Once you have submitted successfully, you will not be able to make edits. Please send any edits to Shelly Neese (shelly.neese@guestservices.com) and copy me (myrna.mullins@guestservices.com)

The assumption here is that this question is coming from a unit that uses a non-Bank of America account for their deposits. If you are not making daily deposits (you should be), upload everything except the teller receipt. When you have made the deposit and obtain the teller receipt send them to Treasury. Units that use Bank Of America will have copies of their deposits slips so that should not delay their sales entries.

Correct.

Yes.

Yes. In POS Request Output, filter the Request Initiator to find the person that entered the report and/or filter the cost center.

In POS Request Output, filter the Request Initiator to find the person that entered the report and/or you can filter the cost center,

Treasury gets daily notifications of duplicate entries. There is also a report "Duplicate POS Entries - Self Service" that will show the duplicates associated with your cost center.

No. We won't need them in Sharepoint. Just make sure the support packet is complete with the required documents.

In the search bar, type in POS Request Output. The report should pop up - click on it.

Employees should use their work location as their origin address. If employees choose to use an alternate address, they can manually type the correct distance in to the Trip Distance Including Diversions box, along with a note in memo box indicating that commuter miles were deducted.

Yes. Expense reporting is available on the mobile app.

If you do not see the overview bar on the main part of the screen, you can get to it by expanding the options using the arrow on the vertical bar on the left side of the screen.

No. You may submit expense reports as often as you would like. They are no longer aligned with payroll pay cycles.

Managers will see their employees' P-card expenses when they are submitted for approval.

In Workday, it is the manager's responsibility to check all P-card and reimbursement reports for compliance and legitimacy. The "Find My Team's Expense Reports" report will allow you to see your employees' expense reports whether they have been submitted or not. You can filter the report in different ways, including draft, in progress, unpaid, paid, by employee, date range, and more.

All P-card transactions will be submitted by completing expense reports in Workday. You no longer need to go to the PNC VISA website.

Our 3rd party processor, OSV, has coding rules programmed into their system to help them determine how an invoice should be coded. At the beginning, OSV will not know the coding for a lot of invoices and may depend on the units to provide coding and AP to help them set up additional coding rules. As time goes on, their ability to code invoices will get better. If you have been set up with a Cost Center Manager role in Workday, you will have the ability to correct the coding on the invoice when it routes to you for review and approval. If you want to provide the coding, you can type the cost center and spend category on the top part of the invoices. It cannot be handwritten.

Anyone who is involved with invoices will be able to see all invoices and paid information. This would be anyone set up with the following roles in Workday: Cost Center Manager, Cost Center District Manager, Cost Center Vice President, AP Analyst

Yes

All PeopleSoft vendor IDs will be replaced with Workday supplier IDs. The new supplier IDs are in the format of SUP-000000

It should be the address where the payment is sent to. That information should also be on the Registration form that you will attach to your Supplier Request.

guestservices@onesourcevirtual.com

If you need to split an invoice between one or more cost centers or spend categories, you will need to submit a coversheet in front of the invoice indicating how the invoice should be coded.

Employees set up with the Cost Center Manager, Cost Center District Manager, and Cost Center Vice President roles can view and approve invoices. Invoices under $5k will route only to the Cost Center Manager. Invoices over $5k will also go to the DM. Invoices over $25k will also go to the VP. Invoices over $50k also go to the CFO. Invoices over $100k also go to the CEO. Please note that many units have multiple employees set up with the Cost Center Manager role for greater coverage.

No. The information must be included in the invoice.

Our 3rd party processor, OSV, has coding rules programmed into their system to help them determine how an invoice should be coded. At the beginning, OSV will not know the coding for a lot of invoices and may depend on the units to provide coding and AP to help them set up additional coding rules. As time goes on, their ability to code invoices will get better. If you have been set up with a Cost Center Manager role in Workday, you will have the ability to correct the coding on the invoice when it routes to you for review and approval.

If you are able to view pdfs on your computer, then you have the Adobe program that will allow you to type the coding on the invoice. Otherwise, if OSV is unable to determine the coding for the invoice based their coding rules, they will route the invoice to AP to complete the processing.

Invoices must be emailed as attachments and only one invoice per attachment. No information is needed in the body of the email.

The Spend Category Description and Cost Center

If you need to split an invoice between one or more cost centers or spend categories, you will need to submit a coversheet in front of the invoice indicating how the invoice should be coded.

No. Invoices except for fixed asset invoices should be sent to the OSV email address. All fixed asset invoices should be sent to the fixed asset accountant, HoangNga LuTan, for processing.

No. For invoices, GL accounts are being replaced by Spend Categories. A mapping is posted on the
Workday Training For Finance (Managerial) page under Supplier Accounts.

Yes, this will continue. However, there is no longer a requirement to send invoices over $5,000 to AP. They can be sent to OSV.

There is no longer a requirement to send invoices over $5,000 to AP. They must be sent to OSV.

guestservices@onesourcevirtual.com

You will need to email the invoice to OSV, but after they process it into Workday, you can use the mobile app.

No. Invoices currently processed by AP such as US Foods will continue to be processed by AP.

Invoice Submission Instructions, Guidelines (and more) are currently posted on the Workday Training For Finance (Managerial) page under Supplier Accounts.

The registration form is the same form we currently use for new vendor requests and can be found on the Intranet under Forms > Accounting

You can email multiple attachments to OSV, but each attachment should contain only one invoice.

You will need to type the cost center and spend category description in the top part of the invoice. You can also use the cover sheet if you need to split an invoice between one or more cost centers or spend categories.

If you are able to view pdfs on your computer, then you have the Adobe program that will allow you to type the coding on the invoice. Otherwise, if OSV is unable to determine the coding for the invoice based on their coding rules, they will route the invoice to AP to complete the processing.

Our 3rd party, OSV, has programming in place to try to supply the coding. If you are able to open pdfs on your computer, then you have ability to type the cost center on the invoice. The cost center and spend category should be typed in the top portion of the invoice. You also have the option of providing a coversheet with your invoice when you submit it. In addition, if you have the cost center manager role, the invoice will route to you for review after OSV processes it, and you can update the cost center and spend category at that time if they are incorrect.

Anyone can submit an invoice. Employees set up with the Cost Center Manager, Cost Center District Manager, and Cost Center Vice President roles can view and approve invoices. Invoices under $5k will route only to the Cost Center Manager for approval. Invoices over $5k will also go to the DM. Invoices over $25k will also go to the VP. Invoices over $50k also go to the CFO. Invoices over $100k also go to the CEO. Please note that many units have multiple employees set up with the Cost Center Manager role for greater coverage.

You only need to email the invoice to guestservices@onesourcevirtual.com.

If you need to split an invoice between one or more cost centers or spend categories, you will need to submit the coversheet in front of the invoice indicating how the invoice should be coded.

Our 3rd party processor, OSV, has 5 business days to process the invoice. However, invoices will generally take 48-72 hours to be processed. You may see this fluctuate during the first few weeks, but it should never be more than 5 business days.

No, we will no longer have the analyzer report, but we will have similar reports available in Workday.

Discounted payment terms are set up in Workday for each supplier that has them. Workday will calculate the discount just like PeopleSoft did.

The coversheet template is are currently posted on the Workday training page under Supplier Accounts.

Pull up the "GSI - Find Projects" report, clicking on the Project you wish to close, go to the Activity Box. Send a message to the Fixed Asset Account (HoangNga LuTan) and note the completion date of the Project.

For CIA/RMR/FDA/R&R Funds, do not complete an Opportunity Project. Submit your invoices and approvals from NPS to Myrna Mullins for payment. For PI/LSI, an Opportunity Project is required.