Workday New Academy Companies

There will be new hierarchy levels to enable central finance reporting. See the visual below to learn more.  Note: There are no new companies for UHealth.

No. You should not notice any limitations in access. The project team will update Workday security assignments to ensure you maintain visibility and are able to initiate transactions for all companies that are required for your role. This includes maintaining access to Company 200 for year-end activities or historical reporting needs that continue to occur after June 1, 2025.

No. Approval routing will not be impacted.

Yes. Academy employees must review and update the Company field when completing the Expense Report header, which will continue defaulting to Company 200 for all Academy users. The fastest way to determine the correct Company is by reviewing the naming convention of the defaulted Cost Center. Refer to this document for more guidance.

If you do not update the Company before creating expense lines, you will receive an error message upon submission and need to re-create the report with the correct header.

Important: Expense reports should have been submitted to the disbursements queue by 5 p.m. on May 29. Reports in draft at this time will need to be re-created as of June 1 using the new Companies.

No. We are not creating new companies for UHealth, however, UHealth employees who transact with Academy should be aware of these changes.

Additionally, as part of the research conversion effort for the New Academy Project, Grant Worktags previously converted as part of the MSOM project will be converted to new Worktag numbers to move the Grants and respective Awards to Company 500.

• Grants previously converted to MSOM with a “-1” will be re-created with a “-4” (e.g., GR-000001-1 becomes GR-00001-4) and the Corresponding Awards will be re-created with a “-3” (e.g., AWD-000001 becomes AWD-000001-3).
  
  Note: Any MSOM Awards/Grants created after the MSOM conversion which already have an award header in Company 500 will not be impacted by this project.

No. Workday will not allow ‘PO/Requisition Line Splits’ where the Worktags cross multiple companies. As a workaround, for multi-line PO/Requisition, consider assigning individual lines across the appropriate Worktags and Companies.

All employee organization assignments still sit in company 200 renamed (200 UM Corp Enterprise). Please continue to select company 200 for these business processes (i.e. job requisition, hire, add job, and job change).

Yes. For any Worktags that are converted to the new companies, the old Worktag will be inactivated after FY25 close activities are complete. This means there will be a period where the old Worktags are still active. Note, validations will be in place to prevent users from posting to an old Worktag with a transaction that should post to FY26 (based on the accounting date).

Workday error messages will prevent you from submitting a transaction using an incorrect combination of Cost Center and Company.

Use the Company Crosswalk to verify the corresponding Company for a Cost Center. As of June 1, you can run the Data Audit Cost Center - Company Crosswalk directly in Workday. Cost Center names have been updated to match the new Academy Company structure. Refer to the Workday Academy Cost Center Naming Conventions document for guidance. 

No. Continue selecting Company 200 - Academy for all FY25 transactions, including any year-end entries and accruals using an accounting date in FY25 (on or before May 31, 2025).

Note: For any remaining year-end transactions entered after June 1 but with an accounting date in FY25:

1. Select Company 200 (which will now be named UM Enterprise Corp).
2. Enter an accounting date in FY25 (on or before May 31, 2025) so year-end financial statements are accurate.
3. Enter the old Worktag numbers.

Accrual entries booked to Company 200 - Academy before June 1, 2025, will reverse to Company 200 - UM Enterprise Corp after June 1, 2025. 

On June 1, payroll accrual reversals will be posted to Company 200. The project team will perform journal entries to redistribute these accruals to the appropriate new Academy Companies based on the cost center for the payroll accruals. This will ensure accurate company-level reporting for the new fiscal year.

Yes. As of June 1, all existing payroll costing allocations will be updated by the project team with the corresponding New Academy Company (based on the cost center) and new Grant Worktag.

Use the New Academy Companies and Grant Worktags for any payroll costing allocation changes effective after June 1:

• Run the Data Audit Cost Center - Company Crosswalk report to confirm the corresponding Company for a Cost Center.
  
  
• Run the FIN-PAY-Workers by Organization with and without Costing Allocation report in Workday to verify that you have a valid Costing Allocation for all employees.

A new Supplier Contract (SPC) number will be created for Supplier Contracts. New SPCs will be created for:

1. Sponsored Research subawards where (1) the associated Award is converted, (2) the balance <> $0 and (3) the Status = active, approved, amendment in process, or approval in process.
   
   
2. Real Estate, Leases currently mapped to Cost Centers that will roll up to the new Academy Companies.

The “Supplier Contract Name” for the New SPC will include the old ID # (e.g., [Supplier Contract Name] [Old SPC Number]). That way, if you search for the old SPC #, the new SPC will appear in search results. New Supplier Contracts will be created after FY25 close activities (mid-June). At that point, the old Supplier Contracts will be inactivated.

Processing of the ISDs can continue as is. The project team will update header companies for ISD’s associated to impacted Cost Centers. Furthermore, you should be able to "charge" any company.

No. The BI Tool will incorporate these Workday changes. You will notice no changes to the reporting at the Cost Center or Cost Center Hierarchy level.

Yes, both DOLFIN and PowerBI will be updated with new Workday Companies.

No. You may continue to run reports by Cost Center or Cost Center Hierarchy with no changes to your experience.

No. You will not lose access to activity or balances before June 1, 2025, although most historical activity will remain in Company 200. Guidance will be provided closer to launch on how to run reports to capture historical activity.

In some cases, yes:

• MSOM Grants with a “-1” and their corresponding Awards will be included in the conversion effort. The Grants will become “-4” and the corresponding Awards “-3” (E.g., GR00001-1 becomes GR00001-4, AWD00001 becomes AWD00001-3). This will correct the Award Company to 500 for accuracy.
  
  
• MSOM Grants without a “-1” and their corresponding Awards will not be impacted.

Yes. Effective May 23 at 5 p.m. the Office of Research Administration (ORA) is temporarily pausing the integration of new Awards between IBIS Research and Workday. As a result, new Notices of Awards (NoAs) and executed contracts received between May 24 through May 31 will be set up after the conversion is completed on June 1.

Life-to-date balances are converted to the new Grants upon completion of year-end close (~July).  At this point, you may run reports using the new Grant number (e.g., GR-000001-3 or GR00001-4) to see grant balances.

A new Supplier Contract for Subawards (SPC) will be created in the corresponding company if they meet the following criteria:

1. Supplier Contracts associated with the award conversion population, and
2. Status = active, approved, amendment in process, or approval in process, and
3. Balance remaining as of May 31, 2025 <> $0

A new SPC number will be created for the converted Supplier Contracts. Note: the new Supplier Contract Name will include the old ID # (e.g., 01234 Tagur SPC00001). That way, if you search for the old SPC #, the new SPC will appear.

Reference the Grants Conversion Guide for more details.

No. Subrecipients do not need communication about the new SPC numbers. Accounts Payable (AP) will apply payment against the new SPC, even if payment comes with the old number.

Academy Cost Center naming conventions has been updated as of June 1 to match the new Academy Company Structure. This will provide a clear indication of the correct Company for each Cost Center. Refer to the Workday Academy Cost Center Naming Conventions document for guidance.

New Grant, Award, Capital Project, and Endowed Gifts Worktags were created as of June 1 to align to the New Academy Company structure. Refer to the New Worktag Numbering Conventions document which provides the numbering conventions for easy identification of New Worktags.

Depending on their home Cost Center, Academy users will be required to update the Company field on Expense Reports as of June 1 or they will receive a hard stop upon submission.

Refer to the Expense Report Guidance document which provides an overview of steps for those submitting expense reports.

New Grant, Awards, and corresponding attribute and financial data will be created as part of this effort. Refer to the New Academy Grants Conversion Guide which provides details on the grants conversion for the ORA teams and Grant Administrators.

A financial data conversion effort is planned to move all financials to the corresponding companies for FY26. As part of this, there are specific approaches and guidance to handling items that are ‘in progress’ as we transition to the new Academy Company structure, including expense reports, purchase requisitions, PO’s, supplier invoices, supplier contracts and customer contracts.

Review this guide for an overview of conversion approach and end user guidance for handing these ‘in progress’ transactions as of June 1.

A special preview meeting was held for our Certified Workday Super Users, along with additional guests from the Central Offices. During this session, we introduced the new Workday Academy companies and shared important information about this exciting initiative. To view the full meeting:

• Click on the recording link
  
  
• Review the PDF of the presentation