Processing Award Checks in Workday: Ad Hoc Payments for Student Awards must be submitted two weeks prior to pick up.
Please make sure that the Award/Prize form is complete and signed by the department head and Dean before beginning this process.
Type ‘create ad hoc payment’ in the search bar or you can find it in your Cost Center Workbench under “Quicklinks”. Click on “more (6)” to see the whole list.
•The first required field is “Company”. Click on “Companies” and the top option should be Rhode Island School of Design. Choose this.
•Next required field is “Bank Account”. Click on “Bank Account for Ad Hoc Transactions” and click on “WF Accounts Payable”.
•Two options appear here: Check in the circle “Payee” and type the student name in the box. If the name does not come up, this means that the student is a “New Ad Hoc Payee”. Check that circle and type in the student’s name to put them in the system. This is important. You are adding this student into the Payee system. Be sure that the name is complete and correctly spelled.
Student ID #s are not in the system and will not work.
•Next required field is “Currency”. Type in USD, or click on “Preferred Currencies” and USD is at the bottom of the list.
•Next required field is the “Payment Date”. This should auto-fill, but if not, would be the date you are entering the information.
•Next required field is “Payment Type”. This should be the first on the list “Check”. (NOT WF - Check).
•Important! If you want to pick up the check, go to the line “Handling Code” and check “Pickup” which is at the bottom of this list. If you choose this, you do not need an address for the payee.
•In the chart under the “Lines” menu, scroll over to the “Spend Category” and type in “52507”. “Awards” should appear. Next, scroll over to the “Gift” and type in the name of the award as it is written on the paperwork e.g. “Ken Hunnibell Prize in ID”. The award should come up as an option .It is better to type the name of the award rather than the account number at this time. Be careful here, as there are scholarships and restricted accounts that have very similar names. As long as the name of the award is accepted in Workday, you do not have to do any other related work tags.
•Because this is considered an “invoice” it requires an attachment, NOT a W9. Attach a scan of the signed award form with all of the information filled out and Submit.