Resources

This video demonstrates how to use the Period Type and As of Period fields in UBI.

When creating an Accounting Journal, you will be required to select a Journal Source.  The Journal Source is the type of transaction it is.  There are quite a few, so it can be difficult to decide which to use. 

If you are a departmental users, you should select one of the following: 

Annual Financial Report / posted December 11, 2025

Attached is the University of Virginia’s foundation report in accordance with the Code of Virginia Section 23.1-108 for the fiscal year ended June 30, 2025.

The non-RDS deposit form is to be used by department who do not have access to a remote deposit scanner (RDS) either in their department or in their school/unit.  Check with your school/unit's finance department to see if another department has a remote deposit scanner.  Deposits should only be in the form of a check.  We do not accept Cash. Cash should be taken to the bank.

Auxiliary Units are units that provide goods or services to students, faculty or staff for a fee. They are units that are required to be self-supporting meaning they must bring in enough money to cover their costs. 

How can I tell if my area is an Auxiliary? 

If your area is part of an academic unit within a school, you are not an auxiliary. 

Signed September 28, 2023

UVA's Annual Financial Report for 2023

Workday reports that have a summarized Obligations column often have a lot of “noise”.  Workday shows all journals (full transparency) related to the account.  For obligations, that includes the journal that moves it into the obligation ledger as well as any journal that liquates that obligation (or zeros out that obligation) when it moves from an obligation to an actual in the actuals ledger. 

Here is an example of what that can look like:

In Workday there are 3 ledgers – Commitments, Obligations, and Actuals.   

Commitments - Accounting related to funds for future known or expected spending (pre-encumbered).  The commitments ledger is utilized to track journal entries for requisitions and payroll for unfilled positions.  

 

Obligations – Accounting related to funds that represent obligations to pay (encumbered).  The obligations ledger is utilized for purchase orders and payroll for filled positions.  

The approver for some transactions (i.e., Account Certifications, Accounting Journals, etc.) with a Gift worktag will depend on whether the Gift is in the Allocated Gifts hierarchy. 

• Gift in the Allocated Gifts hierarchy, the approver will be the Cost Center Manager.

• Gift NOT in the Allocated Gifts hierarchy, the approver will be the Unit Gift Manager. 

Review Gift Requests (Video Demonstration) 

This video demonstrates how to create a Gift Request.

This video demonstrates how to view Gift Reports in Workday.

Watch a step-by-step demonstration of creating and processing Accounting Journals and Accounting Adjustments in Workday. This video guides users through the key steps for entering, reviewing, and submitting accounting transactions accurately.

This video demonstrates how to view and edit Accounting Journals in Workday. 

This video demonstrates how to reverse an Accounting Journal.

Watch a step-by-step demonstration of using the Accounting Journals Bulk Load process in Workday. This video guides users through preparing, uploading, and submitting journal entries efficiently and accurately.