Resources

Workday General Account Certification Reports 

Report Name	Description	Output
Details for Account Certification	A custom UVA Workday report bringing together user requested elements to support the Account Certification process.	Pulls in Revenue, Expense, and Transfer ledger items that appear on the Account Cert

When a check is scanned or taken to a bank, the Ad Hoc Bank Transaction (AHBT) will come to the Cost Center Deposit Specialist's inbox the next day after 1pm.  

When there is a deposit to one of the University’s bank accounts, an Ad Hoc Bank Transaction (AHBT) is created in Workday.  This Ad Hoc Bank Transaction will be sent to the Cost Center Deposit Specialist’s My Tasks (or Workday Inbox).  The AHBT comes in with worktags in the Ad Hoc Bank Transactions lines auto-populated/defaulted).  Workday gets the information that auto-populates from the Ad Hoc Bank Transaction Template.  This template is set up when the schoo

Most Ad Hoc Bank Transactions (AHBT) have one of three Purpose codes:

It is best practice to attach a copy of the checks that are included in the deposit to the Ad Hoc Bank Transaction (AHBT).

If you scanned a check using a remote deposit scanner (RDS), you can run a report, Deposit Details by Account Report, that has a log of the checks as well as the images, front and back, of the check in CashPro.  

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.  

 

When the Account Certifications are created, it is associated to a position ID. 

If your position changed and:

• You had previous Account Certifications that still needed to be completed.

AND

• In your new position, you are still responsible for completing the Account Certification.

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. 

The view of the Account Certification Awaiting Me and the Account Certification Awaiting Me – Detailed reports are limited to 100 Account Certifications on the Account Certification Actions dashboard.    However if you follow these steps, you can get your full list of the Account Certification that are awaiting you.

On the Account Certification Actions Dashboard

1. Scroll to the bottom of the Account Certification Awaiting Me or the Account Certification Awaiting me- Details report.

As the Preparer for Account Certification, you can work on the Account Certification until you press Submit and send it forward to the Approver.  If for some reason you find that an Account Certification is no longer available to you, but you still need to work on it, the only option is to have the Approver send it back to you.  Unfortunately, the Central Finance Account Certification team cannot step in and send the Account Certification back to you.  You will need to contact the Approver, and ask them to open the Account Certification and select the Send Back button. 

This document describes the gift worktag.

See this spreadsheet for Gift Attribute Types.

This document gives the basics of designated worktags.

A Cost Center (CC) is an area within a school/unit that owns a subset of revenues and/or expenses. They report funds available and manage multiple fund sources. The legacy Oracle term Organization most closely translates to Cost Center in Workday Financials terms, but some schools and units have broken their organizations into smaller section to take advantage of Workday's increased cost center functionality. Therefore, you may find that one Oracle org is split into multiple Cost Centers in Workday Financials.  

Here are some things to consider when creating a Cost Center:

How do I clear obligations?

Training for Adaptive Planning is available now in Workday.  This 45-minute training is online and on-demand.   If the training has been assigned to you, get in there and get it done before launch!

More training resources are available on the Workday Financials Training page (look for Budget/Adaptive).

There is some confusion around data found in UBI and Adaptive Planning. Sometimes the numbers in each system don’t match up, so people are wondering what the source of truth should be when this happens and if there is any value in trying to reconcile the numbers.