Finance Cutover

Finance and Payroll Cutover Key Transition Information

Please Note the Following Cutover Deadlines in December:

Monday, December 9, 2024 is the last day for the following requests:
- Reimbursements to be submitted in Chrome River to go through approval process
- All Cash Advance requests submitted in Chrome River to go through approval process
- Online Check Requests to be emailed to invoices@richmond.edu for processing
- International Wire Request Forms to be emailed to invoices@richmond.edu for processing
- Invoices to be emailed to invoices@richmond.edu for review and processing
Wednesday, December 11, 2024: All Reimbursement and Cash Advance requests must receive final approval in Chrome River in order to be processed.
Friday, December 13, 2024: The last Check-ACH Run of 2024 takes place.

We will take our final Banner “Snapshot” to load into Workday for FY25 on October 28^th

All financial transactions through October 28^th must be accurately recorded in Banner and approved.
- Reimbursements for business transactions through September 30^th must be approved in Chrome River no later than October 28^th.
- P-card transactions through September 30^th must be submitted and approved in Chrome River no later than October 28^th.
- No retroactive financial entries or changes in Banner after October 28^th.
No data structure changes will be made in Banner after October 28^th (e.g., index requests or FOAPAL elements)
- Exceptions: New grants, gifts, endowments
No new vendors or changes to existing vendors in Banner after October 28^th. New vendors will be set up in Workday in January.
No changes to employee direct deposits and Form W-4 via Banner Web Employee self-service after October 28^th.
No new P-cards will be issued after October 28^th (lost or stolen cards will be replaced, if necessary).

October 28^th through December 31^st Fiscal Transactions must be limited and kept current

All necessary fiscal transactions must be processed and approved immediately.
- Purchases: Must be necessary during this period. Anything that can wait until 1/1 should wait.
- Timesheets and Leave Reports: Must be submitted and approved on time, including student employee timesheets.

What is continuing without interruption?

P-cards: Continue use for small and necessary purchases
Reimbursements: Continue in Chrome River until mid-December
Deposits: Updated daily in Banner until mid-December
Timekeeping: Continue in Banner for December
Existing vendors: Will continue to be paid. Invoices and payments must be processed immediately.

Frequently Asked Questions

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What is cutover?
Cutover is the period when all of the information in Banner is transferred into Workday to prepare for the launch of Workday in January 2025. Once cutover begins, any transactions in Banner will not be automatically transferred to Workday, and therefore will need to be fully documented and then manually replicated in Workday in January 2025. In order to limit the amount of data entry required in January, and to reduce the risk of error, certain Human Resources Banner transactions are being limited or paused during the cutover period.
When is our Workday Cutover period?
The cutover period begins in October 2024 and will end with the successful launch of Workday in January 2025.
How will business-related travel after October 28th be handled?
University-related travel can still occur after October 28 and will be handled as you do today. Whether you will use a University purchasing card or submit for reimbursement, we ask that you submit your receipts and process the transactions promptly upon your return. Chrome River will still be active until mid-December.
For athletic teams that will be travelling over Thanksgiving and winter breaks, how should the cash advances and per diems be handled?

These can still be handled as usual. For cash advances for team travel, it will be important that you clear the advance by the deadline.
How much historical data will transfer from Chrome River to Workday?

Data from Chrome River will not be transferred to Workday. Banner financial information for the last two years, including expenses originally entered or reconciled in Chrome River, will be transferred to Workday. OnBase, for those who use it, is another way to view historical financial transactions.
When will we learn more about TimePro and what the transition to Workday will look like?

We will be doing a separate informational session about this. Stay tuned.
How will international payments be handled after October 28?
The same deadline applies for international vendors.

Page last updated on 11/13/2024

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