Finance Transformation

The UW is making sweeping changes to our financial systems. Here you will find a snapshot of what all MSE faculty, staff and students most need to know and keep in mind as we undertake this transition. This page will be updated as new information becomes available. For a more in-depth look, check out the UWFT homepage.

Important dates and deadlines

Procurement:

Final day for Ariba purchases: June 1
Final day to submit reimbursements for processing before Go-Live: May 31
- Any submissions after that date will be processed after Go-Live

Subwards in Ariba:

Any that go past June 30 will need to be reentered by MSE staff after July 6. Subawardees should expect delays of payment

Contracts and purchase orders (BPO):

Any standing contracts/purchase orders that go past June 30 will need to be reentered by MSE staff after July 6. Vendors should expect delays of payment.

Facilities:

No MSE User Facilities purchases: June 17-July 6

Grants:

UW Offices have set deadlines and determined that any items that could not be processed by June 15 will be processed by GCA and OSP after Go-Live. With that in mind, please be aware of these deadlines:

5/19: Recommended date to submit Advance Budget Requests for awards with anticipated start dates between 6/09 and 8/01
6/01: Last day to submit Advance Extension Requests and No-Cost Extension or Temporary Budget Extension Requests for awards that end between 6/09 and 8/01
6/02: Final Action Date for financial reports due at the end of June
6/7: Last day to submit requests to GCA. Types of requests include:
- Transpasus
- Journal vouchers (deficit transfers, F&A cost adjustments, closeout adjustments)
- Advance Budget Requests for awards with anticipated start dates between 6/09 and 8/01
- Changes in the financial system (e.g. organization codes changes, FIN status changes)
- Cost Share additions and changes in eFECS

Action items

Familiarize yourself with cutover impacts and deadlines
Prepare for May/June/July lockout periods
Plan ahead for purchases and supplies needed in June and July – order now!
Prepare to take Workday training in May, June and July – set aside time
Prepare yourself that UWFT and Workday terms and concepts are different from current terms and concepts
Keep an eye out for emails regarding MSE specifics

Key changes for MSE personnel

For faculty/postdocs/researchers

Procurement

Ariba is being phased out to be replaced with GHX and Workday Strategic Sourcing (WSS)

GHX – New cloud-based punch out catalog that will integrate seamlessly with Workday
Workday Strategic Sourcing – Big orders, will standardize all contracting and solicitation at the org and enterprise wide levels; signing of contracts will be automated and routed within WSS
Key change: MSE Staff will place orders.
You will still use a webform on the MSE website to communicate the purchase with MSE staff, and receive a Submission # to track individual requests.

Grants

No more Grant Tracker - new system is Award Portal
Sage BUDGET required
No MyFD - use Workday to review and reconcile budgets
Both eFECS and GCCRs will be replaced by a new solution: Employee Compensation Compliance (ECC).

What's not changing?

You will still use webforms for purchases - just it will be for all purchases.
You will still use the webform for grant submissions.

Reimbursements will be processed as before. MSE fiscal staff will process reimbursements in Workday on your behalf. Please use the travel reimbursement or purchase reimbursement webforms to submit reimbursement requests.

For student employees

Procurement

Ariba is being phased out to be replaced with GHX and Workday Strategic Sourcing (WSS)

GHX – New cloud-based punch out catalog that will integrate seamlessly with Workday
Workday Strategic Sourcing – Big orders, will standardize all contracting and solicitation at the org and enterprise wide levels; signing of contracts will be automated and routed within WSS
Key change: MSE Staff will place orders.
You will still use a webform on the MSE website to communicate the purchase with MSE staff, and receive a Submission # to track individual requests.

What's not changing?

For student non-employees

Procurement

Ariba is being phased out to be replaced with GHX and Workday Strategic Sourcing (WSS)

GHX – New cloud-based punch out catalog that will integrate seamlessly with Workday
Workday Strategic Sourcing – Big orders, will standardize all contracting and solicitation at the org and enterprise wide levels; signing of contracts will be automated and routed within WSS
Key change: MSE Staff will place orders.
You will still use a webform on the MSE website to communicate the purchase with MSE staff, and receive a Submission # to track individual requests.

Reimbursement

Key change: Students will submit webform to initiate a reimbursement, and receive a Submission # to track requests.