UW Accounting Journals
Definition 
This reference guide shows how to create a non-salary journal entry in Workday to correct ledger accounts, revenue or spend categories, or worktags of an approved transaction.
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- The accounting journal is the only way to split funding or move a portion of the original expense for a non-salary cost transfer
- There is no direct link back to the original transaction; will need to rely on references added to journal lines
Related Reference Guide(s): UW Accounting Adjustment
Who
Department/Unit Initiators
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- Cost Center Accounting Specialist
Department/Unit Approvers
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- Gift Manager
- Grant Manager
- Program Manager
- Project Manager
- Cost Center Manager
Obtaining Access
If you need any security roles to complete this process, discuss with your next level leader. If approved, reach out to your department/unit’s Workday Role-Based Access Requester.
To check your security role access set up prior to Workday :
- Click on the Employee Lookup tab in Tableau.
- Enter your name in the legal name field (last name, first name).
To find your department/unit’s Workday Role-Based Access Requester:
- Go to your Workday profile and click "Job” in the left navigation menu.
- Click “Support Roles” in the top header.
- In the Assignable Role column, scroll to find the Role-Based Access Requester.
See the How section for Workday job aids on reconciling card expenses for someone else.
Training
Prerequisites
How
SMPH Standardized Workday Pre-Transaction Process
Core Workday Job Aids
Non-Salary Transactions Posted in Workday
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- Create Accounting Journal – UW-Madison Specific Job Aid
- EIB File Template (all manual journals) with UW-Madison Specific Guidance (Excel)
- EIB File Template (all manual journals) (Excel) - Use to upload into Workday
- Create Accounting Journal – UW-Madison Specific Job Aid
Non-Salary Transactions Posted in SFS
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- Create Journal for Pre-Workday Non-Salary Cost Transfers – UW–Madison Specific Job Aid
- Required Attachments:
- WISER journal lines
- Note: If transfer involves grant funding, please be sure to attach one of the two questionnaires:
- If applicable, also attach completed EIB.
- Required Attachments:
- Create Journal for Pre-Workday Non-Salary Cost Transfers – UW–Madison Specific Job Aid
Related Workday Job Aids
Related Reports
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- SMPH Fiscal Master Report Inventory (Excel) – Filter the Category column to show Worktag Reporting.
Questions
For help with content questions or technical issues, please visit the ATP in SMPH – How to Get Help section. It includes instructions for submitting tickets and connecting with SMPH subject matter experts or technical support teams.