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ACTIONS TO TAKE BEFORE GO-LIVE JULY 1, 2022

Participate in Ongoing Training Opportunities

Workday training is now live! Prepare for Go-Live by engaging in a variety of self-driven and real-time learning opportunities.

To view what the best learning path is for you, click here.

Visit the Workday Training Calendar for upcoming live sessions and the Workday Training Catalog for details on self-driven learning tools. 

Human Resources Key Dates and Actions

With the implementation of Workday and our last payroll in PeopleSoft quickly approaching, we wanted to share some important HR and Payroll deadlines so you can plan accordingly.  

The last payroll in PeopleSoft will be PPE June 23, 2022.

Job Postings*

WHY? The recruiting/hiring process is transitioning to Workday.

Jobs will be posted for up to two weeks after the June 17 deadline. All postings must have an end date of June 30th at the latest.

Departments can continue to finish their recruitments in PageUp.  Managers will maintain the applicant flow through PageUp to the point of offer. At hire, Managers will use Direct Hire in Workday.

WHY? The recruiting/hiring process is transitioning to Workday.

There will be a freeze period on these actions from June 1-30. 

WHY? PeopleSoft was cloned on April 28 and actions that take place between April 29 and June 23 will need to be caught up in Workday. The goal of this freeze is to reduce the number of transactions that will need to be caught up in Workday.

WHY? The recruiting/hiring process is transitioning to Workday.

This process will be transitioning to Workday.

*All postings must have an end date of June 30th at the latest. Departments can continue to finish their recruitments in PageUp.  

ePAF Deadlines for PPE June 9, 2022

This process will transition over to Workday.


Salary Cost Transfers for FY22 through PPE 06/09/22 must be submitted and approved in HCM system by 5 p.m. ET.

ePAF Deadlines for PPE June 23, 2022*

This process will be transitioning to Workday.

There will be a freeze period on these actions from June 1-30. 

WHY? PeopleSoft was cloned on April 28 and actions that take place between April 29 and June 23 will need to be caught up in Workday. The goal of this freeze is to reduce the number of transactions that will need to be caught up in Workday.

There will be a freeze period on these actions from June 1-30. 

WHY? PeopleSoft was cloned on April 28 and actions that take place between April 29 and June 23 will need to be caught up in Workday. The goal of this freeze is to reduce the number of transactions that will need to be caught up in Workday.

This process is transitioning to Workday.

This process is transitioning to Workday.

This process will transition over to Workday.

Salary Cost Transfers for FY22 through PPE 06/23/22 must be submitted and approved in HCM system by 5 p.m. ET.

*Do not submit any ePAFs effective 06/24/2022 or after as those actions will need to be processed in Workday after Go-Live. Any ePAFs submitted effective 06/24/2022 or after will be recycled back to be withdrawn. 

Payroll Deadlines for PPE June 23, 2022

Refer to the June Payroll Calendar for additional details.

Refer to the June Payroll Calendar for additional details. 

Refer to the June Payroll Calendar for additional details. 

PeopleSoft Employee Self Service Deadlines

WHY? Beginning July 1, 2022, all UCF employees will be utilizing the Workday system for HR and financials – replacing PeopleSoft HCM and Financials. Some personal information currently accessed through Employee Self Service will not be transferred to Workday. Current UCF employees will still have access to these documents after Go-Live. However, this process will change, and the details are still being determined. We encourage you to download these documents if you believe you will need them during the short period of delay they will be unavailable (approximately from June 30 through July 8). 

WHO? All UCF employees 

WHAT ACTIONS SHOULD YOU TAKE?

  • Download learning transcript documents from PeopleSoft Employee Self Service:
    • View this job aid for step-by-step instructions on downloading learning transcripts

WHY? Beginning July 1, 2022, all UCF employees will be utilizing the Workday system for HR and financials – replacing PeopleSoft HCM and Financials. Some personal information currently accessed through Employee Self Service will not be transferred to Workday. Current UCF employees will still have access to these documents after Go-Live. However, this process will change, and the details are still being determined. We encourage you to download these documents if you believe you will need them during the short period of delay they will be unavailable (approximately from June 30 through July 8). 

WHO? All UCF employees 

WHAT ACTIONS SHOULD YOU TAKE?

  • Download old W-2s and pay stubs from PeopleSoft Employee Self Service if you believe you will need those documents before approximately July 8

Financials Key Dates and Actions

This is necessary for the Workday conversion.

For more information, contact Meghan.McCollum@ucf.edu

For more information, contact Joel.Okun@ucf.edu 

Last day for departments to submit approved purchase requisitions to Procurement/Travel/VP Buyer and have a guarantee the requisition will be sourced to a purchase order this fiscal year.

Please note, if there are any issues with the requisition that require additional assistance, please contact the appropriate Procurement Services or F&A Buyer prior to 06/10/2022.

For more information, contact Disbursements or Janny Colon (Janny@ucf.edu)

For more information, contact Disbursements or Janny Colon (Janny@ucf.edu)

For more information, contact Disbursements or Janny Colon (Janny@ucf.edu)

Last day to create PS Departments, PS capital projects, or other chartfield changes. Provide a list of required chartfield changes (OCA, department/project, Accounts). The Knight Vision program team needs this list for data conversions.

For more information, contact Melody.Martinez@ucf.edu

For more information, contact the Office of Research, Tattianna.Fuentes-Duarte@ucf.edu or RFD

For more information, contact Janny Colon (Janny@ucf.edu)

For more information, contact Carrie.McDowell@ucf.edu

This excludes taggable asset vouchers. Pay cycles will be run daily June 13 through June 28.

For more information, contact Disbursements

This includes all departmental wire requests except payroll.

For more information, contact Ann.Boutros@ucf.edu or Jasmin.Johnson@ucf.edu

For more information, contact Shella.Mercado@ucf.edu

Salary Cost Transfers for FY22 through PPE June 6, 2022  must be submitted and approved in HCM system by 5 p.m.

For more information, contact HRIS

If you have a travel Purchase Order (PO) approved in PeopleSoft for an Expense Report being paid in Workday you may reference the PeopleSoft PO number in the justification box on the Expense Report in Workday. If you do not have a Travel PO in PeopleSoft, you will need to create a Spend Authorization in Workday.

For more information, contact Procurement Services or Disbursements

For more information, contact Michael.Bell@ucf.edu or Danielle.Darwich@ucf.edu

For non-grant projects, the deadline is June 17.

For more information, contact the Budget Office

For more information, contact Michelle.Matthews@ucf.edu

*All excluding Contracts and Grants journals

For more information, contact General Accounting

All campuses should complete these deposits prior to 10 a.m. ET to ensure posting at the bank on June 30, 2022

For more information, contact Ray.Bacchus@ucf.edu

For more information, contact Ray.Bacchus@ucf.edu or Ann.Boutros@ucf.ed 

Departments w/ significant resale purchases include:
1) FO Central Stores (OCA 001)
2) A&SF Ticket Center (OCA 005)
3) The Spot (OCA 013)
4) Printing Services (OCA 015)
5) Rosen College (OCA 018)
6) Health Services (OCA 022)
7) Telecommunications (OCA 023)
8) Computer Store (OCA 023)
9) Postal Services (OCA 060)
10) Campus Card (OCA 091)

Departments should remove old, obsolete and unusable items. The due date for inventory to F&A is no later than July 8, 2022.

For more information, contact Aaron.Aarango-Straw@ucf.edu

WHY?  Beginning July 1, 2022, all UCF employees will be utilizing the Workday system for HR and financials – replacing PeopleSoft HCM and Financials. Personal information currently accessed through Employee Self Service will not be transferred to Workdayso employees will only have direct access to documents from any date earlier than July 1 prior to Go-Live.  

WHAT ACTIONS SHOULD YOU TAKE?

  • Login to UCF Financials before July 1, 2022:
    • Employees who have logged into UCF Financials in the last year will maintain access to viewing historical data and transactions 

WHY IS THIS IMPORTANT?

  • Employees will be able to run their own reports and queries in Workday and still be able to access the historical data.
  • Employees who have logged into PeopleSoft within the past year will get inquiry access to historical data to view and download attachments. 

WHY?  As the university plans for conversion to Workday, the Knight Vision team continues to identify changes in processes that in the future state will provide efficiency and reduce the cost of doing business. In this spirit, as Workday goes live, the university will no longer require purchase orders (POs) for travel.  Authorization to travel will be documented through another process within Workday, which will be fully revealed later.  As such, all travel requisitions and POs will be closed at the end of this fiscal year.

WHAT ACTIONS SHOULD YOU TAKE?

  • Identify current and noncurrent expenses.
    • Generally, current expenses are those that under normal university procedures should be paid prior to July 1, 2022.
    • Noncurrent expenses should be paid after July 1, 2022.
  • Identify travel POs currently open or future travel requisitions and POs
    • Only current expenses should be included or paid. Examples include conference registration, airfare, and other expenses that are required to be paid prior to travel.
    • Examples of noncurrent expenses include lodging, transportation, per diem, etc.
    • POs with noncurrent expenses will have those lines canceled.
    • Requisitions with noncurrent expense lines will not be approved.

WHY IS THIS IMPORTANT?

  • After Go-Live, on July 1, 2022,  the university will no longer require purchase orders (POs) for travel and will utilize a different process via the Workday system.

For more details, please visit this page. For questions, reach out to travelfa@ucf.edu or budget@ucf.edu.

For more information, contact Disbursements or Janny Colon (Janny@ucf.ed)

These invoices and estimates will be used for financial statement accruals. If it is an estimate, please provide documentation supporting the estimate (for example, purchase orders, vendor quotes, etc.).

For more information, contact Laura.Crouch@ucf.edu, Joel.Levenson@ucf.edu, Melody.Martinez@ucf.edu or Yuling.Liu@ucf.edu

Grants Key Dates and Actions

Want to prepare for Workday Go-Live on July 1, 2022?