Resources

When a supplier needs UVA's IRS W-9 information. Request for Taxpayer Identification Numbers
My Customer is Requesting the University's W-9 Form, where can I obtain one? When a supplier needs UVA's IRS W-9 Information

This Quick Reference Guide (QRG) is designed to walk a Customer Contract Specialist through the process of Creating a Billing Schedule for Customer Contract in Workday. By the end of this QRG, you will be able to create a billing schedule to manage the billing installments established in the customer contract.

University of Virginia's Standard Service Terms and Conditions for when UVA is the service provider.
UVA_STC.pdf72.19 KB
Guidelines for Developing Some Common Types of Academic Program Agreements Virginia State and Local Government Conflict of Interest Act

It generally takes 2-4 business days for the credit card payments fully process and get to Bank of America.

If you do not see the transaction right away, you will likely see it in a few days.  If after 5 business days, you still are not seeing the Ad Hoc Bank Transactions, you can reach out to askfinance@virginia.edu.

See – How does the process work for revenue that comes in through the Merchant Account? FAQ for more information

Merchant Account transactions get batched together at the end of the day for each device, so you will not see the individual transactions or details on your Ad Hoc Bank Transaction.

Credit Card Transaction online

The process for getting revenue into the University starts with a point-of-sale system. When a transaction is started in a point-of-sale system, that system contacts a payment processor to verify the payment. The payment processor is Elavon. When the payment processor is contacted about a payment, they check with the credit card company to confirm the payment. The credit card companies respond with an “approve” or “deny” message, which is sent back to the point-of-sale system. This process only takes a few seconds.

This Quick Reference Guide (QRG) is designed to walk a Customer Contract Specialist through the Create Customer Invoices for Billing Installments task for an existing customer in Workday. Customer Contracts in Workday allow you to systematically manage contract terms, create billing installments and use those installments to create invoices for approved contracts

This Quick Reference Guide (QRG) is designed to walk a Customer Contract Specialist through the process of Creating a Billing Schedule for Customer Contract in Workday. By the end of this QRG, you will be able to create a billing schedule to manage the billing installments established in the customer contract.

This Quick Reference Guide (QRG) is designed to walk a Customer Contract Specialist through the Create Customer Contract task for an existing customer in Workday. Customer Contracts in Workday allow you to systematically manage contract terms and create invoices for approved contracts. Creating the contract is the first step. Next step - set up the billing schedule.

This Quick Reference Guide (QRG) is designed to walk a Customer Billing Specialist, Customer Contract Specialist, or Accounts Receivable Specialist through the process of managing the document delivery options in Workday. After a created customer has been approved, you will be prompted to setup document delivery if needed. If the customer wants to receive statements via mail, this process is not necessary. If your customer wants to receive statements or invoices via email, you will need to setup the document delivery options.

This Quick Reference Guide (QRG) is designed to walk a Customer Billing Specialist, Customer Contract Specialist, or Customer Administrator through the process of adding or maintaining a customer contact in Workday.

This Quick Reference Guide (QRG) is designed to walk a Customer Billing Specialist or a Customer Contract Specialist through the process of creating a customer invoice adjustment in Workday. There are two ways to adjust an invoice, invoice adjustment and credit and rebill. An invoice adjustment is new transaction with its own document number that is separate from, but linked to, the original invoice and is used to credit (decrease amount due) the amount owed by a customer. If you need to debit (increase the amount due), you should follow the Credit and Rebill procedure.

This Quick Reference Guide (QRG) is designed to walk a Customer Billing Specialist, Customer Contract Specialist, or Customer Administrator through the process of changing a customer summary in Workday. You may need to change the customer’s name or status. A customer may request a name change (merger, last name change, etc.). You may also need to change the customer’s status such as changing their status from Active to Hold for delinquent payment. This is NOT how to put an invoice in a Hold status.

This Quick Reference Guide (QRG) is designed to walk a Customer Billing Specialist or Contract Billing Specialist through printing Customer Statements in Workday. Occasionally, a customer will ask to see everything on their account. The Customer Statement provides a full snapshot of the Customer’s activity including invoices, invoice adjustments, and payment activity. By the end of this QRG, you will be able to successfully create a Customer Statement for printing and emailing.

This Quick Reference Guide (QRG) is designed to walk a Customer Billing Specialist or a Customer Contract Specialist through the process of printing and/or emailing a Customer Invoice. The Accounts Receivable Specialist in Central Finance sends customer invoices created the day before to the customers each morning. There are times when a Customer Billing Specialist or a Customer Contract Specialist may want to send/email the customer invoice to the customer, or you need a copy of an invoice that has already been sent/emailed.

This Quick Reference Guide (QRG) is designed to walk a Customer Billing Specialist and Contract Billing Specialists through the process of emailing a Consolidated Customer Invoice in Workday. Workday enables users to consolidate up to 1,000 individual invoices into 1 invoice. This helps simplify presentation and payment. You can use the Create Consolidated Customer Invoice task to create a Consolidated Customer Invoice. Once consolidated invoices are created, it can be emailed to Customers using the Email Consolidated Customer Invoice task.

When billing someone outside the University for goods or services provided by the University, a customer invoice needs to be created. The first step is to Create a Customer. Once the Customer is active in Workday, an invoice can be created.

This Quick Reference Guide (QRG) is designed to walk a Customer Billing Specialist, Customer Contract Specialist, or Customer Administrator through the process of creating a customer in Workday