Workday Business Process Updates: Accounting Journals and Supplier Invoices

As part of ORSPA’s commitment to continuous improvement, we are regularly reviewing our internal processes to improve efficiency and the overall customer experience. As we continue to strengthen sponsored expenditure monitoring, we have updated some Workday Business Processes to reduce processing times and duplication of effort. The updates to Workday Business Processes (outlined below) became effective October 16, 2020. A huge thanks to Clay Taylor (FMS Support), Samantha McCabe, & Tara Jenkins for all of their help! 

Note to the RA Community: These business process updates will only impact ORSPA internal processes. Unit-level processes to create/route supplier invoices and accounting journals will remain unchanged. The only impact to the RA community will be improved processing times.  

Supplier Invoice Routing 

>= $50k threshold for subrecipient invoices  
  • As part of the current Subrecipient Invoicing Process, AMT conducts a preliminary review of Subrecipient Invoices outside of Workday prior to securing PI Approval. To avoid having AMT review the same Subaward Invoice more than once, subrecipient invoices greater than $5k and less than $50k will no longer route to AMT for approval in Workday. 

Using Qtr1 data, this results in AMT conducting a second review only on 9% of subaward invoices instead of 66%. That’s over 400 less transactions in a quarter! 

$25k threshold for PO supplier invoices  
  • Consistent with ASU Procurement Policies, the Workday Business process for Supplier Invoices requiring a Purchase Order has several review and approval steps that ensure allowability and adherence to applicable policies. To reduce administrative burden and processing times, Supplier Invoices on approved POs will no longer route to AMT Specialists for approval in Workday if $25k or less.  

Accounting Journal Routing 

Department Initiated Journals no longer routing to AMT Team Leads  
  • Department Initiated Journals previously routed to the AMT Award Monitoring GCO before routing the AMT Team Leads for second review. With the Workday Business Process Update, department-initiated journals will no longer route to AMT Team Leads for second review.  
  • Using Qtr1 data, this should result in around 250 less transactions requiring second review each quarter!  
ASUF Fee Charges to route to CMT instead of AMT  
  • Less confusion for AMT since CMT owns this process 
Award Management Specialist-Initiated ORSPA Journals will no longer route to another specialist for approval; will go straight to the AMT Team Leads 
  • Currently, when a Workday Award Management Specialist initiates an ORSPA Journal, the journal will route to another specialist for first review then to the AMT Team Leads for second review. With the Workday Business Process Update, the specialist review and approval will no longer be required. 
  • Using Qtr1 data, this should result in over 160 less transactions requiring second review each quarter! 
ORSPA Journal Sources that do not touch any grant will route to the ADs for an approval  
  • As the use case for this type of scenario is rare, routing to the AD level for second review is an appropriate measure.