Finance Actions Needed prior to Go-Live!

Message in American Sign Language

Dear Gallaudet University and Clerc Center community,

Thank you for your hard work as part of Gallaudet’s transformation efforts. We have reached a critical point in our journey: We are making the final push to transition to Workday from PeopleSoft and can’t wait to see how this modern-day system helps transform the way you and your teams operate in the future. We are confident that the Workday implementation will generate the much desired and anticipated efficiency and ease to your day-to-day work. Thank you for your valuable support and inputs all along this journey.

The Workday Go-Live date is September 26, 2022. As we are nearing that date, our humble request is that you complete a few actions to prepare for this change and allow for a seamless shift to the new technology.

Each task, listed by role at GU below, has a cut-off date, as there will be a period when transactions will no longer be processed in PeopleSoft before the Workday go-live. During this time, any new transactions (e.g. a supplier requisition) that is received after the cut-off date will need to be completed within Workday after its release date.

All staff and employees

• By September 15, 2022, please submit the following outstanding items:

  • Official business expense requests for reimbursement paid personally

  • Purchasing card statements, receipts, and business expense reason

  • Travel expense reimbursements

  • Pre-travel expense authorization forms

Division Leaders and Budget Unit Heads

• Submit ALL FY22 purchase requisitions in PeopleSoft before August 26, 2022

• Send ALL supplier invoices due by the end of FY22 to accounts.payable@gallaudet.edu before September 15, 2022

• Notify purchasing@gallaudet.edu of any purchase orders that should be closed in PeopleSoft before September 15, 2022

• Submit requests for credit/debit memos to Accounts Payable before September 15, 2022

• Send forms related to any sale/disposal of fixed assets to the Finance team before September 15, 2022

• Request any budget transfers and account transfers that relate to FY22 before September 15, 2022

Business Development and Campus Services Team

• Collect and send all revenue receipt details to the Finance team before September 15, 2022

• Issue all possible customer invoices before September 15, 2022

• Request for damage deposit returns to the Accounts Payable team before September 15, 2022

• Request issuance of credit/debit memos for invoice adjustments to be issued to customers/vendors/associates before September 15, 2022

PI & Post-Award Team

Please refer to email from Tianqi Zhou related to year-end grant priorities sent this week.

• Please submit below outstanding items before September 15, 2022:

• Sponsor invoices for grant money collection

• Sub-Recipient supplier invoices to Accounts Payable

• Effort reporting/certifications for year-end FY22

• FY22 travel expense reimbursements

Next Steps

We understand that this is a lot to commit to, but we earnestly seek your support to make this transformation a grand success for Gallaudet. We would like to answer a few anticipated questions:

What if I receive business documents (e.g. supplier invoices) after September 15, 2022?

• Send them to the appropriate team (e.g. Accounts Payable) right away.

• Any business documents (e.g. supplier invoices or expense reimbursement requests) received after September 15, 2022 will be processed in Workday after September 26, 2022 and NOT in Peoplesoft

• Any and all expenses/invoices related to FY22 budget will be accepted up to October 30, 2022 beyond which the expenses/invoices will be considered FY23 expenses.

You are CENTRAL to the success of this effort. By supporting on the above ask, you will help the Operational Transformation team enable a smooth transition to Workday, minimize disruption of processes, and compress any system downtime during the transition period.

We will reinforce this information once every month up to Workday Go Live on September 26, 2022.

We are looking forward to sharing more information with you and thank you all for your hard work and commitment to our community.

Thank you,

Operational Transformation

Brad Hermes- Chief Financial Officer