Latest Updates
May 8, 2024
Key Fiscal Year-End (FYE) 2024 Closing Dates
- Monday, May 20, 2024:
- Deadline for FY24 Ad Hoc Payments (non-employee and student expense reimbursements) in the Disbursements queue by 5 p.m.
- Thursday, May 30, 2024:
- Deadline for FY24 Expense Reports, Petty Cash Check Requests, and PCard Verifications in the Disbursements queue by 5 p.m.
- Deadline to submit FY24 Supplier Invoices to Accounts Payable by 5 p.m.
- Deadline to submit FY24 Check Requests to Accounts Payable by 5 p.m.
- Wednesday, June 5, 2024:
- Deadline to submit FY24 non-grant related Payroll Accounting Adjustments by 5 p.m.
- Thursday, June 6, 2024:
- Deadline for FY24 non-grant related Journal Entries due from departments by 5 p.m.
- Deadline for FY24 Ad Hoc Bank Transactions due from departments by 5 p.m.
- Deadline to submit FY24 Journal Entries and Payroll Accounting Adjustments (PAAs) affecting any grant to the Office of Research Administration (ORA) by 5 p.m.
- Friday, June 7, 2024:
- Controller's Office to close FY24 May Payroll Ledger Period/Module by 5 p.m.
To view the 2024 FYE calendar, visit the Controller’s website.
May 6, 2024
Now Available: Changes to Workday Ad Hoc Bank Transactions and Customer Deposits
As previously shared, effective May 6, the Controller’s Office is implementing changes to the University of Miami’s banking structure that will improve the transparency and availability of data across Workday, improve our business processes, and align with best practices.
These changes, which affect Ad Hoc Bank Transactions (AHBTs) and components of Customer Deposits/Payments, resulted in the following:
- Companies are now assigned to bank accounts within Workday.
- When initiating AHBTs, you now have the ability to submit transaction lines for multiple Workday Companies in the same AHBT. This eliminates the need to submit separate AHBTs by Company, and ensures a more streamlined reconciliation process for deposits.
- When approving AHBTs, you may now see different Companies entered in the header versus the transaction lines, or transaction lines for multiple Companies entered in the same business process.
For all other inquiries, please contact the IT Service Desk at: 305-284-6565 or help@miami.edu.
March 9, 2024
Now Available: My Tasks – Your New Inbox Experience
On March 9, 2024, a new inbox experience was implemented within Workday. Now called My Tasks, this change introduces a new look and feel, streamlined navigation, and new search capabilities to help you find and act on your important tasks more quickly.
Click here to visualize your new My Tasks experience.
March 4, 2024
Now Available: FY24 Calibration
Performance Calibration is open within Workday, and Managers who have staff direct reports have a task available in their Workday Inbox from March 4 through March 30. The Calibration process is a part of the fiscal year-end Performance Management process:
- This facilitates a meaningful performance/merit process by allowing leaders to discuss their proposed staff ratings with senior leaders.
- This ensures staff are evaluated fairly using the same methodology.
- Leaders must complete this process for eligible staff to receive a merit award.
For more information, including the FY24 year-end performance management timeline, review resources on the Performance Management Program (TALK) website and register for an upcoming information session.
February 19, 2024
Now Available Through March 1: New FY24 Staff Self-Evaluation Process
The new staff self-evaluation process, allows staff to:
- Take an active part in the performance management process.
- Highlight their accomplishments and progress towards FY24 defined goals.
- Assess their strengths and areas for continuous improvement.
- Recommend FY25 organizational, development and engagement goals.
- Have meaningful and open dialogue with their managers.
For more information, visit the Performance Management Program (TALK) website.
January 19, 2024
Now Available: 2023 W-2 Forms
Effective today, 2023 W-2 forms are available in the Benefits and Pay Hub under "My Tax Documents." To learn how to access your W-2, please review this tip sheet.
October 9, 2023
Review Your Benefits
Open Enrollment runs from Monday, October 9, through Friday, October 27, 2023. Please click the Employee Benefits Open Enrollment Selection button below to review and update your benefits. Benefits elections will automatically roll over, except for Flexible Spending Accounts.
For changes after submitting elections, visit the Benefits and Pay Hub, in the Needs Attention section, click "Edit" to change your elections.
September 22, 2023
UHealth Employees: Submit Your Flu Vaccination Documentation by November 8
As previously communicated, all UHealth employees are required to obtain a flu vaccination or secure an approved exemption (e.g., waiver) by November 8, 2023. To provide required evidence of your flu vaccination from a non-University of Miami facility or request an exemption in Workday, click on the ActionBot icon and select "Complete Vaccination Compliance" or click here to enter the information manually. Important: Evidence must be submitted and approved in Workday no later than November 8, 2023.
To view your flu vaccination status in Workday, click here. Your status shows as "Empty" until your documentation is approved, which could take up to seven (7) days.
(Note: If you do not see the ActionBot icon, click here to install the required WalkMe plugin. Please note that it may take a few seconds to appear.)
May 18, 2023
Key Fiscal Year-End (FYE) 2023 Closing Dates
- Monday, May 22, 2023:
- Deadline for FY23 Ad Hoc Payments (non-employee reimbursements) in the Disbursements queue by 5 p.m.
- Friday, May 26, 2023:
- Deadline for FY23 Expense Reports, Petty Cash Check Requests, and PCard Verifications in the Disbursements queue by 5 p.m.
- Wednesday, May 31, 2023:
- Deadline to submit FY23 Supplier Invoices and Check Requests to Accounts Payable by 5 p.m.
- Monday, June 5, 2023:
- Deadline to submit FY23 non-grant related Payroll Accounting Adjustments by 5 p.m.
- Tuesday, June 6, 2023:
- Deadline for FY23 non-grant related Journal Entries due from departments by 5 p.m.
- Deadline for FY23 Ad Hoc Bank Transactions due from departments by 5 p.m.
- Deadline to submit FY23 Journal Entries and Payroll Accounting Adjustments (PAAs) affecting any grant to the Office of Research Administration (ORA) by 5 p.m.
- Wednesday, June 7, 2023:
- Controller’s Office to close FY23 May Payroll Ledger Period/Module by 5 p.m.
Visit the Controller's website which will be updated when new information is available and will include the 2023 FYE calendar (coming soon).
May 4, 2023
Academy Accounts Payable is Sunsetting OnBase for Invoice Submissions as of May 31, 2023
Effective 5 p.m. Wednesday, May 31, the Academy Accounts Payable (AP) department will sunset the use of OnBase to submit invoices for the following Workday Companies: Academy (Company 200), MSOM (Company 500), UHCorp (Company 305), and UMMG (Company 310). As previously communicated in the March 2023 Workday Release, Academy AP recently launched a new process for submitting invoices with a valid (i.e., with sufficient funds and not closed) Workday PO by email at APOCR@miami.edu.
Important: After 5 p.m. on May 31, 2023, only the following Workday Companies may continue using OnBase for invoice submissions: Anne Bates Leach Eye Hospital (ABLEH) (Company 320), University of Miami Hospitals and Clinics (UHMC) (Company 330), and University of Miami Hospital (UMH) (Company 340).
April 10, 2023
Now Available: Purchasing Department's Fiscal Year-End (FYE) Dates
Purchasing Department's Fiscal Year-End (FYE) Dates for Academy (Company 200) and MSOM (Company 500):
- Monday, April 17, 2023:
- Requisitions with contracts must be pending Purchasing's Workday approval. Orders for Miller School of Medicine (MSOM) over $50,000 also require approval from Medical Finance. For more guidance, refer to the Conga Request Form Instructions tutorial.
- Monday, May 8, 2023:
- Requisitions without contracts and requisitions for capital equipment must be pending Purchasing’s Workday approval. See May 31 for invoicing details.
- Friday, May 12, 2023:
- Change orders must be pending Purchasing’s Workday approval. For more guidance, refer to the Change Order Instructions tutorial.
- Important: Change orders will not be available in the early days of June.
- Wednesday, May 31, 2023:
- Capital equipment must be received, installed, accepted, and invoiced to be recorded in FY23.
February 1, 2023
Celebrate Black History Month & Purchase from Black-Owned University of Miami Suppliers
February is Black History Month and the University of Miami’s Supplier Diversity team would like to recognize the contributions and influence of African Americans’ history, culture, and achievements. Please review the announcement in Workday to learn more about how to locate Black-owned and other diverse suppliers. To learn more about the Supplier Diversity program, please visit: supplierdiversity.miami.edu.
January 3, 2023
Now Available: Step-by-Step Guide for Payroll Accounting Adjustments (PAAs) with Multi-Driver Worktags
Enterprise Business Solutions (EBS), in collaboration with the Office of Research Administration (ORA), has created a step-by-step guide on how to properly submit Payroll Accounting Adjustments (PAAs) with Multi-Driver worktags. Click here to access the guide.
November 7, 2022
Purchase from Diverse Suppliers at the U!
The University is committed to growing minority business participation in our procurement process. Please review the announcement within Workday to learn more about the Supplier Diversity program and how to locate diverse suppliers.
To learn more about this important program, please visit: supplierdiversity.miami.edu.
October 17, 2022
Open Enrollment: Please Review Your Elections
Open Enrollment for your 2023 'Canes Total Rewards runs from Monday, October 17, 2022, through Friday, November 4, 2022. Based on your benefits eligibility status, you will see an announcement in Workday with instructions on how to review and update your elections. You may continue to make changes to your benefit elections until Open Enrollment ends on Friday, November 4, 2022.
For additional questions, please contact HR-Total Rewards, your pay and benefits team, at 305-284-3004.
September 27, 2022
Managers of UHealth/MSOM Employees: Review and Update Team Goals
As previously communicated by UHealth leadership, UHealth/MSOM leaders should review and update their direct reports' goals to align to the new FY23 Organizational Goals. Leaders should also ensure their teams are aware of the FY23 performance expectations and understand how their contributions help achieve the organizational goals.
Effective immediately, all Managers with at least one eligible UHealth direct report see an announcement on their Workday home page, which provides quick access to the goals functionality by selecting the My Team's Goals button within the announcement.
September 10, 2022
Now Available: Your New Workday Home Page
The biannual upgrade of the Workday system was completed on September 10, 2022. The Workday home page has a new look and feel that makes navigation easier, helps you organize and complete your tasks, and provides an updated search functionality that allows you to personalize your search results.
To familiarize yourself with the new home page experience, click on the orange Home Page Tour button* or click here to learn more.
*If you do not see the orange Home Page Tour button, click here to install the required plugin. Please note that it may take a few seconds to appear.
August 29, 2022
Coming Soon: Your New Workday Home Page
Effective September 10, 2022, the Workday home page will have a new look and feel. These changes are designed to make navigation easier, and help you organize and complete your tasks. Updated search functionality will also allow you to personalize your search results.
For additional details and resources, please visit: workday-info-miami.edu/new-home-page.
July 18, 2022
Now Available: Post Implementation Guide – Workday Reporting for Multi-Driver Worktags
In response to the most frequently asked questions we have received since the launch of Multi-Driver Worktags on June 1, a guide has been created to assist Cost Center Managers, Cost Center Sponsored Program Managers, and Senior Business Managers with identifying multi-dimensional transactions in Workday reports.
Click here to view the guide.
June 24, 2022
Now Available: Post Implementation Guide – New Company 500 MSOM
In response to the most frequently asked questions we have received since the launch of the New Company 500 MSOM on June 1, a guide has been created covering the following topics:
- Selecting the correct Company for business processes
- Recognizing converted Grants moved to company 500 MSOM (those appended by "-1")
- Cancelling/correcting business processes in Workday
Click here to view the guide.
June 3, 2022
Now Available: Leverage New Workday Functionality for FY23 Costing Allocations
Effective June 1, 2022, the University of Miami implemented new Workday functionality that can be leveraged for FY23 Costing Allocations:
- You can now select Company 500 MSOM in the Costing Company field associated with each Driver Worktag being charged salary expenses.
- For any Grant with cost share or above-the-salary-cap expenditures, you must enter multi-driver worktags on the same Costing Allocation line (click here to see examples).
For additional details and frequently asked questions, please visit: workday-info.miami.edu/new-company-msom
June 1, 2022
Now Available: New Company for MSOM and Grants Changes
Effective June 1, 2022, the University of Miami has implemented several changes to increase the transparency and availability of data across Workday, improve our business processes, and align with best practices. These changes resulted in the following:
- A new Workday company (500 MSOM) is now available for the Miller School of Medicine (MSOM) and enabled for multicompany functionality.
- MSOM Grants have moved to the new company.
- For cost-share Grants transactions, new functionality allows for multiple driver worktags to be entered on a single transaction. Note: This change impacts Grants in Companies 200 Academy and 500 MSOM (i.e., all Grants for the Coral Gables, Marine, and MSOM campuses).
For additional details and frequently asked questions, please visit: workday-info.miami.edu/new-company-msom
June 1, 2022
Now Required: New Field for Airfare Expense Reports to Indicate Travel Program Used
As communicated in April 2021, University travelers or their travel arrangers are required to reserve business-related airfare through the University of Miami's travel program by utilizing a self-booking tool found inside the Travel Portal or by contacting a University-approved travel agency. This new program offers greater safety and security while streamlining business travel reservations.
Effective June 1, 2022, when initiating Expense Reports in Workday for airfare, it is now required to indicate if travel was booked outside the travel program.
For travel program details, visit travel.miami.edu, download the Travel Portal get started guide, or review the Travel Portal training page. Before booking travel, please be sure to review the updated University of Miami business travel portal policy.
