UGA Foundation

The University of Georgia Foundation is committed to supporting the university’s mission through fiduciary care of donated assets and financial support of the university’s teaching, research and public service programs.

Tips & Tricks

When multiple cost centers are listed on an expense report/supplier invoice request, the workflow will require approval from at least one individual in the appropriate role for each cost center

  • This means that individuals who hold both CCM and CCC roles may be prompted to approve the same transaction twice.

When only one cost center is used, the system will:

  • Capture the approval at the Cost Center Manager (CCM) step, and
  • Auto approve at the Cost Center Certifier (CCC) step.

You can choose how often you receive system email notifications. Emails can be sent immediately as events occur, or you can switch to a daily summary, which groups all of the day’s notifications into one message.

To update your notification preferences:

  1. Go to your profile menu in the upper‑right corner.
  2. Select My Account.
  3. Choose Change Preferences.
  4. Scroll to the Email section.
  5. Update the frequency from Immediately to Daily (recommended for Business Process General Notifications).

Note: Not all notification types apply to all users. We recommend focusing on Business Process General Notifications when adjusting your preferences.

When you’re looking for reporting crosswalks, reference guides, or other support resources, remember that many of these tools are already available in the Knowledge Base. It’s often the fastest way to find the information you need—no waiting, no extra steps. Before submitting a ticket or reaching out for help, try a quick search in the Knowledge Base to see if the answer is already at your fingertips.

If you save an expense report as a draft before setting up payment elections (bank account info), the system will default reimbursement to check. Updating payment elections later will not change the reimbursement method on that draft—you must update it manually. 

Recommendation: Set up payment elections before starting any expense report to avoid this issue. 

There is a new resource published in the Crosswalk section of the UGAF@Work Knowledge Base that provides a crosswalk between legacy GL account names and current ledger account names.   

You can locate the file here. 

Based on user feedback, the following updates have been made to the Supplier Invoice Tracking – UGAF report 

  • Cost center unit has been added as both a data column and a prompt.   
  • A “created by” search filter has been added.

When multiple cost centers are listed on an expense report/supplier invoice request, the workflow will require approval from at least one individual in the appropriate role for each cost center

  • This means that individuals who hold both CCM and CCC roles may be prompted to approve the same transaction twice.

When only one cost center is used, the system will:

  • Capture the approval at the Cost Center Manager (CCM) step, and
  • Auto approve at the Cost Center Certifier (CCC) step.

As you submit expenses and invoices in UGAF@Work, you’ll receive email alerts confirming each action and providing the current status.

  1. Event Report Event – Successfully Completed
    1. An email notification will be sent to the Payee when an expense report is successfully completed.
    2. An email notification will be sent to the Initiator that created an expense report on behalf of someone else when it has been successfully completed.
  2. Expense Report Event – Submitted On Your Behalf
    1. An email notification will be sent to the Worker when someone else creates an expense report for them.
  3. Supplier Request – Successfully Completed
    1. An email notification will be sent to the Submitter when a Supplier request has been completed.
      1. There is still some setup to be done after this step. The supplier will be inactive until that setup is completed (2 to 3 business days).
  4. Supplier Invoice Request – Successfully Completed
    1. An email notification will be sent to the Submitter when a Supplier Invoice Request has been completed.
  5. A Task Awaits You: Approval by Cost Center Manager / Cost Center Chief, or for a Send Back action
    1. An email notification will be sent to a Cost Center Manager or Cost Center Chief when there is a report waiting for their approval.
    2. An email notification will be sent to the Initiator when an expense report is Sent Back.

Go Live Questions

Payment elections can only be updated while connected to the UGA network from a campus location (includes branch or satellite locations). If you are not located on, or cannot get to, a campus location, please email AskIT@uga.edu for assistance.  

Use an Expense Report when you or a UGA employee personally paid for something and needs reimbursement. 

Use a Supplier Invoice Request when paying a supplier or non-employee directly.

If you’ve started an expense report, you can save a draft by selecting “Save for Later” at the bottom of the report.  To find the draft again: 

  • Go to your main Menu, then Expenses Hub, My Expense Reports 
  • You can also run the My Expense Reports report from the main Search box at the top of UGAF@Work. 

 If you’ve started an expense report for someone else, you can save a draft by selecting “Save for Later” at the bottom of the report.  To find the draft again: 

  • In the top search bar, type and select “Find Expense Reports – UGAF.”  
  • Enter your search criteria (such as payee name or other relevant details).  
  • When the expense report appears in the results, click the magnifying glass icon in the first column to open the draft. 
  • Click Edit Expense Report at the bottom to make changes, then submit when you are ready. 

Either a Gift or Unrestricted Budget needs to be selected, but you cannot select both.  Therefore, the fields cannot be marked as required as you cannot populate both at the same time.  Instead, the system will run a validation step to ensure one or the other has been populated prior to submission. 

NOTE:  It is easy to overlook fields that don’t have an asterisk, however Gift and Unrestricted Budgets are driver work tags – meaning, selecting a Gift or Unrestricted Budget will populate subsequent fields.  Our recommendation is to populate Gift/Unrestricted Budget first, so you won’t have to manually populate remaining required fields (Program being an exception).  

The timing of supplier setup will depend on many factors, but in general if all the necessary documentation is provided at the time at of the request, our goal would be to have that supplier set up within 2-3 business days of receipt.   

If there is a need to set up the supplier quickly, our recommendation would be to communicate any rushes to UGAF by emailing askfsap@uga.edu.  

Use the “My Supplier Invoice Requests” report to locate a previously saved or submitted Supplier Invoice.  Note: 

  • The Invoice Date On or After field defaults to today’s date (i.e. the date you run the report).
  • If your request was created before today (e.g., last Friday), it won’t appear until you change that date to an earlier one. 

Notifications may have been going to your junk or spam folder 

We have received reports of some task-related emails going to a user’s junk folder. We have since resolved this issue, but if you think you are missing an email, please check your junk/spam folder: 

  1. Search your email for “ugafoundation@myworkday.com” 
  2. Mark any Workday emails as Not Spam. 

Check your notification preferences.   

You can choose which types of notifications you receive by email vs. in your UGAF@Work inbox. 

How to check your settings: 

  1. Click your profile picture → My Account. 
  2. Select Change Preferences. 
  3. Scroll to the table at the bottom. 
  4. Make sure Email is selected for the notification types you want to receive (e.g., approvals, tasks, reminders). 
  5. Click OK to save. 

Still not receiving emails? 

Please reach out to AskIT@uga.edu with: 

  • Your name 
  • The notification you expected to receive 
  • Approximate date/time 
  • Whether you checked your spam/junk folder 

They can confirm whether an email was sent and help troubleshoot further. 

Most fields in UGAF@Work require you to press Enter after typing your search term. Unlike the main search bar at the top of the page—which updates results as you type—individual fields will not return results until you hit Enter on your keyboard. 

Additionally, some fields have large numbers of possible values, so you may need to narrow your search by typing a few letters or keywords before pressing Enter. 

Example:
When entering a Gift while creating an expense report, type a search term and press Enter to see results. Using the “All Gifts” menu tree will cause an error because there are too many items to load at once. 

General Questions

There is a 30 MB limit for text attachments, and 10MB for image files.

If you use OneSource for reimbursement and to pay suppliers/vendors, nothing changes for you! Like FAME, UGAF@Work will continue to only be used for payments that do not go through UGA proper.

Notifications may have been going to your junk or spam folder

We have received reports of some task-related emails going to a user’s junk folder. We have since resolved this issue, but if you think you are missing an email, please check your junk/spam folder:

  1. Search your email for “ugafoundation@myworkday.com”
  2. Mark any Workday emails as Not Spam.

Still not receiving emails?

Please reach out to AskIT@uga.edu with:

  • Your name
  • The notification you expected to receive
  • Approximate date/time
  • Whether you checked your spam/junk folder

They can confirm whether an email was sent and help troubleshoot further.

Check your notification preferences.

You can choose which types of notifications you receive by email vs. in your UGAF@Work inbox.

How to check your settings:

  1. Click your profile picture → My Account.
  2. Select Change Preferences.
  3. Scroll to the table at the bottom.
  4. Make sure Email is selected for the notification types you want to receive (e.g., approvals, tasks, reminders).
  5. Click OK to save.

Most fields in UGAF@Work require you to press Enter after typing your search term. Unlike the main search bar at the top of the page—which updates results as you type—individual fields will not return results until you hit Enter on your keyboard.

Additionally, some fields have large numbers of possible values, so you may need to narrow your search by typing a few letters or keywords before pressing Enter.

Example:
When entering a Gift while creating an expense report, type a search term and press Enter to see results. Using the “All Gifts” menu tree will cause an error because there are too many items to load at once.

Implementation and UGAF@Work Design

The University of Georgia Foundation is embarking on an exciting journey to modernize and streamline our financial and operational processes with the implementation of UGAF@Work, our new Enterprise Resource Planning (ERP) system. This transformation will replace our current financial system, FAME, and aligns with our commitment to operational excellence and enhanced efficiency.

Workday is a cloud-based software platform, also known as an Enterprise Resource Planning (ERP) system, designed to manage various business functions, including human resources (HR), finance, and planning. It integrates these areas into a single system to help organizations streamline their operations and make more informed decisions.

UGAF’s current financial system FAME is an antiquated on-premise system with poor user experience, requires inefficient workarounds, and creates organizational risk. A cloud-based system like Workday enhances efficiency, user experience, and reduces institutional risk. A cross functional team evaluated industry-leading ERP systems and after a thorough assessment, selected Workday as best suited for the Foundation’s needs.

The UGA Foundation is transitioning from the legacy FAME financial system to Workday.

GAIL and OneSource will continue to be used as they are today.

This change will primarily affect individuals in financial roles within the Foundation. The project team is collaborating closely with these individuals to ensure they are well-prepared to use the new system and its processes. Many of these individuals are actively involved in the project.

Employees outside the Foundation, such as development officers, business officers, and other campus users, will be less impacted. UGA employees will continue to use OneSource as their main financial management system.

We are targeting a go-live date of December 31, 2025.

We have convened an advisory group representing business offices, IT, and finance/HR functions from UGA to have visibility into UGAF@Work activities. The project team will regularly meet with this group to provide updates, solicit feedback, and ensure that decisions are made with input from the University.

For the latest updates, FAQs, project glossary, team contacts, and more, visit the UGAF@Work Project Page.

If you have a question or feedback, email us at UGAF.AtWork@uga.edu. (Please allow 2-3 business days for a response.)

Most of all, stay tuned! We are committed to proactive communication to ensure you have the information you need when you need it.

Payment Elections

All UGA employees will have access to UGAF@Work to get reimbursed for expenses. Before a reimbursement, employees must set up a payment election, and if someone is submitting the expense report on their behalf, the subject of the expense report must attest to the expense before it processes.

If the subject of the expense report doesn’t have a Payment Election set, you will get an error after attempting to move from the first Expense Header screen to Expense Lines. Although these expense reports can be saved and found later with the Find Expense Reports – UGAF report, it is recommended and most efficient to wait to try to submit the Expense Report until the subject adds their Payment Election. Once you get the error, remind the subject to add their Payment Election, then restart the Expense Report.

Payment elections can only be updated while connected to the UGA network from a campus location (includes branch or satellite locations). If you are not located on, or cannot get to, a campus location, please email AskIT@uga.edu for assistance.

Expense Reports

Processing time is typically 3-5 business days. Some requests may take longer as we transition to the new UGAF@Work financial system. We appreciate your patience while we work to streamline processing in the new environment.  

If you need something expedited, please email askfsap@uga.edu and we will do our best to prioritize it.  

Additionally, please refer to the Expense Report Tracking – UGAF and/or Supplier Invoice Request Tracking – UGAF reports for processing history. 

Use an Expense Report when you or a UGA employee personally paid for something and needs reimbursement.

Use a Supplier Invoice Request when paying a supplier or non-employee directly.

If you’ve started an expense report, you can save a draft by selecting “Save for Later” at the bottom of the report. To find the draft again:

  • Go to your main Menu, then Expenses Hub, My Expense Reports.
  • You can also run the My Expense Reports report from the main Search box at the top of UGAF@Work.

If you’ve started an expense report for someone else, you can save a draft by selecting “Save for Later” at the bottom of the report. To find the draft again:

  • In the top search bar, type and select “Find Expense Reports – UGAF.”
  • Enter your search criteria (such as payee name or other relevant details).
  • When the expense report appears in the results, click the magnifying glass icon in the first column to open the draft.
  • Click Edit Expense Report at the bottom to make changes, then submit when you are ready.

Either a Gift or Unrestricted Budget needs to be selected, but you cannot select both. Therefore, the fields cannot be marked as required as you cannot populate both at the same time. Instead, the system will run a validation step to ensure one or the other has been populated prior to submission.

NOTE: It is easy to overlook fields that don’t have an asterisk, however Gift and Unrestricted Budgets are driver work tags – meaning, selecting a Gift or Unrestricted Budget will populate subsequent fields. Our recommendation is to populate Gift/Unrestricted Budget first, so you won’t have to manually populate remaining required fields (Program being an exception).

If you are adding multiple lines in the expense report, you should limit to 8-10 lines. As a reminder, multiple lines are for situations where you have different expenses you want to submit at the same time. Each line should have its own receipt.  If you need to split a single receipt to different Gifts or spend categories, you should use the itemization feature.

If you submitted the Supplier invoice or expense, you can view it on the archive tab of your My Tasks page. Everyone with reporting access can pull submitted requests with the “Expense Report Tracking – UGAF” or “Supplier Invoice Tracking – UGAF” reports.

Check Requests in FAME are split into two tasks in UGAF@Work. Expense Reports are request for reimbursements to UGA Employees. Everyone else, will be reimbursed or paid via the Supplier Invoice Request task.

Suppliers, Supplier Invoices, & Supplier Set-up

The timing of supplier setup will depend on many factors, but in general if all the necessary documentation is provided at the time of the request, our goal would be to have that supplier set up within 2-3 business days of receipt.

If there is a need to set up the supplier quickly, our recommendation would be to communicate any rushes to UGAF by emailing askfsap@uga.edu.

Use the “My Supplier Invoice Requests” report to locate a previously saved or submitted Supplier Invoice. Note:

  • The Invoice Date On or After field defaults to today’s date (i.e. the date you run the report).
  • If your request was created before today (e.g., last Friday), it won’t appear until you change that date to an earlier one.

Either a Gift or Unrestricted Budget needs to be selected, but you cannot select both. Therefore, the fields cannot be marked as required as you cannot populate both at the same time. Instead, the system will run a validation step to ensure one or the other has been populated prior to submission.

NOTE: It is easy to overlook fields that don’t have an asterisk, however Gift and Unrestricted Budgets are driver work tags – meaning, selecting a Gift or Unrestricted Budget will populate subsequent fields. Our recommendation is to populate Gift/Unrestricted Budget first, so you won’t have to manually populate remaining required fields (Program being an exception).

Reporting

Yes, but the report will likely be named differently. To see a list of common reports or a crosswalk of FAME Reports and the corresponding UGAF@Work reports, view our knowledgebase.

Workday offers a variety of reports to help organizations manage their operations effectively. Key financial reports will be available, and many can be tailored to meet our specific needs. More information about reporting will be available as the project progresses.

In general, Workday offers greater flexibility for self-service users to access information and generate reports that meet their needs. More information about reporting will be available as the project progresses.

Please email AskIT@uga.edu if you are in need of additional assistance in locating, manipulating, or interpreting a report. You can also submit suggestions for an enhancement to a report enhancement.

While not every request will be feasible, the team is actively collecting, reviewing, and prioritizing this feedback.

Security

Workday has a robust security framework to ensure that individuals who access Workday cannot view or transact on information that they should not have access to. The project team is currently working through UGAF’s security protocols.

This information will be available to Workday users in their profile. If you have questions about what security role you are assigned, please contact the project team.

Typically in Workday adding or removing security roles is limited to administrators of the system. More information will be available at a later date on the process to add or remove security roles.

Training & Support

If you have a question or feedback, email us at UGAF.AtWork@uga.edu. (Please allow 2-3 business days for a response.)

For the latest updates, FAQs, project glossary, team contacts, and more, visit the UGAF@Work Project Page.

UGA Foundation

gifts@uga.edu

706-542-6677

EIN/Tax ID: 58-6033837

© University of Georgia, Athens, GA 30602