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 28th
- All financial transactions through October 28th must be accurately recorded in Banner and approved.
- Reimbursements for business transactions through September 30th must be approved in Chrome River no later than October 28th.
- P-card transactions through September 30th must be submitted and approved in Chrome River no later than October 28th.
- No retroactive financial entries or changes in Banner after October 28th.
- No data structure changes will be made in Banner after October 28th (e.g., index requests or FOAPAL elements)
- Exceptions: New grants, gifts, endowments
- No new vendors or changes to existing vendors in Banner after October 28th. 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 28th.
- No new P-cards will be issued after October 28th (lost or stolen cards will be replaced, if necessary).
October 28th through December 31st 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.
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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?
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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.
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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.
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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.
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How will international payments be handled after October 28?
The same deadline applies for international vendors.
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How do I process my purchase card transactions from December?
If you had purchase card transactions between December 6 and January 1, they will be in Workday waiting for you when you return in January. The task in Workday to process those transactions is called “Verify Procurement Card Transactions.”
Page last updated on 11/13/2024