News

Contributed by Mark CartwrightAs we approach the festive season in many parts of the world, it is natural for gifts and other business courtesies to be offered by our vendors. While we are grateful for these business partnerships and appreciate the opportunity to celebrate this season by showing our mutual respect and esteem, it is important that we avoid situations where it could even appear that we are showing favoritism, requesting or accepting any kind of improper advantage, or otherwise eng

The winter holiday season is almost upon us!  If you're planning on taking more days off in addition to UVA holidays during November and/or December, don't forget to delegate!  The Workday Delegation feature allows temporary re-assignment of tasks so your business processes don't stall.Refresh yourself on the details of delegation on the UVAFinance website.

Are you a purchaser or event planner at UVA? Join UVA Sustainability on December 6th for a special Holiday Lunch & Learn about sustainable gifting and event planning on Grounds (and at home)! Registration is required by November 30.Green Holiday Gifts and Events Lunch & Learn:  Read more and register.______________________________________Also from UVA Sustainability:  Top Things You Never Have to Buy at UVA

Contributed by UVA SustainabilityYou can be green and save money at the same time by checking out the Reuse Store or the ROSE Store's offerings the next time you're shopping for office items.  Here are the top things you can get FREE from these stores' inventory:Office chairsFiling cabinetsBookshelvesComputer MonitorsBindersDesk organizersPensSound interesting?  Check out UVA Sustainability's post on their blog for more information.____________________________________________

A lot has changed in UVAFinance in the past few years (understatement!). There are many new faces, changes to the organizational structure, and lots of differences in the way we do our jobs. When remote and hybrid work is added into the mix, it's easy to become unsure about which department does what and who works where.Introducing UVAFinance is a recurring blog feature created to introduce our team to our team, a couple of members at a time. Every other week, we'll present readers with two team

There are plenty of things to think of when a team member leaves his or her position, but in the flurry of hiring and backfilling, don’t forget to ensure you have filled the Workday Finance roles attached to that position. Even if you’re rehiring for the position immediately, ensuring the roles are temporarily assigned to another team member will keep your business processes from getting stalled.Every month when account certifications are generated, hundreds of UVA’s business processes screech

The Monthly Close Process for POs and Requisitions has been going well so far.  The first close process took place on October 1.  To refresh, this process generally closes fully sourced, draft, or generally inactive records that have not shown activity in 30 days.  (Read more about the process details in this blog article.)Early in November, the Procurement Team demonstrated a new report to the Fiscal Administrators' group that will allow viewers to review what records are ta

The deadline for using your education benefit and having it count toward the calendar year 2023 is December 15.  After that date, the education benefit portal in Workday will go down and be available again on January 1, 2024.  Remember that there are many fantastic online offerings you could still take advantage of before 2023 closes.  Here's just a few:NACUBO Online LearningSchool of Continuing & Professional Studies Darden Executive Education

Walker & Maurelli at SACUBOLast week was the 2023 Fall Workshop for the Southern Association of College and University Business Officers (SACUBO).  UVAFinance team members led two sessions:  Augie Maurelli and Katie Walker presented "Scrapping Budgetary Spending Authority to Improve Planning and Resource Management," and Angela Knobloch, Patty Marbury, and Brandi Van Ormer shared "Transforming the Experience of Stakeholder Change."photo by Paul V. PhotographyUVA was repre

Because the Accounts Payable Team addresses invoice requests on a daily basis, schools and units don't need to worry about reaching out to ask for approval.All pending invoice requests that are at the step “Create Supplier Invoice from Supplier Invoice Request” will be approved within no more than two business days.  Of course, reach out to us through askfinance@virginia.edu if you have questions or concerns.  

There are a large number of Delta and United tickets affected by COVID-19 that will expire on December 31, 2023. Delta- tickets expiring on Dec. 31, 2023, must be re-booked by the expiration date, but travel can occur in 2024.Name Changes- eligible for a name change with a $100 fee (for any wholly unused tickets)United- tickets expiring on Dec. 31, 2023, must be re-booked, and travel must begin by Dec. 31, 2023.Name Changes- eligible for free name changes (for any wholly unused tickets only

This fall, the Records and Information Management (RIM) office will be launching on-demand resources around managing your electronic information, including email. Every few weeks we will release a new recording on a topic in the series. These recorded sessions will replace the live training we offered in the spring. You can access these videos anytime and they each run 5-10 minutes long.Our third session is calledEmail: Arranging and Organizing which reviews best practices for organizing your em

Beginning January 8, 2024, we will add an additional penalty by which T&E cards will be canceled if any transactions reach 90 days old or more. Currently, cardholders receive notice of violations (and related penalties where warranted) for not expensing their T&E card transactions on time. Once a card is canceled, Dean or VP approval will be needed for a new card to be issued. Please visit our website to see full details regarding aging and penalties.This new procedure will keep the s

If your Travel & Expense (T&E) Card is declined,  help is available, anytime you need it (even after regular business hours)! The BOA Self-Help: Declined T&E Transactions page is your go-to resource for instructions on how to review and resolve your declined T&E Card transactions using Bank of America Works.There are several potential reasons for a T&E Card transaction to be declined, including:Attempting to make a purchase that exceeds your card's spending limit.Su

This October 16-20, we're celebrating our AP Team for Accounts Payable Appreciation Week!  Our AP Team works behind the scenes to serve the University's payment and expensing needs.  

A lot has changed in UVAFinance in the past few years (understatement!). There are many new faces, changes to the organizational structure, and lots of differences in the way we do our jobs. When remote and hybrid work is added into the mix, it's easy to become unsure about which department does what and who works where.Introducing UVAFinance is a recurring blog feature created to introduce our team to our team, a couple of members at a time. Every other week, we'll present readers with two team

Attendees enjoyed a variety of seminarsUVAFinance's Procurement Team took their "show on the road" this past week, heading to Suffolk for the 9th Annual Small Business Summit and Small Business Expo, otherwise known as ProcureCon, hosted by the Virginia Asian Chamber of Commerce.  Ajoni sets a good table!UVA was joined by NASA, Norfolk State University, Skanska, VDOT, and many other buyers. The event was located in the expo hall, where conference attendees, were able to share new ideas, network

If you've noticed the expiration date of your Travel & Expense (T&E) Card, you may be wondering if you need to take any action.  The good news is, not usually!Bank of America automatically issues replacements for expiring T&E Cards, usually around the middle of the month before the card expires (for instance, replacements will be sent in mid-May for cards expiring in June).  The replacement cards will be sent to the card's billing address.  You can view your card'

Earlier this month, Myron Ballard of Financial Planning & Analysis joined the Change Enablement & Continuous Improvement Team.  The transfer of this position to Change Enablement will allow him to expand the scope of the work he did in FP&A.   "I'm excited about this opportunity to work with more of the UVAFinance team," he says.Ballard has been a member of UVAFinance since July 2022 and currently serves as a Staff Senator.  Welcome to the team, Myron!

A new set of Finance Reporting & Analytics Release notes was posted on October 5.  Did you miss them?  You can see the whole release on the UVAFinance website.Here are some highlights you might find interesting: WorkdaySome new fields have been added to a few of the Workday reports (see Release Notes for specifics) and there are 3 new reports:NEW Find Account Adjustments with Worktags – this new custom report will show both the original and current worktags for any Accounting

UVAFinance is pleased to report that Procurement's Devon Stribling has accepted the position of Category Manager for the Services and Athletics Team.  Stribling joined Procurement in 2022, serving as a Senior Sourcing Specialist.  During that time, he successfully led four request-for-proposal projects, helped standardize and improve processes, and grew a reputation for providing consistent, timely support to our customers.  In his new role, Stribling says he's excited t

When it's time to invite someone to register in PaymentWorks, how do you know which invitation to send them?  The choice is between a Supplier Registration form and an Individual Payee registration form.  Sometimes it's easy to tell which is which, but sometimes it can be more confusing (especially if a person is doing business as themselves!).  Here are some guidelines:Use a Supplier Registration Form when a person is doing business as themselves or their company is providin

The Finance Solution Center Customer Portal is now live!  As we reported last month, the portal allows our partners across Grounds to view the progress of the cases they've submitted to the "Ask Finance" team.  While using the portal, customers can also submit comments and updates directly into the system, and can also access knowledge articles and frequently asked questions related to their topic.  For those who prefer, they can also submit cases directly from the portal ins