The GBAS PowerUp sessions are available and targeted to the GBAS community. If you’d like to become a member of GBAS, please access our listserv here. We will post the session recordings weekly. Registration for all sessions closes at 5 p.m. on the Friday before the event.
Please scroll for session-specific FAQs.
Q: Is the expectation that Designated will be partnered with Project to get the additional Drivers to populate, or does that depend on the transaction?
In the example shown, the expectation is that you enter Designated and Project, and the remaining fields populate based on configured defaults: fund is derived from Designated, while cost center, program, assignee (and activity, if set) are driven by the Project.
Q: Where can we find the list of upcoming Zooms/trainings?
The upcoming sessions’ topics and registration links have been and will continue to be shared via the GBAS listserv.
Q: Can we search by assignee to see all potential worktags?
Yes, by entering the assignee and running a report/dashboard, you can pull up all information associated with them (their grants, gifts, and projects) in one place.
Q: For the areas where it is important to track our expenses by program versus admin types. How does this work?
This has yet to be solidified but it is something the Empowering UF Project Team is actively working on.
Q: In one of the examples, a grant was picked and under project a startup was picked. In this case, is the charge going to go to the grant or the start-up?
In the example shown, the grant remains the source of funds (the fund code does not change), while the startup project overwrites any conflicting driven worktags (e.g., cost center and assignee). This is why they emphasize that order of entry matters when multiple driver worktags are used.
Q: Can the required P&L transactions be clarified?
Yes, they can, and more guidance is provided on this during the demo. Please reference the 3/11/26 recording on the Empowering UF website.
Q: Is there going to be a new Color of Money training using the worktags we will see on Workday?
Yes, we will likely have many training sessions on this topic.
Q: Can we save “company” default as “UFLOR” if that is the only transaction we would use, to not have to enter it each time?
The worktags will often come pre-populated, but every input does have a different process, so we want to make sure we look at that before automatically defaulting every time.
Q: When will these fund/designated/grant, etc. numbers be released so we can begin transitioning current chartfields to these new worktags?
The mapping process is going to be a living, breathing concept all the way up until go-live, even potentially post-go-live, but we will start to release that level of information out this spring to begin the transition into the Workday world.
Q: Does each department get to assign their driver worktags?
It will be part of the governance process; however, a worktag is either a driver or it’s not, so the determination is to whether it will be a driver. The units will have significant input into what the values will be.
Q: Can you revise the Worktag order from most important to least important?
It’s a top-to-bottom process, we were only moving things around for demo purposes.
Q: Where is the grant name being pulled from? Is that something editable to a naming convention that a faculty member would know?
The Grants team is in the process of their conversions. More guidance to come.
Q: Would we manually change the assignee to a student if a student was traveling under one of their professor’s grants?
You may change the assignee as needed; however, the assignee should reflect the individual who owns and is responsible for the funds. For example, if a student is traveling on a faculty member’s grant, the faculty member should generally remain the assignee, since the grant funds are under their ownership and responsibility.
Q: Will a driver worktag available for selection be limited by role/Cost Center or will all driver worktags be searchable throughout the university?
Users can search/select driver worktags outside their home area (e.g., “you can enter any grant”), but Workday’s security and approval routing will send the transaction to the appropriate owner/manager in that unit (who can approve, send back, or reject), so it won’t fully process without proper approvals.
Q: If a user enters a valid string of worktags from another unit, will that transaction process? Or is it security driven?
Typically, the transaction will initiate successfully; however, Workday’s security and approval workflow is robust. If you enter a valid transaction string that falls outside your area, the item will still route to the appropriate unit(s) for review. It may be initiated, but it will not complete without the required approvals from those areas.
Q: Assuming UFIRST will be updated to coordinate grant numbers with these new worktags, is that correct?
Current state grants chartfields will be mapped to new Workday worktags. UFIRST update details will have to be answered by the Office of Research.
Q: Will we only see our department’s worktags or will we be able to see all of UF worktags?
You’ll be able to see and search UF-wide worktags (not limited to just your department). The worktag model is intended to be cross-functional across the entire organization, so you can enter any grant, but the security/approval routing will send the transaction to the appropriate unit’s approvers (grant manager/cost center manager), who can approve, send back, or reject it.
Q: Will the last entered driver worktag entered only overwrite conflicting values or will it “blank” a previously populated worktag value if that worktag is blank for the last driver worktag entered?
In general, the most recently applied driver takes precedence for overlapping fields. For example, if both drivers default a cost center, the cost center from the last driver will override the earlier one. However, fields that are populated by the first driver but not addressed by the second (e.g., a program code) will typically remain in place. This makes the order of operations particularly complex: values set earlier are not automatically cleared simply because a later driver does not specify them, which can result in unintended defaults carrying forward.
Q: Can you explain grant, gift, and designated for Workday and what they translate to now. Ex: is gift a foundation acct? Is grant only grants from fund 201/209?
In Workday, grants typically align to sponsored program sources of funds (e.g., 201 and 209) and are generally identified by source-of-funds values beginning with “G.” Gifts align to foundation sources of funds, typically beginning with “F,” and are tied to specific gifts so they can be tracked at that level in Workday. Designated funds refer to everything that is neither a gift nor a grant.
Q: Let’s say someone has multiple grants and start-up funds. Are we going to be able to view all accounts and just pick the one needed?
For example, an individual may have multiple projects (e.g., a startup project, a Provost award, and a separate initiative sponsored by Dr. Norton’s office). Workday is designed to surface related values to help users select the correct record, although it can occasionally feel overly proactive. In the example shown, entering “Matthew Burns” returned a single project because that is currently the only project in Workday associated with that name. If multiple projects existed, Workday would display a drop-down list of the available options — similar to what occurred when “Carrie Ford” was entered and multiple matching values were shown.
Q: Workday has designated equal to Source of Funds in our current PeopleSoft state. What would go in that field for “chartfields” where that field is current blank (i.e. 101 State Funds)?
In this context, the designated value is listed as ENG Main. Conceptually, it indicates the use of existing state funds (i.e., the standard operating funding source) rather than a gift or grant.
Q: Are the “Deliver-To” and “Ship-To” fields fully customizable, or are they a pre-determined set of approved addresses, as is currently the case in MyUFMarketplace?
They are not customizable. The locations are loaded into Workday via an integration from STARS, similar to current state.
Q: What is the Worktag replacing Source of Funds ChartField?
FDM values, like Worktags, are covered by another functional area on the project. Refer to the March 11 GBAS Driver Worktags session recording and FAQs for more information.
Q: Is Workday in addition to UFMarketplace?
Shopping with our catalog suppliers will continue to happen in MyUFMarketplace.
Q: When creating a requisition, can you add the shipping address in MyUFMarketplace? Will it carry over to Workday?
No, all details related to requisition/PO will be entered in Workday.
Q: Is there an option to put in an external comment to the supplier in Workday?
Yes, in the field “Memo to Suppliers.”
Q: Can an order be adjusted after submission?
Change orders are possible, but UF policy does still apply. We currently do not allow change orders on catalog/punchout.
Q: What was the dollar limit for the requisition to automatically create the PO?
In current state, requisitions <2k to enabled suppliers does not require additional approvals. We mirrored that process in Workday.
Q: If the step is to assign to a dept. contact, would that contact in turn be the checkout person/processor in Workday?
A receipt will not always be required, but you will always have the option to attach a receipt if you choose to do so.
Q: Can we apply split ChartField/Worktags to the entire requisition or by line item added to order?
Split ChartFields are applied at the line level. That said, you can enter Worktags up front on the first requisition screen and still override/change them at the line level as needed.
Q: Are you able to set up the Worktags in a certain order like you can in MyUFMarketplace?
We are keeping a consistent framework across all business processes for finance, so you cannot reorder them.
Q: Is the attachment internal or external?
You can choose to make it external or not – it is entirely up to the user.
Q: Can you split the cost by percent (opposed to quantity or amount)?
Yes, when you enter amount, it will give you the option for percentage.
Q: Will shoppers be able to submit carts to other delegates for submission?
Shoppers only shop. It is the requester that submits the requisition. The card assignment happens inside of MyUFMarketplace, like what we have today, with the assigned cart. You will have a list of names and select the requester that you would like to assign the cart to. That would be the person to return the cart back into Workday.
Q: Will carts still be separated by vendor?
Yes, carts will still be separated by vendor.
Q: So are there extra steps in Workday now? What about the SEA invoices?
Not really. Your role shifts away from entering and routing PO invoices to creating receipts when goods and services are received, while Workday matches PO, receipt and invoice and pings the requester if the receipt is missing. For SEA invoices, a receipt isn’t always required and payment may occur before items are received; you can later attach support to the requisition.
Q: To confirm, Worktags need to be entered each time shoppers go to open MyUFMarketplace?
Shoppers do not have to fill out that first screen, there are several ways to get to the supplier site. They can just search “connect to supplier” site” on the homepage and just punchout and shop.
Q: We can look up “my requisitions,” but what if I want to see if my coworker submitted a requisition?
We have reports that will be available to all finance users that can help provide this detail.
Q: For that cart, there were opportunities to add Attachments both in the MyUFMarketplace punchout and on Workday. I assume attachments made to the punchout would not show up in Workday? Would they show up in OnBase?
All attachments should be entered in Workday. There will be no place for attachments or entry in MyUFMarketplace.
Q: How would a cart be sent to someone in the department for financial approval?
Conditions apply. Approval workflow is triggered by details entered on requisition. In current state, requisitions to enabled suppliers under 2k do not require additional approval. As of today, that will be true in Workday. If that same requisition was for more than 2k, it will route for approval based on Worktags provided.
Q: How will invoices pay out? Will it be based on the receiving?
If not SEA, then yes, a receipt will be required to pay the invoice. PO Invoices will need to come in either electronically or via email.
Q: Can you change the Worktags in the receipt screen?
No, you cannot. A change order will be needed to update Worktags.
Q: How would you process/document a case where part of an order had to be returned (e.g., half of the beakers arrive broken). How would you document returns?
This is a separate process that will be covered in future training sessions. Please stay tuned for more.
Q: Are we going to be able to see all invoices? Some suppliers don’t have a viewable invoice now.
Not exactly, if it is a catalog suppliers, we will still receive their invoices electronically.
Q: If the requisition is sent back, do you have to recreate the requisition again or can you adjust it and resubmit?
You will be able to adjust and resubmit.
Q: Can Managers correct ChartFields or part of the ChartField if it is incorrect?
If you are a financial approver, you will not be able to change Worktags/ChartFields. Instead, you can send back with a comment. You will notice this change in all finance transactions on Workday. Financial approvers will have a review step.
Q: How are you alerted that you have comments?
The bell icon.
Q: What is the attachment limit per requisition?
None.
Q: How do we locate voucher numbers?
There will be a Workday generated supplier invoice number.
Q: Will the shopper be able to add a comment?
If they are requested, they can add whatever detail they want there, but you can switch out the person that responds.
Q: What if we have something shipped outside of UF and not to our office, will this still be allowable? Will we be able to change the delivery address.
This is still a decision to be made.
Q: Will there be any automated intake of invoices or will we need to manually upload them? I’m thinking of something like Trophy Shop invoices – we don’t have POs for those small orders.
We will cover non-PO invoices in a future GBAS session.
Q: On the “Create Receipt for Purchase Order” notification, is that autofilled PO number clickable, to quickly get to and review the order?
Yes, if it’s blue, you can click on it and find out more detail, and that is applicable to all of Workday, so not just for this.
Q: Can the cost center manager change the requisition without sending it back?
In Workday, the best practice is you will send it back to the initiator and they can update the approval steps.
Q: Is the cost center manager doing the same function as a Financial approver in MyUFMarketplace?
Yes, in Workday, the Cost Center Manager is effectively filling the same role as the “financial approver” does in MyUFMarketplace.
Q: Who can create a receipt?
Whoever you want to make the receipt – the name that you enter will take on the responsibility.
Q: Can multiple requestors be assigned if there is uncertainty over who will own the receiving?
Only one person can be assigned as the requestor.
Q: To confirm, best practice for invoices sent via email is for us to send it to TrustFlows?
No, not TrustFlows. In future state, TrustFlow will not exist; Workday will use its own process. Best practice if an invoice comes to you via email: forward it to the Accounts Payable (AP) inbox (email address TBD) so it can be ingested and the Workday process kicks off.
Q: To confirm, a shopper cannot add non-catalog items to a cart and then pass it to a requestor for processing? The requestor must enter all of the non-catalog item details on their end?
No. If the shopper tries to submit, it will give an error. You need the security role to be able to request.
Q: Will the date of “last change” occur when UFHR updates the family, group or profile?
The date of “last change” on each job profile will be the last date updated by UFHR.
Q: When searching, can you just type in the title “Human Resource Generalist II”?
Yes. You can also use part of the word in your search.
Q: Will OPS positions have a generic number moving forward?
All positions will have a position number in Workday, including OPS.
Q: Will it be possible to see a high-level view of career progression from a job family?
Yes, within a job family, you can see a high-level progression by role levels, especially if Workday Job Leveling is used to consolidate roles. Across different job families, no, Workday does not provide a single high-level cross-family progression view.
Q: Will we have access to salary grade compensation bands?
You will have access to the salary structure, and as long as they are updated, they will automatically pull into the job profile.
Q: Will we be able to see the security roles associated with the job profile somewhere on the same screen?
No, security roles are not tied to a job profile. They won’t appear on the job profile screen. They’re assigned to workers (or role assignments), not to the job profile itself.
Q: If you need to print a copy of the job description, can you?
Yes.
Q: Will employees be able to see their specific job description?
Yes, but it is still to be determined where we keep this information.
Q: If there are OPS position numbers and the OPS leave, do we reuse their number?
Position numbers are reusable, but this would depend on the organization.
Q: Are we going to be stricter in enforcing email signatures?
That will be a policy decision that is still under discussion.
Q: Will we only use the term “job description” going forward versus “position descriptions”?
No, “job description” refers to the general duties in the job profile, while “position description” captures the role-specific details for an individual position (e.g., percentages, specific responsibilities).
Q: Is supervision tied to a specific position number for both the supervising role and the position being supervised?
Yes, supervision is associated with the workers in their positions, and each worker (including the supervisor) has a unique position number. The supervisor’s position is distinct from each subordinate’s position number.
Q: Can you put into context when the demo from today would be used?
Today’s demo would be used when you’re creating or updating an employee’s position in Workday. It also showed how Workday groups jobs (e.g., by job family/profile) to align things like compensation and benefits.
Q: Will we still be able to review an employee’s history?
Yes, you’ll still be able to review employee history in Workday, though only limited history will be converted from PeopleSoft. Full PeopleSoft history will remain available in the enterprise data warehouse (EDW) via reporting tools.
Q: In future state, will we need to authenticate to access information that is currently public?
You will still need to log in to access information that you need to log in to see today.
Q: Will there be a FLSA exempt salary minimum reflected within the system along with the UF salary grade minimum?
If you are requesting a compensation change or bringing on a new employee, you would be required to put in the minimum of what the salary grade is. If anything goes below this UF minimum, either the FLSA or some other minimums, then there is an alert system.
Q: What is the difference between employee pay and compensation?
Pay is specific to payroll, such as transactions and where you would access paychecks. Compensation provides a historical view.
Q: How will the existing job data function be handled in Workday?
In Workday, the “job data” function is reflected as an employee’s historical job changes, and most of it can be reviewed on the employee profile, particularly through the compensation and related history sections.
Q: Will we have the history of position numbers?
Yes, you can see history as long as the history has occurred within Workday. PeopleSoft history will be stored in the EDW.
Q: Will the booking tool be the same as what we use now or will it be different?
As of today, Concur will remain the booking tool and World Travel will remain our agent. If that changes, we will be sure to communicate any updates.
Q: Is business purpose a required field?
It is, despite not being marked with an asterisk, there is a validation that won’t let users submit without completing this field.
Q: Are the spend authorizations in Workday in addition to travel requests in Concur?
Only travel booking will be done in Concur. All data entry will be entered in Workday.
Q: Can the traveler put in their own request?
Yes.
Q: Will users still need to assign delegates in Workday?
Delegation is for instances when you truly cannot do something yourself. More guidance to come here.
Q: If a faculty books a room, e.g., a conference hotel room, outside of the tool, will they need to use their personal card or can a PCard still be used?
Personal funds can be used, but if that faculty member is a frequent traveler, it may be in their best interest to have a travel card. More to come on the travel card program as the Core Office sets it up.
Q: Will conference registration expenses be allowed on the commodities card?
It is uncertain what will be allowed as of today. We are working on this in partnership with the Core Office. We are aware of the nuances around conference registration, and this is on our radar.
Q: Are departments asking their fiscal teams to create these requests and expense reports on behalf of their travelers, or are they requiring travelers to prepare them?
This will be on the departments to decide. The functionality exists for both employees to request for themselves as well as processing on behalf of others.
Q: It looks like all expenses being requested in the Spend Authorization are grouped onto one line. Will we no longer need to show the entire breakdown of each expenses’ cost?
That is correct.
Q: If you split the travel costs on the TA, will it automatically route to the approver for those worktags? For example, if I am splitting the cost between overhead tags and a sponsored research project, will this go to both the department administrator and the research administrator, or will one of those approvers need to be manually added?
Yes, split funding will require the approvers for each funding source to approve. The system will route automatically to both approvers.
Q: Why are certain people able to edit expense reports?
Certain people have a review role versus an approval role. UF has shared that in some units, the people initiating versus reviewing can be different, so we created this role to solve for this. You can have both security roles.
Q: Is there automatic routing per department ID or project approver?
It will route based on the Cost Center (department ID) and Worktag Selection (funding source).
Q: Please confirm if the cost center coordinator will have the ability to edit prior to approval.
Yes.
Q: Can I process on behalf of someone else?
Users with the Expense Data Entry Specialist security role can submit transactions on behalf of others.
Q: Will the booking tool remain?
UF will continue using the booking tool – Workday does not support travel booking.
Q: Will the Air Card stay?
The Air Card will remain in place for appropriate use cases.
Q: What changes can we expect to the UF card usage in future state?
UF is moving to a two-card model (Travel + Commodities); details are still being finalized.
Q: What happens if you forget expenses until after a trip? Some expenses come in weeks after a trip and I worry I’ll forget to include these in my expense report. How do you reconcile it if you already finalized it?
If you know additional charges are going to come in, hold off on finalizing your report until all expenses have come through. If you do finalize the report and additional expenses come in after the fact, there is a workaround to get these reimbursed.
Q: Is there a way to confirm the traveler has used the booking tool, or is this just the honor system?
You should use the booking tool – these rules still apply.
Q: Is there an option for calculating per diem instead of meals/lodging?
Yes, there are different expense types you will use for this instance.
Q: What happens if the amount of the travel expense exceeds the amount requested on the Spend Authorization?
The Spend Authorization will close when its maximum amount is fully reached. If you need more money than initially expected, you will have to up the amount of the Spend Authorization prior to you submitting.
Q: If the Expense Data Specialist and Cost Center Coordinator is the same person, one route will be skipped. Which step will be skipped?
Workday will recognize that the Expense Data Specialist and Cost Center Coordinator is the same person. The workflow will initiate and Workday will route it to the Cost Center Coordinator for review before sending it to the Financial Approver. If there is a split fund, they would route concurrently.
Q: What happens if you must split the expense between two chartfields/worktags?
It is possible, and this is functionality we want to fix before go-live, but right now it would be a split line on the expense report. You can also itemize, though it is not as seamless of a process as it is right now in Concur.
Q: With itemization, are we able to itemize things like tolls, parking, etc.?
We are working with the Core Office to review these travel directives and to confirm that we are capturing all the information and following all the rules.
Q: Will we be able to search by UFID rather than name?
Yes, you can search by either UFID or name.
Q: Are guest travelers’ expense reports processed the same?
Most of the fields will look the same, but the setup for getting guests into the system is different.
Answers as of April 1, 2026.
Q: Will there be deadlines prior to go-live for new requisitions to be added to PageUp? What will happen to active recruits in PageUp on the go-live date?
We will have a plan and a timeline for the transition from PageUp to Workday. We will share more details as we get closer to go-live.
Q: Can you provide a work process example that explains the differences between the Recruiter and Primary Recruiter?
The Primary Recruiter is the person who “owns” the job requisition and works on the job requisition (ex: dispensing applicants, moving applicants forward). Recruiters within the same department will be able to see the information on the job requisitions of the Primary Recruiter but won’t “own” those jobs.
Q: For research hires, will Workday have the functions and applications for risk assessments?
Yes, we will have a process for conducting these screenings in Workday.
Q: Will the pay grades displayed be associated specifically with the position type?
It will show the information of all the pay grades, not specific to the job you are posting.
Q: Will OPS positions be considered internal positions?
OPS positions can be posted internally or externally.
Q: Will a manager be able to choose a delegate to create a job requisition?
Recruiters will usually be the primary individuals responsible for creating job requisitions.
Q: Is it a compliance issue to only be able to make jobs available to internal people as opposed to both external and internal?
It is allowable to post as internal to UF employees only; however, there will be guidance provided as to when this would be appropriate.
Q: Will requisitions be needed for hiring graduate assistants?
Yes, job requisitions will be required for hiring graduate assistants.
Q: Will there be a way to generate position numbers in Workday?
Yes. The system generates position numbers during the requisition‑creation process when you are creating a new position rather than replacing an existing employee.
Q: Can candidates be transferred from an evergreen position to any open position with a position number, such as a vacant role, or only to a linked position or one with the same title as the evergreen posting?
You will transfer a candidate from an evergreen to a non-evergreen job requisition that has a position number. That job requisition should be linked to the evergreen before moving the candidate.
Q: When you say “create a position” are you referring to a TEAMS or Faculty position or just OPS?
Create a position could apply to Faculty, TEAMS or OPS. OPS will have position numbers in future state.
Q: Is the recruitment role automatically given to certain faculty/staff roles (that are higher levels)?
Recruitment‑related security roles are granted intentionally and only to users who need them for their job responsibilities.
Q: When creating faculty positions, how do we add a faculty search committee?
The Recruiter creating the job requisition will be able to add committee members towards the end of the process and prior to posting.
Q: Will the system know which positions are veteran preference?
Yes, that information will live on the job profile.
Q: RISC clearance for research positions and RISC for immigration has been a thorny space. Will the new system help clarify this space?
We have been working very closely with the RISC office on the screening process within recruitment for the research/research support roles.
Q: Will a faculty member need to fill out a job requisition for all their GAs? In other words, the faculty member will complete the task rather than delegating it?
GA requisitions will be initiated by the recruiter. In the current state, this function is performed by an HR administrator.
Q: Is there an option to post positions “open until filled”?
Yes, this will be an option.
Q: Will our current roles be transferred to the equivalent in Workday? Or will we need to request roles?
More to come on this as we get closer to go-live.
Q: If we post a TEAMS position as internal, can a current OPS employee apply or would that make them not eligible since they are not in a permanent UF position?
This is policy-related. They may be eligible because they have access to the internal site.
Q: How do security roles fit into this demo?
There will be a security administrator that assigns these roles in Workday. You do not need to assign security roles every time you hire someone new – the roles will follow the position.
Q: Is there a job requisition number that’s generated immediately?
Yes, Workday will automatically generate a job requisition number.
Q: I noticed the icon for comment was similar to the Salesforce logo. Is there integration/communication with Salesforce similar to current state in PeopleSoft?
We won’t have an integration with Salesforce, but in some cases, we may be able to set up certain communications to be pushed out from Workday to Salesforce.
Q: Will HR Partners be able to create requisitions, or will that be limited to recruiters only?
HR Partners can create requisitions if they’re assigned the recruiter role in Workday.
Q: Can I see what the requisition looks like from a compensation finance approver perspective?
Yes, if the job requisition moves through the approval process, you will be able to view the requisition details once it reaches your level for review. You will see nearly all of the same information available to the recruiter; however, you will not be able to search for or view a job requisition unless it has been routed to you as part of the approval process.
Q: How will RISC come into play?
We have built out the ability to appropriately screen candidates for the Researcher/Research Support roles within the Recruitment module. The process is similar to current state in PageUp.
Q: Can the recruiter be the primary recruiter?
Yes, a recruiter can be assigned as the primary recruiter through the assigned role task.
Q: Is there a position control aspect to Workday that would allow us to track allocated (budgeted) positions vs how many are actually filled? This would allow us to track vacant budgeted positions.
Workday doesn’t have a true position‑control feature that ties position creation to budget, so the short answer is no, it won’t automatically track allocated (budgeted) positions against filled positions or block new positions based on budget. You will be able to run reports on open and closed positions, which helps with visibility into what’s filled vs. vacant. But the system itself won’t prevent someone from creating a position outside the budget — that’s why the Compensation/Finance approver is built into the approval workflow.
Q: What about training for these roles? Will it be listed with the roles?
Yes, we will have lots of training resources, including role-specific training when appropriate.
Q: Will having multiple recruiter roles be an issue/conflict in the system with actions that can be taken?
Having multiple recruiter roles in Workday won’t cause a system conflict. Workday can handle users having more than one recruiter‑related role.
Q: Will HR Partners be able to see and view the activity on all job requisitions? Or would they need to be added to primary recruiter to be able to see the activity on requisitions?
If an HR Partner is going to be involved in recruiting activities, they should also be listed as a recruiter to be able to see what they need to see.
Q: Is there a way to copy a requisition if you are recruiting many for the same type of position?
You should only complete one requisition for each type of position. It is not recommended to copy a requisition.
Q: Are there reporting features available? This is wonky with PageUp now, so I hope your team can work with us on making that possible.
Yes, Workday has many reporting options and we have also requested many custom reports surrounding recruitment.
Q: What if we want to post the job opening in Chronicle of Higher Ed Jobs?
At this time, we expect to continue our partnership with JobElephant to post to any external sites that we have contracts with.
Answers as of April 8, 2026.
Q: To confirm, the payment date will be based on the invoice received date, not the date on the invoice?
Yes, this is an operational shift. Statute states that payment terms kick off when invoice/goods have been received.
Q: Will suppliers be set up in Workday to account for suppliers that are not Net30 for payment? Or is that going away and everything will be Net30?
Payment terms default based on supplier set up. This supplier is defaulted Net30. We have other suppliers with different terms, such as Net40, Net10, etc.
Q: Since payment is based on the invoice received date, if a faculty member received the invoice on 4/1, but did not give the invoice to the fiscal staff until 4/7, what would the invoice received date be?
You should put the date the invoice was received by UF, so I would use 4/1. We will work with Core Office to make sure training materials are clear on UF’s expectations.
Q: Can you select another remittance address if there are multiple? (i.e., different divisions of a company)
Yes. Right now, we only have default addresses in the test environment. Additional addresses will be available for selection.
Q: Will there be a terminology crosswalk for users for chartfields/worktags as things switch over?
There are resources on the Empowering UF website that you can reference. We are working to keep the website updated with relevant resources as changes are made.
Q: Why are there asterisks next to some of the categories if they are not required?
Workday allows us to put asterisks on some categories that are not required via validations (rather odd, we know). Regardless, transactions will not be able to be submitted unless the required fields are filled out.
Q: Will Workday let us use splits at the beginning that will apply to the entire order instead of having to do it per line item in the request?
Line level splits is what we will have available to us in Workday.
Q: If we are using the invoice received date for payment terms instead of the invoice date, when are we changing the invoice date and would that change the payment date?
The invoice received date and payment terms is what determines payment due date.
Q: What if an invoice is a foreign currency invoice (wire payment)?
We pay in USD currently, the people who are paid via wire will be settled on the payment side.
Q: Should non-PO invoices be sent directly to the department and then we submit the request, rather than sending to a central processing email where they upload the invoice and it is routed to us?
Correct, non-PO invoices should be submitted to the department.
Q: What memo will show up in the transaction details reports? (memo on first page, memo under billable or internal memo?
The header-level memo is what carries over into the report. The internal memo stays with the request.
Q: Will we be able see payment details for the invoice request (date sent, ACH totals, etc.) for supplier/dept payment inquiries?
This is the date the payment will go out. It is unclear whether you will see payment details on the invoice. Your request turns into an invoice, and that is where you will be able to see remittance details.
Q: How do we link a received invoice to an existing PO?
This is a different process and was covered in the previous Purchasing at UF – Part 1 GBAS session. Please see the March 18 demo for more information.
Q: For discrepancies identified by a cost center manager/approver, can the fields be adjusted directly, or does the invoice need to be sent back for corrections?
It needs to be sent back for correction. The Purchasing at UF – Part 1 GBAS session references the shift from approving and reviewing to reviewing or approving. Please see the March 18 demo for more information.
Q: I am assuming that this workflow will replace our current system Concur and Pcard transaction reconciliation (verification) will require supervisor approval?
This is correct. It is replacing Concur. The commodity purchases will require financial approval.
Q: What if the employee who did not provide a receipt is no longer with UF? Where does the acknowledgement route?
That acknowledgment is needed for it to move through. It will show up in the task box for whoever the delegate assigned is.
Q: When you reconcile your Pcard, are you reconciling the total amount on your PCard before you break down the expenses of what was purchased in the transaction details?
Transactions load into Workday, you then can reconcile the charge as a whole or itemize the transaction line-by-line, whichever you choose.
Q: Is there a file limit size to the attached receipts?
The limit we have come across is 30mbs.
Q: Can we verify for workers that are in different “companies”?
A company is a legal entity. If you are a procurement data specialist for multiple companies, you can change the company on the transaction line for the company you need to complete the reconciliation for.
Q: Will international transaction fees now be linked to the associated transaction so we can identify which fee belongs to which charge when there are multiple transactions with international fees? Currently, this is very difficult because the fees post separately as “International Transaction Fee” with only the amount shown.
We are pulling the bank details, so if the bank is pulling it as separate lines, we will too.
Q: Can we create a commodity card reconciliation for an individual in the same department if they don’t have a Pcard?
If they don’t have a card, then there is nothing to reconcile. There won’t be any charges to come through.
Q: Will people be allowed to have one of each card type?
Yes, we expect this to be the case. More details on the exact card programs will work to come.
Q: Can worktags be added for a group of transactions all at once, then individual details like business purpose or itemizations be modified separately?
Different from an expense report, Pcard verification process is transaction-based. You verify the transactions and verify it line-by-line if needed. You can do either.
Answers as of April 15, 2026.