To review a list of known issues we are working on please visit our Workday Finance status page. Have something additional to report? Contact askfinance@virginia.edu
Resources
If you are a reconciling a Gift, Grant, or Designated, and you see Funding Source Reclassification transactions:
The United States has tax treaties with several foreign countries. Under these treaties, residents (not necessarily citizens) of foreign countries are taxed at a reduced rate, or exempt specific income amounts of U.S.-sourced income and/or scholarship/fellowship payments from taxation.
University of Virginia's Standard Service Terms and Conditions for when UVA is the service provider.
UVA_STC.pdf72.19 KB
This Quick Reference Guide (QRG) is designed to walk an Expense Support Specialist through the approval process in Workday for Supplier Invoice Requests for non-employees. By the end of this QRG, you will know how to review and approve a supplier invoice request for non-employees.
Guidelines for Developing Some Common Types of Academic Program Agreements
Virginia State and Local Government Conflict of Interest Act
This Quick Reference Guide (QRG) is designed to walk users through using the Tuition and Fees Portal to complete their Tuition & Fees Requests.
QRG_Tuition&FeesPortal.pdf204.73 KB
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.
This Quick Reference Guide (QRG) is designed to walk a Procurement Shopper through the steps on how to find and view the payment status on a supplier invoice. This may be helpful in order to determine if the supplier invoice has been paid or not in Workday.
It is our policy to review and update uncashed checks annually. State law requires us to report and remit the funds to the state if the check is uncashed for a specific period of time. To prevent us from reporting and remitting your check to the state unclaimed property office, please respond to us no later than October 1, 2023.
What is a Form 1042-S, and when should I receive it?
A 1042-S is a year-end federal tax document given to a non-resident alien who received wages exempted from federal and state tax withholding by a tax treaty received a non-qualified taxable scholarship
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.
Sprintax Tax Prep is a web-based tool designed specifically for non-resident alien tax filers. This program produces the required documents to file your Federal taxes (Forms 1040NR and Form 8843).
What are Acceptable Payments to Foreign Nationals Chart
This Quick Reference Guide (QRG) is designed to walk a department end user through submitting a PO that will be paid by wire in a foreign currency.
UVAFST_QRG_ForeignWirePO_Final.pdf142.69 KB
This Quick Reference Guide (QRG) is designed to walk a Procurement Shopper through the steps to create a recurring supplier invoice request in Workday. To kick off this process, you will need to initially create a supplier invoice request and then copy that supplier invoice request. For example, this would be where you want to set up 12 monthly payments for a stipend but want to set it up all at once rather than remembering to do it each month. To do this, you would create the supplier invoice request and copy it 11 times so that there are now 12 separate supplier invoice requests.