Academic department coordinators

• Cost Center Coordinators: If you are a Cost Center Coordinator and will not be accessing Workday for more than 10 business days at a time over the summer, please set up a delegation to your Chair.

  • • • If you will be delegating Workday tasks and approvals to your Chair, please inform them by email so that they are aware of the delegation, with start and end dates. 

      • Note: a delegation requires approval from your supervisor before going into effect. Be sure your supervisor approves the delegation.

Department chairs

• During the summer months, Department Chairs should log into Workday and resolve tasks frequently, but no less than once per week. 

• If a Department Chair cannot access Workday for more than 10 business days over the summer, please set up a delegation to Lisa Sullivan. 

• If you will be delegating Workday tasks to Lisa, we ask that you email provostsoffice@mtholyoke.edu to inform our office that a delegation will be set up, including start and end dates, so that she can approve it. 

Faculty

• If you are a faculty member with a p-card, please ensure that all transactions have been processed in Workday prior to leaving for the summer, and no later than July 3.

  • • • • Review the “Reminders from Financial Services” section for instructions on how to reconcile purchases

• If you intend to use your PCard during the summer months, you must reconcile transactions in Workday within 10 business days. 

• To ensure the timely completion of end-of-year processes, all Workday transactions, particularly financial transactions, must be submitted and their approval process completed by July 3. 

• Any other transactions for which you are the manager of record should be processed within 10 business days during the summer months. 

Setting up delegations

Any Workday tasks and approvals for which you are responsible will remain in your My Tasks, which may cause delays in processing if you are away from the College. If you plan to take time off this summer, please set up a delegation (and ensure your supervisor approves it) before you leave to avoid delays and backlogs.

FY26 payroll schdeule now available

• Please view it on my.mtholyoke.edu.

Vacation time reminder

• The fiscal year is already more than halfway over, and we encourage you to work with your supervisor to schedule vacation time in the coming months. Please ensure that all time off is recorded promptly in Workday. Any vacation time used through June 30, 2025, will count toward your fiscal year 2024–2025 balance. The maximum amount of vacation time that can be carried over into fiscal year 2025–2026 is 20 days, per MHC policy. Exceptions to this policy will be minimal and will apply only in extraordinary circumstances.

  • SUPERVISORS: use this guide to Review your Team’s Vacation Balances and be sure to approve vacation days in a timely manner. 

  • EMPLOYEES: use this guide to View Absence Balances (time off)

• The FY26 Payroll Schedule is available. View it here.

Complete the performance management process by June 30

• The majority of College staff performance evaluations are due by June 30. If your position ends prior to June 30, the entire performance evaluation process, including your manager's contributions, should be completed prior to your departure. Please note that some positions, such as those in dining, may not follow the standard evaluation process.

Workday Learning is growing!

• We’re always adding new content to Workday Learning. Here’s a list of the newest Workday Learning Content.  

• Workday Instructional Guides (WIGs- also formerly known as Workday training guides and Help Articles) are being updated and moved from TDX to Workday Learning. This migration will be complete by June 1, and any links to the LITS portal site (TDX) disabled by close of business on June 2. 

Purchasing card holders

1. Procurement Card Verification 

•  Ensure your purchasing card transactions that are in Workday are recorded using the Procurement Card Transaction Verification task.  

2. Travel Cards/Expense Report tasks

• Complete or Create Expense Reports for all travel FY25 card transactions that are in Workday and all FY25 expenses incurred by individuals that do not have a College travel card.

Purchasers

1. Review your notifications regarding Purchase Orders with no receipt. 

• Has a service been completed or goods received and the receipt has not been completed? If yes, then Create a Receipt.

• If there are items on order that have been canceled, do not create a receipt. Instead, add the canceled item to this form so Financial Services can update your purchase order and remove the notification.

Cost center managers

1. Run the “Find Spend Authorization Lines for Organization” report using the following criteria:

• Spend Start Date On or After 7/1/2024

• Spend Start Date On or Before 6/30/2025

• If you leave Organization blank, the report should run for all of your Cost Centers; otherwise, you can enter your Cost Centers in the Organization box. 

  • • Open the folder “My Organizations” to see a list of all accounts you manage.

• In the results, filter on Draft or Approved and review every line still open (does it need to be closed or cancelled?). Take appropriate action on each spend authorization. Review Manage Spend Authorizations for details. 

2. Run the “Find Supplier Invoice Requests” (SIR) report to see if any documents have been left in Draft status. If there are results, research to see if the invoice has already been submitted and this is a possible duplicate that needs to be cancelled. If so, use the related actions menu to Cancel the SIR and clean up outstanding encumbrances.

3. Run the “Find My Team's Cash Advances” report to locate outstanding petty cash and cash advances. 

4. Work with your team to ensure that their credit card activity and other purchases are fully reconciled (see guidance above). 

Additional reminders

• End of year spending: Division Vice Presidents have committed to providing savings into the College within their areas, so please do not spend down your budgets solely because funds remain.

• Task completion and approvals: Please make sure that all financial tasks in Workday are completed and approved, so that all FY25 transactions are included in the proper audit period. 

  • • Transactions will not post until both the task is submitted AND the approval is complete.

    • Please make sure to allow time to both initiate the task and build in time for approvals, keeping in mind that tasks may be sent back for corrections. 

• Petty Cash funds and cash advances should be turned in by the end of the fiscal year.  If you are an academic year employee, please make sure that the petty cash is closed out. Submit an Expense Report to record any petty cash funds spent and bring the remaining cash amount to the Cashier in Skinner Hall (available weekly on Mondays and Wednesdays). Remember to connect the Spend Authorization related to the cash advance.

• Prizes and Awards are paid to students using Create Miscellaneous Payment Request (MPR).  If you would like the payment to be processed on a specific date (due to an award ceremony), enter a Due Date and select “Hold Payment until date of Event” in the Handling Code field.

  • • To find and cancel unfinished Miscellaneous Payment Requests, run the “My Miscellaneous Payment Requests” report. Use the related actions menu to Edit and Submit outstanding requests, or to Cancel unnecessary MPRs. 

Review College policy regarding gift giving and end of the year celebrations. Highlights of the policy include the following: 

• College funds may not be used toward a gift for the individual, regardless of whether there is a College funded farewell or not. Only one farewell gathering per departing employee is a covered expense.

• Farewell gifts for graduating senior students are not a covered expense.

• Gifts for students are not reimbursable expenses (except during student worker appreciation week, when a nominal amount of up to $15 per student worker is allowed).

• One annual office or department function is allowed and may be covered by a department budget (a nominal amount of up to $15 per person). Gatherings that fall under this guideline include holiday gatherings, end of the semester and/or end of the year functions.