fiscal period
· Budget FDM Summary - budget detail with all worktags summarized for the year
· Fund Balance with FDM - Duplicated existing Fund Balance reports but contains all primary worktags
· Transfer Detail Report - similar to the Spend Detail and Revenue Detail reports but limited to Transfer journal entries.
Known Reporting Issues in Workday currently under review or items of interest in Development:
· Spend Detail Report - Hotel name from Expense Report does not pull into the Vendor/Payee field
· OSP Invoices - various open items in process - working with OSP
UBI
Enhancements to UBI Reports:
· Workday Journal Lines (note that not all added fields maybe in the report but are available for filtering and My Sheets)
○ If you need to see payroll period information for transactions, you can add the "Operational Transaction" field to a custom copy of the report
○ Corrected the Position information on the report - fields start with "Worker Position" and can be added to custom copies of the report
○ Now showing student name on supplier invoice payments to students
· Workday Payroll Costing
○ Added UPG and Med Center costing % to the report (no salary information) to assist labor schedulers in SOM
New Apps/Reports added to UBI:
· Workday RAD! - see note above
Items in UBI currently under review or development:
· Workday Journal Lines
○ Allow filtering on NULL Worktags
○ Add F&A Obligations and Commitments
· Workday Fund Balance (in QA - November target release date)
○ Working with EDW team to ensure balances are correct - expected release in November
· Workday Delegations (On Hold - pending approval to release)
· Workday Status of Account Certifications (NEW - November target release date)
○ Need to resolve a security issue that is preventing extract of data
○ Enhanced filtering and reporting on Account Certification Statuses
Important note regarding EDW/UBI reload schedule
o The Date Warehouse (EDW) and UBI are currently scheduled to reload Sunday – Thursday nights with data extracts from Workday starting at 9 PM. This timing is driven by maintenance and backup schedules for Workday and our data center.
General Note on Obligations reporting in Fund Balance or Budget vs Actuals reports:
The default Ending Budget Date prompt is set to 6/30/23 however this will include the final FY payroll for 12-month Faculty that is deferred until July of the new fiscal year. You can set the Ending Budget Date to 6/22/23 to prevent this. We are looking into options for other ways to account for this, but that is the current solution.
Adaptive Planning Release Notes delivered from Office of Planning and Analysis.
Workday
Significant Enhancements to Workday Reports:
Award/Grant Budget Vs. Actuals
Important note regarding EDW/UBI reload schedule
The Date Warehouse (EDW) and UBI are currently scheduled to reload Sunday – Thursday nights with data extracts from Workday starting at 9 PM. This timing is driven by maintenance and backup schedules for Workday and our data center.Items in UBI currently under review or development:
Workday Journal LinesNew Apps/Reports added to UBI:
None this month
UBI
Enhancements to UBI Reports:
Workday Journal Lines (note that not all added fields maybe in the report but are available for filtering and My Sheets)
Known Reporting Issues in Workday currently under review or items of interest in Development:
Fund Balance roll-forward has not been done so FY23 Fund Balances in Workday do not reflect the Fund Balance Realignment activity from July and August. Target completion in October. Fund Balance with FDM - Similar to Fund Balance by Cost Center but with these worktags (CC, GF, DN, PR, AC, PJ, AS) Spend Detail Report - add Hotel name from Expense Report into the Vendor/Payee field
New Reports added to Workday:
Find Credit Card Transactions - With Worktags Credit Card Transactions Not Expensed or ApprovedNumerous additional enhancements and defect resolutions
Note on transition from commonly used UBI reports:
The Budget Balance Available (BBA) report previously available in Oracle/UBI has been retired because it was oriented around the concept of budgetary spending authority. In Workday, on all funds, we have moved to fully funding units in actuals and using budgets as the guiding plan. As such, you will see budget vs actuals variance reports, fund balance reports, and a combination thereof in Workday and UBI. The reports below are intended to be used with Annual/Financial budget reporting, not Award or Grant reporting.
Budget vs Actual by Cost Center Sources and Uses Budget vs Actual with Balances Fund Balance by Cost Center Fund Balance by Assignee Grant Balance Available UBI - Workday Budget vs Actuals - this report can be customized to meet individual needs (should not be used for Awards/Grants)
Important note regarding EDW/UBI reload schedule
The Date Warehouse (EDW) and UBI are currently scheduled to reload Sunday – Thursday nights with data extracts from Workday starting at 9 PM. This timing is driven by maintenance and backup schedules for Workday and our data center.
Known Reporting Issues in UBI currently under review or development:
Workday Payroll Costing
Apps/Reports removed from UBI:
None
New Apps/Reports added to UBI:
Workday Financial Reporting - Detailed Journal Lines reporting for the UVA Financial Operations & Reporting Team SIS-WD Reconciliation - Finance Version - Student Finance detail for reconciliation with Workday financials. Federal Work-Study - provides Work-Study amounts awarded to, and accepted by, a student, as well as the FDM worktags to which the Work-Study wages were charged.
UBI
Enhancements to UBI Reports:
Workday Journal Lines
Known Reporting Issues in Workday currently under review:
Fund Balance roll-forward has not been done so FY23 Fund Balances in Workday do not reflect the Fund Balance Realignment activity from July and August. Target remediation by end of September.
ICYMI from last update:
Details for Account Certification - New report bringing together more elements to support the Account Certification process
New Reports added to Workday:
Grant Balance Available - designed with SOM input, this report provides a more summarized view of Grant balances that can be shared with PI's in support of Account Certifications. BP and Security Spotlight Report - provides a targeted list of reports available for checking on business processes or security Cost Center Role Assignments - Security - One row per Cost Center with all associated roles assignment in columns. Can be used to find unassigned roles in a cost center. General Ledger Details with Payroll - Copy of General Ledger Details now contains payee and vendor fields - primarily for the Health System finance office. Recommend Spend Details for most users.We do not currently have an Award/Grant Budget vs Actuals app in UBI but it is on the roadmap for mid fall.
Adaptive Planning Release Notes delivered from Office of Planning and Analysis.
Workday
Significant Enhancements to Workday Reports:
Spend Detail Report and Grant Expense Reconciliation
The best replacement for the UBI GA Analysis (Actuals) or (Commitments) report are the Workday Spend Details Report or the UBI Workday Journal Lines Report. There is also a Revenue Details Report. The UBI app contains Actuals for both Income Statement (Revenue, Expense, and Transfers) as well as Balance Sheet ledgers. It also contains Commitments and Obligations. The UBI Workday Journal Lines report can be customized to meet individual or unit needs.
For Award and Grant reporting, the following reports are recommended for general reporting - the Grants Management Spotlight report lists many additional reports:
Award and Grant Details Composite Award Budget vs Actual Grant Balance Available Grant Budget vs Actual Grants Expenses Reconciliation Spend Details Report UBI Workday Journal LinesThe Date Warehouse (EDW) and UBI are currently scheduled to reload Sunday – Thursday nights with data extracts from Workday starting at 9 PM. This timing is driven by maintenance and backup schedules for Workday and our data center.
Known Reporting Issues in UBI currently under review or development:
Workday Payroll Costing
Apps/Reports removed from UBI:
None
New Apps/Reports added to UBI:
Workday Financial Reporting - Detailed Journal Lines reporting for the UVA Financial Operations & Reporting Team SIS-WD Reconciliation - Finance Version - Student Finance detail for reconciliation with Workday financials. Federal Work-Study - provides Work-Study amounts awarded to, and accepted by, a student, as well as the FDM worktags to which the Work-Study wages were charged.
UBI
Enhancements to UBI Reports:
Workday Journal LinesKnown Reporting Issues in Workday currently under review:
Fund Balance roll-forward has not been done so FY23 Fund Balances in Workday do not reflect the Fund Balance Realignment activity from July and August. Target remediation by end of September.ICYMI from last update:
Details for Account Certification - New report bringing together more elements to support the Account Certification process
New Reports added to Workday:
Grant Balance Available - designed with SOM input, this report provides a more summarized view of Grant balances that can be shared with PI's in support of Account Certifications. BP and Security Spotlight Report - provides a targeted list of reports available for checking on business processes or security Cost Center Role Assignments - Security - One row per Cost Center with all associated roles assignment in columns. Can be used to find unassigned roles in a cost center. General Ledger Details with Payroll - Copy of General Ledger Details now contains payee and vendor fields - primarily for the Health System finance office. Recommend Spend Details for most users.We do not currently have an Award/Grant Budget vs Actuals app in UBI but it is on the roadmap for mid fall.
Adaptive Planning Release Notes delivered from Office of Planning and Analysis.
Workday
Significant Enhancements to Workday Reports:
Spend Detail Report and Grant Expense ReconciliationThe best replacement for the UBI GA Analysis (Actuals) or (Commitments) report are the Workday Spend Details Report or the UBI Workday Journal Lines Report. There is also a Revenue Details Report. The UBI app contains Actuals for both Income Statement (Revenue, Expense, and Transfers) as well as Balance Sheet ledgers. It also contains Commitments and Obligations. The UBI Workday Journal Lines report can be customized to meet individual or unit needs.
For Award and Grant reporting, the following reports are recommended for general reporting - the Grants Management Spotlight report lists many additional reports:
Award and Grant Details Composite Award Budget vs Actual Grant Balance Available Grant Budget vs Actual Grants Expenses Reconciliation Spend Details Report UBI Workday Journal LinesFinance Reporting and Analytics Release Notes for July 25th. This update includes all new reports and modifications that have been released from Jul 5 -25th as well as known issues that we are investigating or working on currently.
Workday
Enhancements to Workday Reports:
General Ledger Details – added a prompt for Cost Center Hierarchy Track Purchase Orders – added a prompt for Cost Center Hierarchy Missing Expense without Receipt – added a prompt for Cost Center Alert – Credit Card Transactions Not Expensed - added a prompt for Cost Center
Important note regarding EDW/UBI reload schedule
The Date Warehouse (EDW) and UBI are currently scheduled to reload Sunday – Thursday nights with data extracts from Workday starting at 9 PM. This timing is driven by maintenance and backup schedules for Workday and our data center.
Known Reporting Issues in UBI currently under review or development:
Workday Payroll Costing
Apps/Reports removed from UBI:
UVAFST Fund Balance Realignment – Please use Workday Fund Balance Realignment Tracking
New Apps/Reports added to UBI:
Workday Security RolesUBI
Enhancements to UBI Reports:
Workday Journal Lines – Workday Journal Lines - Actuals, Commitments, & Obligations Digest – summarizes transactions to net out detailed accounting transactions to simplify reporting
Known Reporting Issues in Workday currently under review:
Memo/Line Memo field is not populated for some Supplier Invoice transactionsReport Corrections in Workday:
FDM Reference – Grants associated with Awards – corrected role fields so they populate accurately Find My Awards – corrected the prompt fields to accurately retrieve data Payroll Accounting Adjustments Journal Lines – Removed Interworktag balancing ledger accounts Payroll Obligations time period limited to current fiscal year on Budget vs Actual ReportsNew Reports added to Workday:
Expense Submitted with Foreign Currency – Internal PSDS report to monitor non-USD Expense Reports Invoices Awaiting Central Buyer Approval – Internal PSDS report to monitor Invoice workflow