Workday Financials System Management

Overview of Service

Workday Finance offers a modern, user-friendly system for managing financial transactions, budgets, procurement, grants, and reporting. Key features include:

  • Real-time dashboards and actionable analytics
  • Streamlined purchasing and accounting workflows
  • Budget management and planning tools
  • Grants and project accounting
  • Asset and expense management
  • Secure, role-based access and mobile compatibility

Benefits:

  • Consolidated financial data and reporting in one system
  • Improved workflow efficiency and reduced redundancies
  • Enhanced transparency and compliance
  • Empowered strategic decision-making with robust analytics
  • Consistent experience across devices

Intended Audience:
All University of Louisville employees involved in financial transactions, including fiscal officers, business managers, grant administrators and procurement staff.

Service Details

  • Core Activities:

    • Initiate and approve purchase requisitions and expense reports
    • Manage budgets, grants, and projects
    • Process invoices, payments, and journal entries
    • Access and analyze financial reports and dashboards
    • Track assets and manage inventory
    • Complete financial close and reconciliation tasks

  • Associated Platforms:
    Workday (web and mobile), ULink portal, Blackboard (for training resources).

  • Performance Metrics:

    • System uptime and availability
    • Transaction processing times
    • User adoption and satisfaction
    • Support ticket resolution times

  • Collaboration:
    Managed by the Workday Finance Team in partnership with departmental fiscal officers. Integration with HR and other university systems is supported.

Boundaries and Constraints

  • Access is limited to authorized University of Louisville employees with assigned financial roles.
  • Some financial actions (e.g., budget transfers, grant management) require specific security roles and approvals.
  • Data entry and changes are subject to university policies and compliance requirements.
  • Scheduled maintenance may temporarily limit access.
  • Transition data (e.g., assets, invoices) may be loaded after fiscal year close as part of standard implementation.

Eligibility

All employees with assigned financial responsibilities and approved security roles are eligible for Workday Finance access. Access is provisioned based on job function and department needs.

How to Get Support

  • Self-Help: Access training modules, quick reference guides, and FAQs via Workday Resources and the Blackboard Training Portal.
  • Contact the Workday Finance Team: For finance-specific questions, reach out to the Workday Finance Team.
  • Submit a Ticket: For system or access issues.
  • Departmental Support: Contact your supervisor or Workday functional lead for unit-specific questions.
  • General IT Support: Call the ITS HelpDesk at (502) 852-7997.