Barry Community,
We are quickly approaching our Workday Finance Go-Live date of July 1st. In preparation for this change, we wanted to share the following updates:
1) Effective immediately, we can no longer make any changes to our chart of accounts (including new object codes, cost center updates or A/R categories) in Colleague. The only exceptions here will be for a new grant, a new CIP/Capital project or a new gift. For these items, the deadline for any changes in Colleague will be June 19th. Keep in mind, if we won’t be charging anything to these grants, CIP or gifts, we can add them to Workday once we are live. We need to lock in all of this information because all of our financial data in Colleague gets mapped to new financial data called Worktags in Workday and this needs to be finalized in advance of the go-live date.
2) We need all accounts payable documentation (including travel and petty cash) for any items that are due between June 8th and July 15th by June 8th. Our last accounts payable payment run will be on June 19th. After that date, no payments can be processed from Colleague and will need to wait until we are live in Workday. Given the level of work right at go-live, we are targeting our first accounts payable check run in Workday to be during the second week of July. A few more comments:
- All Purchase orders in Colleague will be closed out at year-end (June 30th) and you will need to open a new Purchase Order in Workday for payments made in Workday
- Make sure we are provided information for all lease payments, rentals, maintenance and other monthly payments that are due July 1st by the June 8th timing
- No new purchase orders in Colleague after June 8th
- Please work with your suppliers if you are aware of a payment that may be due in this June 8th through July 15th timing
- Any items greater than $2K that are paid in June and belong in July will be booked as a prepaid and will hit your expense in July
- No exceptions
- There is no impact to payroll payments or timing
Please contact Accounts Payable or Procurement if you have any questions.
Thanks for your assistance with this,
Sue