Help Guide

Send an email to the budget office at Budget@MiamiOH.edu. Please include an explanation of the error.

Send a request by email to the budget office at Budget@MiamiOH.edu.

Send a request by email to the General Accounting Department at generalaccounting@MiamiOH.edu. 

If the expense has NOT been transacted in Workday

The new funding source should be charged directly when the invoice or expense report is submitted. No additional entry is needed. This option eliminates the need for any additional adjustment later.

If the expense has been transacted in Workday

The preferred method, if the original expense is related to a supplier invoice or expense report, is to go to the original supplier invoice number or expense report number and select "Adjust Accounting task." (NOTE: not everyone has access to do this).

The alternative method is to submit a journal entry through the "Create Journal task" in Workday. Be sure to note the original document number (ex. supplier invoice number, expense report number, etc.) in the memo field and attach supporting documentation.

Submit a costing allocation to correct upcoming payroll and related benefits that have not yet posted.

Submit a Payroll Accounting Adjustment to correct payroll and related benefits that have posted.

Payroll expenses cannot be corrected through the Create Journal task. Both Workday tasks (Costing Allocation and Payroll Accounting Adjustment) are required if payroll has already posted to the general ledger and upcoming payroll is planned.

• Log into Workday and in the top menu bar enter "Create Request."
• From the drop down menu select "All" and then select "Miami Specified New Worktag Request."
• Once this has been selected continue to fill out the questions then hit the "Submit" button at the bottom.

The university maintains a Tax and Compliance page that provides guidance on tax-related matters, forms, compliance resources, and frequently requested documentation.

Please refer to the Commonly Used Tax Forms page for information about tax documents issued or used by the university, including forms such as W-2, W-4, W-9 series, 1098-T, 1042-S, 1099 and other forms.

Individuals should consult their personal tax advisor regarding questions about how these forms apply to their individual tax situation.

Supplier change requests can be submitted by using the "Create Request" task in Workday and selecting "Supplier Change" as the request type.

You will be asked to provide a brief explanation of the change that's needed and attach supporting documentation from the supplier that shows their new information.

Please note that any change to a supplier's name or Tax ID requires a new W-9.

End users have the ability to check the status by going to the request in their task box archive.

If the resolution field on the request says "Done," it means that the supplier record has been updated.

Clicking on the "Process" tab will also show you the process history, which should include a comment from the Accounts Payable Compliance Specialist confirming the changes that were made to the supplier record.

Use the "Create Supplier Invoice" task and type the supplier's name into the "Supplier" field. If that field populates with the supplier you're looking for, it means that they are active in Workday and you may proceed with entering the invoice.

If the field doesn't populate, it means they are not active yet.

Alternatively, you may also contact Accounts Payable at accountspayable@MiamiOH.edu and they will check the supplier status for you.

Payments in currencies other than USD require a screenshot of a Google currency conversion in addition to the invoice.

Then, once the supplier invoice receives all of its proper approvals, Accounts Payable will request the wire from our third party partner, Convera.

Once we get confirmation that the wire has been successfully sent, we will adjust the dollar amount to reflect the actual USD amount at the time that the wire was sent and will contact the person who initially submitted the supplier invoice with confirmation. 

A student who is already being compensated via direct deposit as a student worker still needs to provide a direct deposit form to Accounts Payable be set up as a supplier. 

To order ink/toner refills for ComDoc Printers, please fill out the following request form. 

To request a new ComDoc Printer, please contact Scott Smith or Strategic Procurement by emailing smithsw2@MiamiOH.edu or purchasing@MiamiOH.edu. 

No, travel cannot be reimbursed until after the travel has taken place.

Non-Miami travelers should be set up as External Committee Members, not suppliers. To request this, please use the Create Request task in Workday and select "External Committee Member Setup Request" as the request type and fill out all of fields it prompts you to and attach a signed copy of their W-9 from the current calendar year.

Once they've been set up, you can create an expense report for them by using the Create Expense Report for Non-Worker task in Workday. Please note that reimbursements to Non-Miami individuals can ONLY be paid by check.