Company MSOM and Multi-Driver Worktags

Cards

Company 500 MSOM

Currently, Miller School of Medicine (MSOM) is a Cost Center Hierarchy in Company 200 Academy. A new company named Company 500 MSOM is being created within Workday to reflect MSOM's activities. This change improves the assessment and measurement of MSOM's financial position and performance. UHealth/MSOM will be able to produce a balance sheet, and the University will continue to have a consolidated financial statement. Note: Project driver worktags will remain in Company 200 Academy.

 

Grants Conversion

MSOM's Awards and Grants driver worktags are being moved to the new company (500 MSOM). These converted Grants use the original Grant number, appended by "-1" (e.g., GR000001 becomes GR000001-1) (click here to see an example). A reporting hierarchy between Companies 200 Academy and 500 MSOM is being created to manage legacy Grants. Note: There will be no change to existing Award numbers (AWD-XXXXXX).

Multi-Driver Worktags

The University is changing its process of accounting for cost share and above-the-salary-cap expenditures on sponsored awards. For expenditures covered by the University instead of the sponsor (i.e., institutional costs), new Workday functionality allows for multiple driver worktags on one single transaction (click here to see examples). Note: This change impacts Grants in Companies 200 Academy and 500 MSOM. (i.e., all Grants for the Gables, RSMAS, and MSOM campuses).

Cards

May 2022

Company 500 MSOM

• When initiating year-end financial transactions (e.g., manual journals, expense reports, purchase requisitions, etc.) for FY22 (i.e., the Fiscal Year End May 31, 2022), be sure to select Company 200 Academy and date the transaction in FY22 so that the financial statements for FYE22 are accurate.
  • Remember, the new company (500 MSOM) will not be available prior to June 1, 2022, and should only reflect new transactions.

Grants Conversion

• May 31: Existing MSOM Grants for which activity continues in FY23 are inactivated.

Multi-Driver Worktags

• May 2: Department finance leaders confirm the correct combination of the Grant (GR) and department driver worktag (e.g., PG, BG) to be used as of June 1. Note: No changes will be accepted after this deadline.
• May 31: All existing Grants that account for cost share or above-the-salary-cap expenditures (i.e., institutional costs) are inactivated.

June 2022

Company 500 MSOM

• Financial transactions can be initiated and reports can be run in Workday using Company 500 MSOM.
  • Remember, in FY23, Company 200 Academy cannot be used for new MSOM financial activity (i.e., with Program, Grant, and Gift driver worktags that have moved to the new company).
• This new company is enabled for multicompany functionality* in Workday.
  • *Note: Multicompany Procurement is allowable with Company 200 Academy only

Grants Conversion

• All MSOM Awards will roll up to Company 500 MSOM. Note: There will be no change to existing Award numbers (AWD-XXXXXX).
• MSOM Grants and supplier contracts for which activity continues in FY23 are available in the new company.
• When initiating financial transactions or running reports in Workday, enter the new 10-digit Grant number (e.g., GR000001-1) or new 11-digit supplier contract number (e.g., SPC-00001-1).

Multi-Driver Worktags

• FY23 costing allocations are updated in Workday using the Grant (GR) and department driver worktag (e.g., PG, BG) data confirmed by department finance leaders by May 2.
• When initiating Workday business processes, enter both the Grant (GR) and department driver worktag (e.g., PG, BG) on the transaction line to indicate the related expense to be funded by the University. Click here to see examples.
  • Important: Always enter the Grant driver worktag on the transaction line first. This will ensure that related worktags (e.g., Financial Class, Cost Center, Fund, etc.) auto-populate in Workday based on the department driver worktag (e.g., PG, BG) entered.
  • Error messaging in Workday will prevent you from submitting business processes using an incorrect combination of driver worktag(s), Cost Center(s), and company(ies).
• FY 2023 Financial Budget Load – Tidemark to Workday
  • All transactions budgeted in Tidemark on cost share or above-the-salary-cap Grant driver worktags are transformed for the budget load to Workday and follow the new multi-driver functionality.
  • Transactions budgeted on MSOM Grant driver worktags are loaded to Workday using the converted Grant (e.g., GR000001-1) and the new company code (500 MSOM).
  • For MSOM Grant driver worktags that were not converted due to inactive status or other factors, the financial budget is loaded on the Grant where the transaction was originally entered in Tidemark to maintain the integrity of the financial budget.

General

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• What can I expect beginning June 1, 2022, with 500 MSOM as a separate Company?

  • As of June 1, 2022, any Workday transactions (e.g., manual journals, expense reports, Purchase Requisitions, etc.) created for FY23 must use Company 500 MSOM.
    • Note: Project driver worktags will remain in Company 200 Academy.

• How will the changes launching on June 1, 2022, impact my Awards and Grants?

  • MSOM's Awards and Grants driver worktags will be moved under the new Company 500 MSOM. MSOM Grants for which activity continues in FY23 will be inactivated in Company 200 Academy effective May 31 and re-created in Company 500 MSOM effective June 1. These converted Grants will use the original Grant number, appended by "-1" (e.g., GR000001 becomes GR000001-1) (click here to see an example).
  • For any Grant with cost share or above-the-salary-cap expenditures, Workday will allow multiple driver worktags to be entered on the same transaction line. You must enter the Grant (GR) worktag on the transaction line first, and then enter a department driver worktag (e.g., PG, BG) to indicate the related expense to be funded by the University. This will ensure that related worktags (e.g., Financial Class, Cost Center, Fund, etc.) auto-populate in Workday based on the department driver worktag (e.g., PG, BG).
    • Note: Current Grants for cost share or above the salary cap expenditures will be inactivated effective June 1, 2022.

• Will I still be able to access financial data prior to June 1, 2022?

  • Yes. All access to Company 200 Academy will remain in place. You will not lose access to any historical data.

• Do Cost Center Managers (CCMs) have to reassign security roles to ensure users retain access when Cost Centers when Company 500 MSOM launches?

  • No. Departmental role assignments are not impacted as part of the launch of Company 500 MSOM. To review role assignments in Workday, refer to the Role Assignments for Worker Position tip sheet.

Company 500 MSOM

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• With the creation of 500 MSOM as a separate Company, will the driver worktags or Cost Centers I use change?

  • No new Program or Gift driver worktags, Cost Centers, or Cost Center Hierarchies will be created for the launch of Company 500 MSOM. As of June 1, 2022, driver worktags and Cost Centers that fall under the Cost Center Hierarchy MSOM will map to Company 500 MSOM.
    • Note:To verify which company is associated with a Cost Center, run the Data Audit Cost Center - Company Crosswalk report in Workday.
  • MSOM Grants for which activity continues in FY23 will be inactivated in Company 200 Academy effective May 31 and re-created in Company 500 MSOM effective June 1. These converted Grants will use the original Grant number, appended by "-1" (e.g., GR000001 becomes GR000001-1) (click here to see an example).
  • Project driver worktags will remain in Company 200 Academy.

• I know the University introduced Multicompany Payroll Costing in November 2021. With the launch of Company 500 MSOM, do I have to manually update Costing Allocations for my employees?

  • No. The Enterprise Business Solutions (EBS) team will update all existing costing allocations as of June 1, 2022 and assign the corresponding MSOM Costing Company. It is recommended that you review all your employees’ costing allocations on a regular basis to ensure all employees have a valid costing allocation.

• Will any business process approval workflows be affected by the new Company 500 MSOM?

  • No. Business process approval workflows, including Payroll Accounting Adjustments (PAAs), will not be changed. All processes will route as they did prior to June 1, 2022.

• As a department-level user, is there a difference in how I should run reports in Workday for the prior fiscal year versus the current fiscal year?

  • When running reports for FY22 and earlier, reports should be run in Workday using Company 200 Academy. When running reports for FY23, reports should be run using Company 500 MSOM.

• I selected the wrong header Company on my manual journal. How do I fix it?

  • If you selected the wrong Company on a manual journal, you will receive an error message when you try to submit. If this happens, you can change the Company by clicking Actions > Journal > Copy (see image below). This will replicate the journal lines and allow you to change the Company from the defaulted 200 Academy to Company 500 MSOM when applicable.

  

• I selected the wrong Company on my Purchase Requisition. How do I fix it?

  • If you selected the wrong Company on a Purchase Requisition, you will need to start the Purchase Requisition over with the correct Company. To cancel the incorrect requisition, click Actions > Requisition > Cancel (see image below).

  

• I selected the wrong Company on my expense report. How do I fix it?

  • If you selected the wrong Company on an expense report, you will need to start the expense report over with the correct Company. To cancel the incorrect expense report, click Actions > Expense Report > Cancel (see image below).

  

• I selected the wrong Company on my procurement card verification. How do I fix it?

  • If you selected the wrong Company on a procurement card verification:
    • Remove the procurement card transaction(s) from your current verification by clicking the trash can icon for each transaction (see image below).

  

  • To cancel the incorrect verification, click Actions > Procurement Card Tran… > Cancel
    (see image below).

  
  

  

Grants

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• Will there be a temporary pause on setting up new Awards, in preparation for the conversion of MSOM Awards and Grants?

  • Yes. Effective May 13, 2022, the Office of Research Administration (ORA) is temporarily pausing the integration of new Awards between IBISResearch and Workday. As a result, new Notices of Awards (NoAs) and executed contracts received between May 14-31 will be set up after the conversion is completed on June 1.
    • By May 31: All new Awards (NoAs and executed contracts) received by May 13 will be set up.
    • After the conversion is completed: ORA will prioritize setting up new Awards received between May 13-31.

• I heard that cost share and above-the-salary-cap Grants will be inactivated. How will I record the related costs?

  • As of June 1, 2022, Workday will allow multiple driver worktags to be entered on the same transaction line for Grants with cost share or above-the-salary-cap expenditures. You must enter the Grant (GR) worktag on the transaction line first, and then enter a department driver worktag (e.g., PG, BG) to indicate the related expense to be funded by the University. This will ensure that related worktags (e.g., Financial Class, Cost Center, Fund, etc.) auto-populate in Workday based on the department driver worktag (e.g., PG, BG) entered. Error messaging in Workday will minimize any user errors.

• What if I have multiple departmental drivers covering the above-the-salary-cap cost for my PI on the same Award?

  • As of June 1, 2022, you will need to create separate transaction lines for:
    • The portion funded by the sponsor, and
    • Each unique combination of Grant (GR) and department driver worktag (e.g., PG, BG) for the above-the-salary-cap or cost share portion (click here to see an example).

  Note: The above-the-salary-cap or cost share portion will post to your department driver worktags, and the Grant driver worktag on the transaction line will be informational only.

• Can I change the departmental drivers covering the cost share or above-the-salary-cap cost for my Awards from one period to the next?

  • In April 2022, departments were asked to confirm the correct combination of the Grant and department driver worktag (e.g., PG, BG) that will be used as of June 1. While you can make changes as needed, the Office of Research Administration (ORA) must update the Grant to allow for your newly requested combination(s) of GR/PG or GR/BG. Please contact your ORA contact person to update the Grant accordingly.

• How will I be able to identify costs charged to the Grant that will be covered by the sponsor vs costs funded by the department for cost share or above-the-salary-cap cost?

  • Reports will be modified to provide proper insight on the expenditure details.

• When the new supplier contract (e.g., SPC-00001-1) is issued, what will the balance be?

  • The balance on the new supplier contract will be the legacy (e.g., SPC-00001) amount minus supplier invoices paid through May 31, 2022.

• Can I use my legacy supplier contract (e.g., SPC-00001) to pay invoices received after May 31, 2022, but for performance periods prior to June 1?

  • Any unpaid supplier invoice as of May 31, 2022, will be paid against the converted new supplier contract (e.g., SPC-00001-1) created June 1.

• Will the subrecipients be notified of the change in supplier contract numbers?

  • No. Subrecipients can continue to reference the legacy supplier contract number (e.g., SPC-00001). Accounts Payable will automatically use the converted SPC number (e.g., SPC-00001-1) when they identify both a legacy and converted SPC.

• How will I get the correct balance on my Grants?

  • The Award Transaction Audit report provides main budget to actual information and will be updated to pick up both Company 200 Academy and Company 500 MSOM so that historical life to date information is included. When running reports by Grant, always include both the legacy (e.g., GR000001) and converted (e.g., GR000001-1) Grant numbers to properly include the life to date.

• I incurred a compensation expense on my MSOM Grant driver worktag prior to the conversion and need to do a Payroll Accounting Adjustment (PAA) to move it off this Grant. In the meantime, the MSOM Grant has been converted and replaced by a new Grant, appended by “-1”. Do I credit the legacy Grant (e.g., GR000001), which is where the cost initially posted, or the converted Grant (e.g., GR000001-1)?

  • For compensation expenses, the cost transfer is processed by creating a Payroll Accounting Adjustment (PAA). This business process will automatically pick up the worktags used for the original posting, and the legacy Grant (e.g., GR000001) will be used.

• I incurred a non-personnel expense on my MSOM Grant driver worktag prior to the conversion and need to do a Payroll Accounting Adjustment (PAA) to move it off this Grant. In the meantime, the MSOM grant has been converted and replaced by a new Grant, appended by “-1”. Do I credit the legacy Grant (e.g., GR000001), which is where the cost initially posted, or the converted Grant (e.g., GR000001-1)?

  • For non-personnel expenditures, the cost transfer is processed by creating a manual journal. In this scenario, please use the converted Grant (e.g., GR000001-1) to move off (i.e., credit) the original expense.

• Will the Office of Financial Planning & Analysis (FP&A) disseminate supplemental information about the FY 2023 Financial Budget load to Coral Gables and Marine campus Business Officers?

  • Yes. FP&A will disseminate supplemental information directly to all Coral Gables and Marine campus Business Officers. For any questions related to the FY 2023 Financial Budget load, please contact the FP&A team via email at: FinancialPlanning@miami.edu.

Reporting

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• For cost share or above-the-salary-cap costs, how can I identify costs funded by the sponsor vs the department?

  • Workday reports have been modified with additional rows or columns to separate expenditures incurred directly on the Award from expenditures funded as cost share or salary cap. Below are the most commonly used Award and Grant management reports, along with a brief description of changes made. Similar updates have been made to other Award and Grant reports in Workday.
    • Example 1: The Institutional Cost section at the bottom of the report shows the total expenditures funded by a department driver worktag (e.g., PG or BG)
      • Award Transaction Audit Report
      • Grant Transaction Audit Report
    • Example 2: On the following Workday reports, the Program and Gift columns show expenditures charged to a department driver worktag (e.g., PG or BG), while the Fund column shows the related fund. Expenditures funded by the sponsor are identified by FD014 in the Fund column, and expenditures funded by the department are identified by FD010 and FD020 in the Fund column.
      • FIN-GRA Enhanced Journal Line by Award
      • FIN-PAY-Salary Detail by Award + CFB
      • FIN-ACC-Summary Balances by Program
      • Purchases on My Award
      • Clinical Trial Monitoring

• How can I identify cost share or above-the-salary-cap expenditures on my Award?

  • The View By feature on Award and Grant reports allows you to see a breakdown of expenditures by different categories (i.e., multidimensional transactions broken down by Fund, Program, Grant, etc.) or obtain a detailed listing of department driver worktag (e.g., PG or BG) used to fund the institutional cost.
    • Scenario 1: On the FIN-ACC-Summary Balances by Program report, I want to see a listing of all Grants and the related amounts funded by this Program.
      • Actions:
        • Hover over the Actuals amount.
        • Click on the triangle icon to the right of it.
        • Scroll through the View By menu and select Grant.
    • Scenario 2: On the Award Transaction Audit report, I want to see a detailed listing of department driver worktags (PG or BG) used to fund the institutional cost (click here to see image).
      • Actions:
        • In the Institutional Cost section, hover over the Actuals amount.
        • Click on the triangle icon to the right of it.
        • Scroll through the View By menu and select the department driver worktag type (e.g., Program or Gift).

   

• How can I identify cost share or above-the-salary-cap expenditures charged to my Program or Gift?

  • Use the View By feature on the Workday report to see a detailed listing of all Grants and the related amounts funded by the department driver worktag (e.g., Program or Gift). Click here to see image.
    • Example: On the FIN-ACC-Summary Balances by Program report:
      • Hover over the Actuals amount.
      • Click on the triangle icon to the right of it.
      • Scroll through the View By menu and select Grant.

• How can I see which Grants were funded for cost share or above-the-salary-cap expenditures?

  • Use the View By feature on the Workday report to see a detailed listing of all Grants and the related amounts funded by the department driver worktag (e.g., Program or Gift). Click here to see image.
    • Example: On the FIN-ACC-Summary Balances by Program report:
      • Hover over the Actuals amount.
      • Click on the triangle icon to the right of it.
      • Scroll through the View By menu and select Grant.

• How can I see which Programs or Gifts were used to fund cost share or above-the-salary-cap cost on my grant?

  • Use the View By feature on the Workday report to see a detailed listing of all Programs or Gifts used to fund the cost share or salary cap expenditures and the related amounts funded by the department driver worktag (e.g., Program or Gift). Click here to see image.
    • Example: On the Award Transaction Audit report:
      • Hover over the Actuals amount.
      • Click on the triangle icon to the right of it.
      • Scroll through the View By menu and select Program or Gift

Multicompany Payroll Costing

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• What happens if I select the wrong Costing Company when initiating a payroll accounting business process?

  • You will receive an error and will not be able to submit the business process until the Costing Company is corrected. In addition, you will be able to run the Data Audit Cost Center - Company Crosswalk report to get the correct Costing Company related to your Cost Center.

• Will I have to enter a Costing Company when initiating a costing override on Period Activity?

  • Yes. The costing override works as the costing allocation for Period Activity Pay, and therefore, the Costing Company will continue to be required.

Multicompany Procurement

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• Which Workday Procurement business processes use multicompany functionality?

  • Multicompany Procurement is currently available for all UHealth Companies on Purchase Requisitions, Purchase Orders, Change Orders, and Supplier Invoices. As of June 1, 2022, this multicompany functionality* will also be available between Companies 200 Academy and 500 MSOM.
    • *Note: This functionality is optional, as you can continue to initiate processes by individual Company.

• Can I initiate a multicompany purchase across any Workday Companies?

  • No. Multicompany purchases can only be initiated across Companies that belong under the same Company Hierarchy (e.g., Company 200 Academy and 500 MSOM, or UHealth Companies 305, 310, 320, 330, and 340).

• I am getting an error saying that my selected worktags cannot be used with the line Company. How should I resolve this?

  • You must confirm that the line Company matches the Program and/or Cost Center you are using (see image below). Use the Data Audit Cost Center - Company Crosswalk report to identify the correct Costing Company related to your Cost Center.

  

• I am getting an error saying that my line Company does not match my header Company. How should I resolve this?

  • On a Multicompany Purchase Requisition, Purchase Order, Change Order, or Supplier Invoice, the header Company must be represented on at least one of the transaction lines (see image below). Please update one of the lines to match the header Company.