Ad Hoc Bank Transactions

Introduction | Course Objectives

After completing this course, you will be able to:

• Describe the process of submitting an Ad Hoc Bank Transaction

• Review and approve Ad Hoc Bank Transactions for Expenditure

Credits, Department Deposits, and Merchant Accounts

• Explain the reporting capabilities available to the Cost Center

Deposit Specialist
Ad Hoc Bank Transactions (AHBT)
Ad Hoc Bank Transactions | Key Process Changes

No More Initiating No more Forms or No More Next Day

Entries Clearing Accounts Expenditure Credit Processing
Spend Categories
>>>>>>>>>>>> >>>>>>>>>>>> >>>>>>>>>>>> >>>>>>>>>>>>
Ad Hoc Bank Transactions | High Level Process Overview
The following represents a high-level look into the steps involved in an Ad Hoc Bank Transaction
(AHBT).

Depositor
Deposit recorded via remote
scanner, bank deposit, or
electronic payment process

Workday
Integration
System
Workday creates an AHBT from
the Bank Statement
Cost Center Deposit
Specialist

Receives an AHBT inbox task in Updates AHBT with appropriate

Workday based on the Cost FDM String and Revenue or
Center on the AHBT Spend Category
System
Approver(s)

Departmental and Central

Approvals (if applicable)
Ad Hoc Bank Transactions | Overview
As a Cost Center Deposit Specialist, you are responsible for reviewing an Ad Hoc Bank Transaction
(AHBT) to record an Expenditure Credit, a Department Deposit, or Merchant Account Payments.

DEPOSIT RECORDED AHBT CREATED AHBT REVIEWED

• The process begins with: • After the deposit is recorded, Workday will • You (i.e., the Cost Center Deposit
a. A remote deposit (using a automatically send the Ad Hoc Bank Transaction to Specialist) will be able to
Remote Deposit Scanner and the Cost Center Deposit Specialist’s Workday inbox. successfully make any additions,
CashPro) or changes, or corrections to the Ad
b. A deposit taken to the bank (using • Note: When a deposit is recorded and integrated with Hoc Bank Transaction to post the
a location code on the deposit Workday from the Bank Statement, an AHBT will be revenue to the correct FDM
ticket) initiated and will route to the you (i.e., Cost Center Deposit values.
c. An electronic payment deposit Specialist) based on the Cost Center used as part of the
via an online payment process or default FDM String of the template, that is, AHBTs will be
a payment at point of sale set up with a default FDM String.
• Individuals with a Remote Deposit • Revenue Deposits and Merchant Account
System scanner use their UVA revenues will be pre-populated with a Revenue
Computing ID, which is tied to a unique ID Category.
(a location code in current state) that • Expenditure Credit Deposits will be pre-populated
connects their deposits to an Ad Hoc with a Clearing Spend Category. This spend
Bank Transaction (AHBT) Template in category must be updated before it can be
Workday. submitted.
Ad Hoc Bank Transactions | Overview
As a Cost Center Deposit Specialist, you are responsible for reviewing an Ad Hoc Bank Transaction
(AHBT) to record an Expenditure Credit, a Department Deposit, or a Merchant Account Payments.

DEPOSIT RECORDED AHBT CREATED AHBT REVIEWED

Ad Hoc Bank Transactions | Overview
DEPOSIT RECORDED

Process begins with:

A Remote Deposit
OR Bank Deposit
OR Merchant Account
Payment

Department Expenditure
Deposit Credit
Ad Hoc Bank Transactions | Overview
AHBT Created

The day after the deposit was recorded:

+ =
Deposit on the Ad Hoc Bank Transaction
Ad Hoc Bank Transaction
Bank Statement Template

Default FDM Worktags

Assigned
Ad Hoc Bank Transactions | Overview
AHBT Reviewed

Question to ask:

Did I change the Spend

Do I have the correct Do I have the correct Category from the clearing
Company & Cost Center? Revenue Category? category to the original
Spend Category?

Do I have the correct Do I have the correct

Do I have the correct Gift/Grant/Designated/ Function for the
Designated for Revenue? Project for Expenditure Expenditure Credit?
Credit?

Do I need to add any Is this one transaction

additional worktags like being split into two sets of
Program, Activity, or FDM worktags? Do I need
Assignee? to add a line?
Ad Hoc Bank Transactions | Process Overview
Below is an overview of the process for reviewing an Ad Hoc Bank Transaction to record an Expenditure
Credit, a Department Deposit, or a Merchant Account in Workday.

1 2 3 4
Select the Review the
Routes for
Relevant Inbox Required Select Approve
Approval
Item Information

Cost Center Deposit Specialist Cost Center Deposit Specialist Cost Center Deposit Specialist Approver(s)
Ad Hoc Bank Transactions | Who Approves?
Below is the approval routing process once the Cost Center Deposit Specialist Approves when it
is an Expenditure Credit, Medical Benefit Payment, Payroll Vendor or Retirement Benefit
Vendor purpose:

Project Budget Business Asset

Cost Center Manager Unit Gift Manager
Specialist Accountant
• A Designated Worktag is • A Gift Worktag is on the • Project is on the • A Capital Equipment
on the transaction transaction transaction Spend Category is on the
OR transaction
• A Gift in the Central Gift • The Gift is NOT in the
Alternate Hiearchy Central Gift Alternate
(allocated gift) is on the Hiearchy (non-allocated
transaction gift)
Ad Hoc Bank Transactions | Who Approves?
Below is the approval routing process once the Cost Center Deposit Specialist Approves when it
is an Expenditure Credit, Medical Benefit Payment, Payroll Vendor or Retirement Benefit
Vendor purpose:

Award Contract
Grant Manager Ad Hoc Bank Transactions that do
Specialist
NOT have approvals:
• A Grant Worktag is on the • A Grant Worktag is on the
transaction transaction
• Department Deposit

• Merchant Accounts
Ad Hoc Bank Transactions | Best Practices
To Start – To review and approve an AHBT, locate your Workday inbox. This can be found on your
Workday Home page or appear as an icon in the Workday Actions Tab on the top right-hand corner of
your screen.

Workday Homepage

Workday Actions Tab

OR
Ad Hoc Bank Transactions | Best Practices
Select the Ad Hoc Bank Transaction – In your Workday Inbox, you will have listed the Ad Hoc Bank
Transactions that are routed for you to review and approve based on your Cost Center.
Review the Ad Hoc Bank Transaction – Review the following required fields:
• Memo – This field will auto populate based on the appropriate type of AHBT. For example, if it is an
Expenditure Credit, it will appear in the Memo field. You can leverage this field to identify what type
of AHBT you are reviewing and approving.
• Purpose & Journal Source – These fields will auto-populate and should not be updated.
Ad Hoc Bank Transactions | Best Practices
Review the Ad Hoc Bank Transactions Lines – Review the following required:
• Company – This field will auto-populate.
• Revenue/Spend Category – This field will auto-populate. If it is a Department Deposit or a
Merchant Account, you can review and change the Revenue/Spend Category as necessary. If it is an
Expenditure Credit, you must change the default wortktag to the Spend Category used on the
original transaction. Please Note: You will receive an error and will not be able to approve if the
Expenditure Credit Default (SC0623) is on the Ad Hoc Bank Transaction line.
• Amount – This field will auto-populate. Please Note: This field is editable, as the amount can be split
across multiple journal lines as needed. If the Journal Lines do not add up to the Total Amount, you will
receive an error when submitting.

• Memo – This field requires a short

description of the line item. This
appears on the credit side of the
accounting journal. Please Note: If you
do not provide a memo, you will receive
an error and will not be able to submit
your approval.
Ad Hoc Bank Transactions | Best Practices
Review the Ad Hoc Bank Transactions Lines – [Continued:]
• FDM Values – The following worktags fields may be populated: Gift/Grant/Designated/Project, Fund,
Cost Center, Function, Program, and Additional Worktags. Please Note: For an Expenditure Credit,
the FDM values in the Ad Hoc Bank Transaction Lines should match the FDM values used in the
original transaction.

Attach Documentation if Needed – For this tab, you can drag and drop or select any supporting
documentation. This is optional.
Approve – Once reviewed and/or updated, select Approve to approve the request.
Ad Hoc Bank Transactions | Key Considerations
Auto-populated Data – The data that auto-populates in the inbox task will come
from the Ad Hoc Bank Transaction template associated with Bank of America
(BoA) location code, including the FDM worktags. These can be changed in the
review process.

Spend Category – Under the Ad Hoc Bank Transactions Lines tab, the default
Revenue/Spend Category for an expenditure credit is Expenditure Credit
Default (SC0623). You must change it to the Spend Category used on the
original transaction. You will receive an error and will not be able to proceed if
Expenditure Credit Default (SC0623) is on the line when you approve.

Expenditure Credit – For an Expenditure Credit, the FDM values in the Ad Hoc
Bank Transaction Lines should match the FDM values used in the original
transaction.
Ad Hoc Bank Transaction Reports
Ad Hoc Bank Transaction Reports | Introduction
Reports help you retrieve and analyze information that you may require for various purposes such as,
decision making, leadership reporting, etc. For Ad Hoc Bank Transactions, the Find Ad Hoc Bank
Transactions report can be used to find specific transactions based on your search criteria.

Report Purpose
This report can be used to find Ad Hoc Bank Transactions matching the selected
Find Ad Hoc Bank
search criteria. This report includes transaction status, date, memo, bank
Transactions
account, amount and reconciliation status.
Ad Hoc Bank The report allows you to search by your template (your location code number or
Transaction your MID Name). You can see AHBT status, date, memo, bank account, amount
Information and the FDM worktags used on the AHBT Lines.
Ad Hoc Bank Transaction Reports | Report Functionalities
Below are the key report functionalities in Workday:

Sort - Sorting is a process of arranging data in a meaningful order (i.e., in Ascending or

Descending order) to analyze information more effectively.

Filter - Filters can be used to narrow down data and view only required information in
the report.

Prompt - Prompt is the filter criteria that displays when you run a report. It allows you
to choose the filter criteria by which you would like to narrow down the information.

Charts - Charts icon can be used to convert a data from a table format to a chart
format or vice-versa. You can reset the data displayed as per your requirements.

Download/Print - Download a report in a PDF or an Excel format. Once you export a

report in a PDF, you can print it easily using the print command.

Reset - Use the Reset icon to customize your charts. The options will vary depending
.on the type of data and the type of chart. You can also use the Reset icon to reset the
prompt settings of the report.
.
Ad Hoc Bank Transaction Reports | How to Run a Report

• Search the Report – To run a report in Workday, search the

report name (e.g., Find Ad Hoc Bank Transactions) and select
the option.

• Report Prompts – You will then be navigated to a screen with

multiple prompts. These fields allow you to filter criteria to
narrow down your search and display specific information. You
can use these prompts to customize your report to match your
specific needs. Please Note: The available prompts will vary from
one report to another.

• Save Report Prompt Filter Criteria – Oftentimes, you may use the
exact same filter of criteria to run the same report frequently.
Instead of manually selecting your filter criteria each time you run
this report, Workday allows you to save your prompt values to
reduce the effort of entering the same fields each time you run a
report.
Ad Hoc Bank Transaction Reports | Key Considerations

Report Notification – When your report includes a large volume of data, it

might take a while for Workday to generate the report.

− You will see a pop-up notification asking you if you would like to be
notified when the report is ready for you to view or if you would prefer to
stay on the page and wait for the report results.

− You can choose the Notify me Later option and continue with other
work. Once the report is ready, you will receive a notification in Workday
to view the report.
Course Wrap-up | Course Summary

Now that you have completed this course you will be able to:

• Describe the process of submitting an Ad Hoc Bank Transaction

• Review and approve Ad Hoc Bank Transactions for Expenditure Credits, Department Deposits,
and Merchant Accounts

• Explain the reporting capabilities available to the Cost Center Deposit Specialist
Thank you!
Appendix
Ad Hoc Bank Transactions | Key Terms
Term Definition
Ad Hoc Bank
A business process to record cash activity that has already taken place.
Transaction
Incidental, non-recurring expenditure transactions that either (a) originate from a
previous disbursement for University business, where some portion of the payment is
Expenditure
returned by the original recipient, or (b) are a reimbursement to the University for
Credit
expenditures originally incurred in total by the University, but for which another
organization has agreed to share the cost.
Revenue to UVA. Deposits are remote deposited or delivered directly to the nearest
Deposit
bank location/night depository in a timely manner.
The process of using a desktop scanner or any mobile device that creates images of
Remote Deposit checks deposited to a bank account without physically depositing at a bank branch or
UVA Cashier’s Office.
Merchant Revenue to UVA where the deposits are delivered via electronic payment process.
Accounts