Workday Finance Training | UVA Finance

UVAFinance Workday Financials

Workday Financials Training

All training is role-based. If you have requested a Workday Finance role, you will be assigned the training for that role and will be able to find it in the “Required for You” section of Workday Learning. If you do not see it or if you want to complete the training prior to or when you submit a request for a role, you may search for the training for the role as listed below and enroll.

Requesting Finance Security Roles

To request access to a Workday Finance Security Role, log in to Workday and choose System Access Requests. Not sure what training is required or recommended? Check out our Security Roles & Training list.

You’ll also be able to access help right at the point where you're working in the system through the help features within Workday.

Training Registration and Resources

Below you'll find lists of the available training along with Quick Reference Guides and Course Slides (as they are made available). Access this Workday Financials Self-Paced Training Cheat Sheet for a summary of the content covered in each course and the security role(s) for whom each course is intended. The Cheat Sheet includes links to the courses and related course materials.

Workday General (Course Registration, Transactions, Functionality, Navigation, Delegation)

Delegation Overview and Best Practices

Workday Release 2 Changes at a Glance

Function Worktags and Descriptions

QRGs:

Approve Workday Transactions

Change My Workspace and "Deliver To" Location

Delegate Workday Transactions

Cancel Delegation

Tagging Users (in Activity Stream) and Commenting on Transactions

Workday FIN Security FAQ

Workday System Access Request

Introduction to Workday Financials

Access Self-Paced Training

Video Demonstrations

FDM Reference Report: https://uvafinance.virginia.edu/resources/intro-workday-financials-fdm-…
Financials Journal: https://uvafinance.virginia.edu/resources/intro-workday-financials-journal-video-demonstration

Workday Reporting

Access Self-Paced Training

Workday Reporting Overview

A Day in the Life of a Fiscal Administrator

QRGs:

Fiscal Admin Dashboard

Grant Admin Dashboard

Reporting Functionality in Workday

UBI and Workday Reports Inventory

UBI to Workday Reports Crosswalk

UBI Analytics (Qlik Sense) Resources (requires Data & Analytics Teams membership, click the link to request access)

Expendable Fund Balance QRG

Video Demonstrations

Filter Within a Report (Workday): https://uvafinance.virginia.edu/resources/filter-within-report-video-demonstration
Format a Report and Other Functions Using the Report Icons (Workday): https://uvafinance.virginia.edu/resources/format-report-and-other-functions-using-report-icons-video-demonstration
Select and Save Filters (Workday): https://uvafinance.virginia.edu/resources/select-and-save-report-filters-video-demonstration
Using the Journal Lines Apps Templates (UBI): https://uvafinance.virginia.edu/resources/using-journal-lines-apps-templates

Account Certification

Access Self-Paced Training

QRGs:

Account Certification FAQs

Prepare or Approve Account Certification

Attaching Documentation on Supplier Invoices

Request Account Certification Reassignment

Video Demonstrations

Account Certifications Approver: https://uvafinance.virginia.edu/resources/account-certifications-approver-video-demonstration
Account Certifications Preparer: https://uvafinance.virginia.edu/resources/account-certification-preparer-video-demonstration
Account Certification Variance: https://uvafinance.virginia.edu/resources/account-certification-variance-video-demonstration

Accounting Journals and Accounting Adjustments (Accountant)

Access Self-Paced Training

Accounting Cheat Sheet

Primary Accounting Transactions in Workday

QRGs:

Create Accounting Journal

Create Accounting Journal Bulk Upload

Edit, Copy, and Cancel Accounting Journal

Perform Accounting Adjustment

Reverse Accounting Journal

Video Demonstrations

Accounting Journals Bulk Load: https://uvafinance.virginia.edu/resources/accounting-journals-bulk-load-video-demonstration
Accounting Journals Manual Load: https://uvafinance.virginia.edu/resources/accounting-journals-manually-video-demonstration
Reverse Accounting Journal: https://uvafinance.virginia.edu/resources/reverse-accounting-journal-video-demonstration
View and Edit Accounting Journal: https://uvafinance.virginia.edu/resources/view-and-edit-accounting-journal-video-demonstration
Accounting Adjustment: https://uvafinance.virginia.edu/resources/accounting-journals-accounting-adjustment-video-demonstration

Ad Hoc Bank Transactions (Cost Center Deposit Specialist)

Access Self-Paced Training

Remote Deposit Process Infographic

QRGs:

Review Ad Hoc Bank Transaction

Video Demonstrations

Department Deposit: https://uvafinance.virginia.edu/resources/ad-hoc-bank-transaction-department-deposit-video-demonstration
Merchant Account: https://uvafinance.virginia.edu/resources/ad-hoc-bank-transaction-merchant-account-video-demonstration
Expenditure Credit: https://uvafinance.virginia.edu/resources/ad-hoc-bank-transaction-expenditure-credit-video-demonstration

Approving Workday Transactions (Cost Center Manager)

Access Self-Paced Training

QRGs:

Approve Workday Transactions - CC Manager

Budget/Anaplan

Anaplan Homepage

Resources available on homepage:

Academic Anaplan: Overview for Budget Managers
Guide: Which Workforce Planning Page Do I Use?
Anaplan Office Hours (recordings)

Customer Accounts (Customer Billing Specialist/Customer Contract Specialist)

Access Self-Paced Training

Customer QRGs:

Add/Edit Customer Contacts

Adjust Customer Invoice

Change Customer Summary

Create Customer

Create Customer Invoice

Create Customer Invoice & Adjustment Bulk Upload

Create, Print, and Email Consolidated Customer Invoice

Manage Document Delivery

Print and Email Customer Invoice

Print and Email Customer Statements

Set Up Customer Portal Accounts

Customer Contracts QRGs:

Amend Customer Contract

Create Customer Contract

Create Customer Invoices for Billing Installments

Creating Billing Schedule for Customer Contract

Schedule Create Billing Schedule for Customer Contracts QRG

Video Demonstrations

Customer Invoice Adjustment: https://uvafinance.virginia.edu/resources/customer-accounts-customer-invoice-adjustment-video-demonstration
Customer Portal: https://uvafinance.virginia.edu/resources/customer-accounts-customer-portal-video-demonstration
Edit Customer and Change Customer Summary: https://uvafinance.virginia.edu/resources/customer-accounts-edit-customer-and-change-customer-summary-video-demonstration
Print and Email Consolidated Customer Invoice Statement: https://uvafinance.virginia.edu/resources/customer-accounts-print-and-email-consolidated-customer-invoice-statement-video
Print and Email Customer Invoice: https://uvafinance.virginia.edu/resources/customer-accounts-print-and-email-customer-invoice-video-demonstration
Print and Email Customer Statement: https://uvafinance.virginia.edu/resources/print-and-email-customer-statement-video-demonstration
Customer Accounts Refund: https://uvafinance.virginia.edu/resources/customer-accounts-refund-video-demonstration
Add Customer Contact and Manage Document Delivery: https://uvafinance.virginia.edu/resources/customer-accounts-add-customer-contact-and-manage-document-delivery-video-demonstration
Create a Customer: https://uvafinance.virginia.edu/resources/create-customer-video-demonstration
Create a Customer Invoice: https://uvafinance.virginia.edu/resources/create-customer-invoice-video-demonstration
Credit and Re-bill: https://uvafinance.virginia.edu/resources/customer-accounts-credit-and-rebill-video-demonstration

Expense Reports (Expense Data Entry Specialist)

Access Self-Paced Training

Expense Item Descriptions

Expense Report Approval Chart

QRGs:

Approve Expense Reports

Create Expense Report

Create Expense Report in Workday Mobile Application

Create Spend Authorization

Download and Print Expense Report

Expense Hub QRG

View, Edit, Change and Cancel Expense Reports

Submit Expense Report Quick Steps

Email Expense Report Receipts

Expense Reports (Expense Support Specialist, Employee as Self)

Access Self-Paced Training

QRGs:

Approve Expense Reports

Approve Supplier Invoice Request for Non-Employees

Create Expense Report

Create Expense Report in Workday Mobile Application

Create Spend Authorization

Download and Print Expense Report

Expense Hub QRG

View, Edit, Change and Cancel Expense Reports

Submit Expense Report Quick Steps

Email Expense Report Receipts

Video Demonstrations

Change Expense Reports: https://uvafinance.virginia.edu/resources/change-expense-reports-video-demonstration
Create Expense Report and TE Transaction: https://uvafinance.virginia.edu/resources/create-expense-report-and-te-transaction-2-video-demonstration
Create Expense Report Reimbursement: https://uvafinance.virginia.edu/resources/create-expense-report-reimbursement-video-reimbursement
Create Spend Authorization: https://uvafinance.virginia.edu/resources/create-spend-authorization-video-demonstration
Edit Expense Report: https://uvafinance.virginia.edu/resources/edit-expense-report-video-demonstration
View Expense Reports: https://uvafinance.virginia.edu/resources/view-expense-report-video-demonstration
Cancel Expense Report: https://uvafinance.virginia.edu/resources/cancel-expense-report-video-demonstration

Gift Creation (Unit Gift Manager)

Access Self-Paced Training

QRGs:

Create Gift Request

Video Demonstrations

View Gift Reports: https://uvafinance.virginia.edu/resources/view-gift-reports-video-demonstration
Create Gift Request: https://uvafinance.virginia.edu/resources/create-gift-request-video-demonstration
Review Gift Requests: https://uvafinance.virginia.edu/resources/review-gift-requests-video-demonstration

Grants Management (Grants Manager)

Access Self-Paced Training

QRGs:

Create Budget Amendment for Organization

Grant Admin Dashboard

Video Demonstrations

View and Complete Award Tasks: https://uvafinance.virginia.edu/resources/grants-manager-view-and-complete-award-tasks-video-demonstration
View Award and Award Line: https://uvafinance.virginia.edu/resources/grants-manager-view-award-and-award-line-video-demonstration
Create Budget Amendment for Organization: https://uvafinance.virginia.edu/resources/grants-manager-create-budget-amendment-organization-video-demonstration
Sub-Award Supplier Invoice: https://uvafinance.virginia.edu/resources/grants-manager-subaward-supplier-invoice-video-demonstration

Internal Service Delivery (Internal Service Delivery Data Entry Specialist)

Access Self-Paced Training

ISP and Internal Catalog Request Template

QRGs:

Add Catalog Load Item

Change Internal Service Delivery

Create Bulk ISD Upload

Create Internal Service Delivery

Edit Existing Catalog Item

Request Cancellation of Existing ISD

Video Demonstrations

Add a Catalog Item: https://uvafinance.virginia.edu/resources/internal-service-delivery-add-catalog-item-video-demonstration
Update or Edit Existing Catalog Item: https://uvafinance.virginia.edu/resources/internal-service-delivery-update-or-edit-existing-catalog-item-video-demonstration
Request to Cancel on ISD: https://uvafinance.virginia.edu/resources/request-cancel-internal-service-delivery-video-demonstration
Create ISD: https://uvafinance.virginia.edu/resources/create-internal-service-delivery-video-demonstration
Change ISD: https://uvafinance.virginia.edu/resources/change-internal-service-delivery-video-demonstration

Payroll Accounting- Costing Allocation (Payroll Costing Specialist & Payroll Costing Manager)

Access Self-Paced Training

Payroll Costing FAQs

QRGs:

Assign Costing Allocation

Assign Costing Allocation for Temp Service Fee

Assign Costing Allocation: Federal Work Study

Find Payroll Costing Allocation Details from Worker History

Request Costing Allocation for Oneself

Video Demonstrations

Request Costing Allocation for Oneself: https://uvafinance.virginia.edu/resources/request-costing-allocation-oneself-video-demonstration
Maintain Costing Allocation: https://uvafinance.virginia.edu/resources/maintain-costing-allocation-video-demonstration
Assign Costing Allocation FWS: https://uvafinance.virginia.edu/resources/assign-costing-allocation-fws-video-demonstration
Worker Position Earning: https://uvafinance.virginia.edu/resources/worker-position-earning-video-demonstration

Payroll Accounting Adjustments (Payroll Accounting Adjustment Specialist)

Access Self-Paced Training: Payroll Accounting Adjustments Learning Program

Access Self-Paced Training: Payroll Accounting Adjustments

Historical Payroll Accounting Adjustments - Expenditure Type and Fringe Rate Crosswalk

Payroll Costing FAQs (includes a Q&A on adjustments)

Pulling up an employee for a Payroll Accounting Adjustment Q&A

QRGs:

Create Historical Payroll Accounting Adjustment

Create Payroll Accounting Adjustment

Find/Edit Historical Payroll Accounting Adjustment

Request Payroll Accounting Adjustment

Video Demonstrations

Payroll Accounting Adjustments: https://uvafinance.virginia.edu/resources/payroll-accounting-adjustments-video-adjustments
Payroll Accounting Adjustments for Grants: https://uvafinance.virginia.edu/resources/payroll-accounting-adjustments-grants-video-demonstration
Payroll Accounting Adjustments for Oneself: https://uvafinance.virginia.edu/resources/request-payroll-accounting-adjustment-oneself-video-adjustment
Historical Payroll Accounting Adjustment: https://uvafinance.virginia.edu/resources/historical-payroll-accouting-adjustment-video-demonstration

Payroll Accounting- HCM Subtasks (Payroll Costing Manager)

Access Self-Paced Training

QRGs:

Costing Allocation for Hire, Add Job, Change Job

Review One-Time Payment

Review Period Activity Pay

Video Demonstrations

Inbox Task: Costing Allocation for Add Job: https://uvafinance.virginia.edu/resources/inbox-task-costing-allocation-add-job-video-demonstration
Inbox Task: Assign Costing for Period Activity Pay: https://uvafinance.virginia.edu/resources/inbox-task-assign-costing-period-activity-pay-video-demonstration
Inbox Task: Assign Costing for One-Time Payment: https://uvafinance.virginia.edu/resources/inbox-task-one-time-payroll-costing-demo-video-demonstration

Petty Cash Account Replenishment (Petty Custodian)

Access Self-Paced Training

QRGs:

Create Miscellaneous Payment Request

Video Demonstrations

Miscellaneous Payment Request Report: https://uvafinance.virginia.edu/resources/petty-custodian-my-miscellaneous-payment-requests-report-video-resource
Miscellaneous Payment Request: https://uvafinance.virginia.edu/resources/petty-custodian-miscellaneous-payment-request-video-resource

Purchase Requisitions, Purchase Orders, and Supplier Invoice Requests (Procurement Shopper, P2P Requisitioner)

Access Self-Paced Training

Purchase Requisition QRGs:

Act on Assigned Cart

Change My Work Space and "Deliver To" Location

Contract Requests

Create and Assign Cart

Create Purchase Requisition

Create A Non-Catalog Purchase Requisition

Create A Non-Catalog Requisition Template

Create Requisition Worktags Template

Zero-dollar Line Requisition Sourcing

Purchase Order QRGs:

Change Purchase Order

Closing Purchase Orders

Find Original Requester on Converted PO

Foreign Wire PO

Print Purchase Order

Supplier Invoice Request QRGs:

Cancel, Copy, & Edit Supplier Invoice Request

Create Recurring Supplier Invoice Request

Create Supplier Invoice Request

Allowable Categories for Creating a Supplier Invoice Request

Submitting Reimbursements for Non-Employees

Supplier Invoice Request Approval for Non-Employees

Payment/Supplier Invoice/Supplier QRGs:

Attaching Documentation on Supplier Invoices

Find and View Payment Status for Supplier Invoice

Find Supplier Information in Workday

Match Exceptions FAQ

Match Exception Investigation and Correction

Match Exception Resolution Steps

Stop Payment QRG

Supplier Invoice Approval

Video Demonstrations

Introduction to the Procurement Goods & Services Guide: https://uvafinance.virginia.edu/resources/introduction-procurement-good…
Supplier Invoice Approval: https://uvafinance.virginia.edu/resources/employee-self-supplier-invoice-approval-video-resource
Procurement Shopper: Create a Supplier Invoice Request: https://uvafinance.virginia.edu/resources/procurement-shopper-create-supplier-invoice-request-video-resource
Procurement Shopper: Create a Requisitions Worktag Template: https://uvafinance.virginia.edu/resources/procurement-shopper-create-requisitions-worktag-template-video-resource
Procurement Shopper: Create a Purchase Requisition: https://uvafinance.virginia.edu/resources/procurement-shopper-create-purchase-requisition-video-resource
Procurement Shopper: Change Requisition through My Requisition Report: https://uvafinance.virginia.edu/resources/procurement-shopper-change-requisition-through-my-requisition-report-video-resource
Procurement Shopper: Change Purchase Order: https://uvafinance.virginia.edu/resources/procurement-shopper-change-purchase-order-video-resource
Procurement Shopper: Cancel, Copy, and Edit a Supplier Invoice Request: https://uvafinance.virginia.edu/resources/procurement-shopper-cancel-edit-and-copy-supplier-invoice-request-video-resource
Procurement Shopper: Act on an Assigned Cart: https://uvafinance.virginia.edu/resources/procurement-shopper-act-assigned-cart-video-resource

Purchase Requisitions (Employee As Self)

Access Self-Paced Training

QRGs:

Create and Assign Cart

Supplier Invoice Approval

Video Demonstrations

Introduction to the Goods & Services Guide: https://uvafinance.virginia.edu/resources/introduction-procurement-good…
Employee As Self: Create and Assign Cart: https://uvafinance.virginia.edu/resources/employee-self-create-and-assign-cart-video-resource
Employee As Self: Supplier Invoice Approval: https://uvafinance.virginia.edu/resources/employee-self-supplier-invoice-approval-video-resource-0
Employee As Self: Requisition Report: https://uvafinance.virginia.edu/resources/employee-self-my-requisition-report-video-resource

T&E Cardholder

Access Self-Paced Training (New Cardholder Training Only - Do NOT use this for yearly refresher course)

QRGs:

Apply for a New T&E Card

Review T&E Card Request Status

Request a Transaction/Monthly Limit Change

Request Leave on a T&E Card

Cancel a T&E Card

Approve a New T&E Card Request

Approve a T&E Card Change Request

Request Cash Withdrawal Access

Multi-Funding Source (Projects) Manager

QRGS:

MFS Project Funding Set Up QRG

Reprocessing Project Transactions QRG

Video from April 2023 Class