Workday Cut-over Dates

In preparation for the transition to Workday, the following dates are being provided for completing transactions in the following systems:

  Requisitions/Purchase Orders

  • For purchase orders that need to be issued in FY19 to be paid using FY20 funds, the requisition must be received by Procurement Services by June 19th. Requisitions that are for high dollar items, on federal funds, or require other Procurement actions prior to order (e.g. informal quote, contractor registration, etc.) may need to be sent to Procurement before June 17th. Purchase orders issued by the end of day on June 20th will be moved into Workday for receipt and payment in that system.
  • Any requisitions or contract renewal requisitions that have not been routed to Procurement Services by June 20th will need to be re-entered in Workday starting on July 2nd.
  • PO encumbrance changes must be submitted to Procurement by the end of the day on June 14th.
  • For emergency orders between June 21st and July 1st, contact Procurement Services for assistance. Procurement Services will have alternative mechanisms for placing orders.
  • By June 1, 2019, departments must have all contract renewal requisitions approved and routed to Procurement Services.
  • By June 1, 2019, all requisitions that are in your inbox that will not be needed for FY19 business, need to be canceled.
  • By June 17, 2019, all requisitions to be issued in FY19 to be paid using FY20 funds must be approved and routed to Procurement Services.

 

  P-cards

  • Any p-card transactions currently in AccessPlus or received on or before June 27th must be reallocated and approved by 4:30 pm on June 27th. At 5:00 pm, the p-card system in AccessPlus will be moved to a Display-Only version. All p-card transactions that are available for reallocation in AccessPlus will be considered FY19 business. There will be no opportunity to carry-over p-card transactions from AccessPlus to Workday for FY20 funds.
  • Any transactions that have not been reallocated or approved will automatically be posted to the department's default account (or the account identified on the transaction if reallocated and not approved).
  • P-cards may continue to be used for purchases throughout the transition. Any transactions that do not post to AccessPlus prior to June 24th will be available to verify and approve in Workday starting on July 2nd.
  • By May 3, 2019, departments must have all p-card transactions over 30 days reallocated and approved.
  • By May 15, 2019, departments must have all p-card transactions over 20 days reallocated and approved.
  • By May 31, 2019, departments must have all p-card transactions over 10 days reallocated and approved.
  • By 4:30 pm on June 27th, departments must have all p-card transactions reallocated and approved.

 

  cyBUY

  • New cyBUY orders must be released to suppliers by end of day on June 28th. cyBUY will be available again in Workday on July 2nd. cyBUY orders that have not been released to suppliers by end of day on June 28th, will be canceled and will need to be re-entered in Workday.
  • All cyBUY payments that are available for approval in AccessPlus prior to June 24th will be considered FY19 business. There will be no opportunity to carry-over cyBUY payments from AccessPlus to Workday for FY20 funds. cyBUY orders that are not billed in AccessPlus will be moved into Workday and will be considered FY20 business.
  • Any cyBUY payments that have not been routed for approval will automatically be posted to the account listed on the release.
  • By May 3, 2019, departments must have all cyBUY payments over 30 days approved.
  • By May 15, 2019, departments must have all cyBUY payments over 20 days approved.
  • By May 31, 2019, departments must have all cyBUY payments over 10 days approved.
  • By June 14, 2019, departments must have all cyBUY payments approved daily.