Unified Supplier Portal

Finance

Enables suppliers to access all of their customer information from both Workday and Strategic Sourcing in the new Unified Supplier Portal, using Workday Central Login.

With a single login, suppliers will be able to access: Action Items, Contract Negotiations, Events (RFPs and Auctions), Forms, Invoices and Payments, Performance Reviews, and POs

Work in Progress

June 2026

Strategic Sourcing Training Course

Finance

The Finance team is updating the Strategic Sourcing training course and moving it into Workday Learning. 

Work in Progress

August 2026

Bi-Annual Release

Finance & HR

Workday’s 2026R2 release goes live on September 19, 2026. Upgrades to expense reports are anticipated.

Pending

September 2026

Payment Refunds Workflow

Finance

The Miscellaneous Payment Business Process within Workday (and potentially other Workday functionality) will be used for non-tax reportable payments including refunds. The Finance team is also looking for an alternate way to manage stipends with fewer steps.

Work in Progress

December 2026

Business Views

Finance

Business Views are a new data source that can be used to create reports, allowing reports to be created more efficiently. We are currently part of the Early Adopter Program and are actively working with this data to better understand how it can benefit GVSU.

Work in Progress

Ongoing

Out of State Approval Process

HR

The HR team is creating a request process in Workday for the Out of State approval process in lieu of the current paper process.

Work in Progress

TBD

Unit Head HR Approvals

HR

The HR team is reviewing a Unit Head security role which will allow adding Unit Head approval as a step within Human Resources Business Processes (BPs).  (This item is separate from but related to the Unit Head Financial Approvals item.)

Work in Progress

TBD

Calendar Self-Scheduler

HR

The HR team is reviewing the Candidate Self-Schedule function and how to streamline scheduling interviews. This includes the creation of the calendar, notifications, and how to view scheduled interviews.

Work in Progress

TBD

Recurring Supplier Invoices

Finance

The Finance team will create a new workflow for requesting recurring supplier invoices in Workday. 

Pending

TBD

Bi-Annual Release

Finance & HR

Workday’s 2026R1 release goes live on March 15, 2026. Upgrades to expense reports were delayed by Workday.

Complete

March 2026

Faculty Offer Process

HR

The HR team is reviewing the offer process specific to regular faculty and will build the selection justification form into the process.

Complete

March 2026

Regular Faculty Appointment Letter Templates

HR

The HR team is working collaboratively with the Office of the Provost to update the formatting and language for regular faculty appointment letters.

Complete

March 2026

AI Summarization and Comparison of RFP Questionnaire Responses

Finance

Workday now allows users to generate AI-powered summaries and comparisons of supplier questionnaire responses within RFPs.

This feature helps streamline the evaluation process by providing quick insights and side-by-side comparisons directly within the system.

Complete

March 2026

Order-From Connection for Non-Catalog Requisitions

Finance

A new Order-From Connection field has been added to non-catalog requisitions in the Requisitions worklet.

This allows users to specify where purchase orders should be sent when suppliers have multiple email addresses or locations.

To request an order-from connection for a supplier, contact Heather White at [email protected] 

Complete

March 2026

Expenses Hub on Mobile

Finance

The Expenses Hub is now available on the Workday mobile app, providing a centralized location to manage expense-related tasks.

Users can view summaries such as:

• Expense Activity
• Expense Balance Owed
• Expense Reports to Submit
• Transactions to Expense

Additional features include:

• Access to expense reports, cash advances, and travel profile
• Mobile-specific task navigation
• Ability to upload receipts directly within the app

This update improves accessibility and makes managing expenses easier on mobile devices.

Complete

March 2026

New Learning Course: Workday Supplier Invoices

Finance

This course provides a comprehensive overview of the supplier invoicing process in Workday. Participants will learn the purpose of supplier invoices, how invoices are submitted and approved, and how to track payment status from start to finish.

Workday Supplier Invoices Course

Complete

February 2026

New Learning Course: Workday Internal Service Deliveries

Finance

This course introduces GVSU faculty and staff to the purpose, appropriate use, and processing of Internal Service Deliveries (ISDs) in Workday. Participants will learn when to use ISDs for technology acquisitions and departmental chargebacks, how to create and submit ISDs, how worktags drive accounting and approvals, and how to track ISD statuses in Workday. 

Workday Internal Service Deliveries Course

Complete

February 2026

Supplier SMS Multifactor Authentication

Finance

Suppliers can now use a text message (SMS) code for multi-factor authentication when registering in Workday Strategic Sourcing.

This update simplifies the registration process by removing the need for an authenticator app.

Complete

March 2026

Workday Procure-to-Pay Program

Finance

The Procure-to-Pay (P2P) program is a guided learning experience that provides a comprehensive, end-to-end overview of the purchasing and payment lifecycle in Workday. This program is designed to equip faculty and staff with the knowledge and skills needed to request, purchase, and pay for goods and services accurately, efficiently, and in compliance with university policies.

This program is ideal for new and current employees and serves as a foundational learning path for working effectively within Workday’s financial system. 

Included Courses:

• Workday Suppliers
• Workday Requisitions
• Workday Purchase Orders
• Workday Supplier Invoices
• Workday Supplier Invoice Requests
• Workday Internal Service Deliveries

Workday Procure-to-Pay Program

Complete

February 2026

Workday Finance Handbook

Finance

A “one-stop-shop” handbook consolidating Workday Finance concepts/transactions at GVSU, with links to policies, procedures, trainings, help articles, and videos. (Includes sections like Travel & Expense, Spend Authorizations, Procure-to-Pay, Payroll Costing Allocations, Fiscal Year End, etc.)

Complete

December 2025

Drone Registration

Finance

Updated insurance requirements now require GVSU to maintain a registration list of drones in use. A new help article explains how to register drones in Workday (whether already purchased or to be purchased).

Complete

November 2025

New Learning Course: Workday Purchase Orders

Finance

New Workday Learning course covering GVSU’s purchasing process/policies for purchase orders, how POs are generated from approved requisitions, and how to manage POs through their lifecycle.

Complete

November 2025

New Processes for Closing Purchase Orders

Finance

The Finance team implemented two new processes for requesting that purchase orders be closed. 

Option 1: Change Order – Users can now select “Close Purchase Order” for the change order reason. This skips all approval steps and routes directly to Procurement Services. Recommended when closing three or fewer POs. 

Option 2: Mass Close Purchase Orders Request, For more than three POs, users can create a request and select “Mass Close Purchase Orders.” They may either paste or attach a list of POs to be closed. 

These options replace the previous email-based process. See the new help article How to Close Purchase Orders or contact [email protected] with questions.

Complete

October 2025

Card Applications Now in Workday

Finance

Expense and declining-balance card applications are now submitted directly in Workday, replacing the former PDF form. Users can create a request and select the appropriate card type or submit on behalf of another employee. Applications route automatically to the appropriate Manager and Appointing Officer before being processed by the Credit Card Program Administrator. See the help article How to Complete and Submit a Card Application or contact [email protected] with questions.

Complete

October 2025

Supplier Invoice Request Guidance

Finance

Accounts Payable guidance clarifying what support/documentation is required to process Supplier Invoice Requests efficiently, including what counts as an invoice vs. not an invoice and what attachments are acceptable.

Complete

October 2025

Workday Finance Updates & Best Practices Presentation

Finance

Finance team presentation made available for faculty/staff to reference on Workday Finance updates and best practices.

Complete

October 2025

Bi-annual Release

Finance & HR

Workday’s 2025R2 release goes live on September 20, 2025 with minimal updates. One update of note is related to the absence calendar.

Complete

September 2025

PCard Applications and Auditing

Finance

The Finance team evaluated options for automating the Purchasing Card, Declining Balance Card, and Expense Card applications and maintenance requests.

Complete

September 2025

Security Requests and Changes

Finance

The Finance team optimized the Workday functionality to request and process new security roles and changes. 

Complete

June 2025

FY25 Non-General Fund Wage Deficit Funding

Finance

One-time funding is available for non-General Fund student wage deficits caused by the January–February 2025 minimum wage increase. Requests must be submitted to Susan Genton by July 31, 2025.

Complete

June 2025

New Supplier Option: CDW-G

IT

A CDW-G punchout catalog is now available in Workday. It offers a wide range of technology products with no shipping or small order fees.

Complete

June 2025

Email Receipts + New Requisitions Course

Finance

Users can now email expense receipts to [email protected] for quick entry into Workday. A new course is available to help users learn how to create, manage, and cancel requisitions.

Complete

June 2025

Improved Year-End Reporting

Finance

General Fund reports now include a filter to exclude year-end sweep accounts, making it easier to see activity before and after the sweep. Users should update saved filters for accurate reporting.

Complete

June 2025

Expense Report Process Changes

Finance

The expense report process now requires Grant PI approval before the Cost Center Manager. A new Tech Acquisition step may delay reports if approvals aren’t attached. All reports will stop with the Expense Processor, who has two weeks to review. A “Violation – send for AO approval” checkbox was added for out-of-policy purchases, and reports are now limited to 29 lines due to system limitations.

Complete

June 2025

New Learning Course: Workday Suppliers

HR

A new training course teaches how to find, request, and manage suppliers in Workday, with step-by-step demos and guidance for compliance.

Complete

May 2025

New Supplier Option: Staples

HR

The Staples catalog is now available in Workday, offering discounted office supplies. Orders under $35 may have a small order fee.

Complete

May 2025

New Spend Category and Expense Item: Tariff Costs

Finance

Accounting has created a new optional spend category (SC00500) and expense item ("Tariff Costs") for departments to track tariff-related expenses, as some suppliers are now passing these costs on to GVSU. 

Complete

May 2025

Workday Bi-Annual Release 2025R1

Finance

Workday’s 2025R1 release went live on March 15, 2025 with updates including a reorganized menu, retirement of the Favorites app, enhancements to the Requisitions worklet, and replacement of Bid Compare with Event Analysis—full details and help resources are available. 

Complete

March 2025

"Create Requisition Task" Retirement

Finance

The "Create Requisition" task will retire in September 2027, so Procurement Services recommends transitioning to the Requisitions worklet now, which offers a more efficient, user-friendly, and compliant requisitioning experience. 

Complete

March 2025

Create a Requisition for a Standing Order

Finance

Procurement Services has introduced a new process for Standing Order requisitions, which must be renewed each fiscal year, stay under $50,000, include supporting documentation, and are subject to approval. 

Complete

March 2025

Notification Update for Worktag and Finance Access Requests

Finance

Finance notifications now include request details like comments and worktags, reducing extra emails; users can customize these in settings. 

Complete

March 2025

Information Technology Approval in Workday Strategic Sourcing

Finance

When entering a contract in Workday Strategic Sourcing, request IT approval for tech purchases over $500 involving GVSU data, unless prior approval is already documented. 

Complete

March 2025

Job Requisition Requirements

Talent Acquisition

Organizational advancements and promotions (including promotions in the merit planning process) will no longer require a job requisition, which improves the ease and time to process.

Complete

February 2025

Journal Entry Request

Finance

A new question has been added to the journal entry request form to help guide users to the correct process for the accounting change that is needed. Users may be directed to follow a different process based on the responses provided. New reports are available to assist with tracking the progress of requested journal entries.

Complete

February 2025