Resources

This seminar was given on September 12, 2023.  A PDF of the slides can be found here:  https://uvafinance.virginia.edu/resources/traveluva-seminar

This seminar was presented on September 12, 2023.  Video of the presentation can be found here: https://uvafinance.virginia.edu/resources/traveluva-seminar-zoom-presentation

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.  

 

This Quick Reference Guide (QRG) informs Procurement Shoppers how to find and view a purchase order. 

Digital Accessibility is critical in providing equal access to our content for all individuals.  Visit the Digital Accessibility Website.

Here are a few suggestions to keep you in the know:

This form will help you to consider all your stakeholders and how best to communicate with them; breaks it down in an easy-to-digest, visual manner.

When to use these templates:

These templates were developed to provide a standard representation of the UVAFinance brand and to allow you to be easily identified in larger groups. Please use them when you think that information would be helpful.

Simple, fillable communication plan template.

Message Mapping is a useful exercise for crisis communications as well as speechwriting and developing communications campaigns. Using a simple framework enables you to stay on message and remain focused. 

UVAFinance Letterhead (Behind Netbadge)

• If the student's permanent home address is other than their local address, both their local and permanent home addresses should be listed. The same applies to phone numbers.
• Length of Service – the amount of time and dates the volunteer is authorized to act on behalf of the University in a volunteer capacity. If this time frame changes for any reason, this form should be updated accordingly.
• A complete and accurate description of the volunteer's activities is important.

Perform a safety inspection before each trip: Make sure that the pin securing the ball mount to the receiver is intact, the hitch coupler is secured, spring bar hinges are tight with the safety clips in place (load equalizer or weight distributing hitches), safety chains are properly attached, and the electrical plug is properly installed. Check for rust on the hitch components.  Once a year, remove and check the ball mount which can rust within the receiver.  If any component shows evidence of perforation, take it to repair facility before using. 

Know your weight limits

ISP stands for Internal Service Provider.  ISP is a UVA department/unit providing goods or services to internal customers such as faculty, staff, students, and other departments.

ISD stands for Internal Service Delivery.  ISD is a Workday transaction that records critical information related to the item(s) that an ISP provides to a requester. When approved, it generates revenue/recovery for the ISP and expense for the requester.

No, the Internal Service Delivery (ISD) process within Workday is the only process that should be used to pay for goods and services between internal departments. Please review the following information on the Internal Service Delivery process including the set-up of the required Internal Service Provider.

See FAQ: How do I charge an internal UVA department for goods or services?

The Internal Service Delivery (ISD) process functionality within Workday must be used to pay for provided goods and services between internal departments. The Internal Service Provider (IS)) is the unit that provided the goods or services and is responsible for generating the ISD transaction. The ISD post an expense to the FDM worktags of the unit receiving the goods or services and a recovery to the FDM Worktags of the providing unit (ISP).

This is not an org chart, but instead is meant to give a general idea of what functions reside in which areas of UVAFinance.

This Quick Reference Guide (QRG) is designed to walk a Multi-Funding Source Manager (Projects) through the process of reprocessing project related transactions.