TRAINING

The Shared Services Training team is responsible for creating content, maintaining an up-to-date course curriculum library, and facilitating training through multiple avenues of delivery. They serve as a strategic resource for University Faculty, Staff, and Students to learn and stay current on processes and systems essential to their daily work.

How Do I Know Which Training Course To Take?

In an effort to provide guidance on which course to take, examples are listed below where Staff, HR Partners, Budget Partners, and Faculty may experience changes in their day-to-day activities related to the Administrative Modernization and Shared Services Project (AMSS). Links to register for training sessions and supporting materials are also included.

Please note, additional resources (e.g., job aids and knowledge articles) are available on the Shared Services Knowledge Base at services.uchicago.edu.

Community at large—all employees:

If you update your direct deposit information in Workday…
The next pay period after direct deposit update will result in a paper check being issued for collection on campus, on security purposes. To learn how to update your direct deposit information in Workday, please review the Payment Elections Quick Reference Guide.

If you perform purchasing transactions and need assistance determining the preferred purchasing method (ePayment, BuySite, or GEMS) and vendor(s) for specific goods or services.…
A new interactive buying guide is available on the online portal.

If a vendor needs to be setup or modified in the system…
Staff and faculty will submit Vendor Setup and Modify requests through the online portal. To learn more, please review the What’s Changing in Procure-to-Pay (P2P) summary video.

If you use ePayment…

In the coming months, select expense types will shift from ePayment to BuySite, allowing for improved management of cash flow, increased visibility of spend, and better data to negotiate price discounts. The Shared Services Office will review check requests to enforce compliance and will assist campus in collecting W-9 and supplier enrollment documentation. To learn more on ePayment changes, please review the ePayment Change Summary document, review the What’s Changing in Procure-to-Pay (P2P) summary video, or register for an ePayment Forum.

HR Partner and Budget Partner:

If you initiate base pay changes and one-time payments…
The Shared Services Office will review base pay changes for all union staff, temporary and seasonal employees, and will review one-time payments for biweekly staff. To learn more, please review the Request Compensation Change Quick Reference Guide or attend an HR Data Management and Exits training.

If you handle compensation approvals…
The Shared Services Office or CoE will ensure segregation of duties for compensation approvals in Workday. This will be triggered if an HR Partner is also the Budget Partner for a local unit and there is no other Budget Partner.

If you contact Payroll about adjustments…
HR Partners are able to run payroll reconciliation reports for review and to correct payroll errors. There is a 6 hour window to correct bi-weekly employee errors and a 2 day window to correct monthly employee errors in Workday. HR Partners can submit a Payroll Adjustment form available on the online portal. To learn more, please register for a Payroll training.

If you initiate add job or change job requests…
If HR Partners initiate the add job process in Workday the Shared Services Office will complete associated sub-processes in Workday or HR Partners can request that the Shared Services Office set up the additional job in Workday through the Add Addtional Job form available on the online portal. The Shared Services Office can process payments for short-term second jobs for benefits-eligible employees outside of their supervisory organization if requested by the HR Partner through the Payment for a Short-Term Additional Job form.

If you initiate the exiting process for staff leaving the University…
HR Partners will send the exiting employee an acknowledgement letter and will upload the employee resignation letter to Workday when initiating the termination. An exit checklist is then sent to the exiting employee and HR Partner to ensure standard exiting process is complete. Voluntary exit surveys and in-person interviews will be available to exiting staff. The Shared Services Office will review the termination to ensure documentation matches the reason selected. The Revoke Systems Access (Quick Closure) form will also be available on the online portal. To learn more, please register for a HR Data Management and Exits training.

Staff:

If you handle contracts for your Division or Department…
Contract and Project requests will be submitted through the new electronic forms available on the online portal. The Shared Services Office will assist in processing non-complex contracts that do not require negotiating. The learn more about what is changing with Contract and Project requests, watch the What’s Changing in Procure-to-Pay (P2P) Contracts summary video.

If you need assistance with a vendor…
The Shared Services Office will assist Units in collecting supplier enrollment documentation and setting up Vendors in BuySite. Staff and faculty can submit the Vendor Setup and Modification request, available on the online portal. To learn more, register for an ePayment Forum.

If you are an authorized signer…
You may receive an approval email for contract or project review requests that are charged to your account.

Faculty:

If you are a Faculty member and also a Budget Partner that supervises staff…
You will receive a ServiceNow request for approval emails.

If you are a Faculty member requesting System Access for staff you supervise…
You will receive a ServiceNow request for approval emails.

If you are a Faculty member who is also an authorized signer…
You may receive an approval email for contract or project review requests that are charged to your account.

If you are a Faculty member performing purchasing transactions and need assistance determining the preferred purchasing method (ePayment, BuySite, or GEMS) and vendor(s) for specific goods or services.…
A new interactive buying guide is available on the online portal. To learn more, please review the What’s Changing in Procure-to-Pay (P2P) summary video.

If you are a Faculty member who uses ePayment…
In the coming months, select expense types will shift from ePayment to BuySite, allowing for improved management of cash flow, increased visibility of spend, and better data to negotiate price discounts. The Shared Services Office will review check requests to enforce compliance and will assist campus in collecting W-9 and supplier enrollment documentation. To learn more on ePayment changes, please review the ePayment Change Summary document, review the What’s Changing in Procure-to-Pay (P2P) summary video, or register for an ePayment Forum.

For more information on the above process changes, please visit the Resources page and review the posted documentation or visit the FAQs page.

If you have any questions please contact: sharedservicesinput@uchicago.edu

Additional Resources