IMAGINE Finance Transformation: What’s Changing for Faculty – USC Department of Contracts and Grants

Please see the below important information sent to all faculty regarding the upcoming Workday Financials implementation. Workday Financials is replacing Kuali Financials on July 6, 2021. Attached is a one-page resource for faculty identifying what is changing and when.

For questions and/or support:

Use the Workday Hub as your “one stop shop” for training materials, support documentation, and the latest news and information about Workday Financial Management.
Ask your local Senior Business Officer or Change Leader for department specific questions or about your Workday security role.
For support with technical issues on July 6th and after:
- Email imagineworkday@usc.edu or
- Submit a Request a Service form or
- Call the Help Desk at (213) 740-5555 for technical issues.

Dear Faculty,

As of July 6, 2021, the IMAGINE Program will replace the Kuali Financial System (KFS) with Workday Financials in order to establish a single university system for all finance, human resources, and payroll information. All fiscal year 2021 (July 1, 2020 – June 30, 2021) financial activity will be closed out in the Kuali Financial System and all fiscal year 2022 (July 1, 2021 – June 30, 2022) activity will take place in Workday financials. Please keep in mind the below changes and important dates surrounding the Workday System Downtime period that specifically impact faculty. To download a PDF version of the below information, click here.

What’s Changing and When
June 30 @ 6PM throug h July 6 @ 7AM	Workday System Downtime	In preparation for the system transition, Workday will be unavailable to all USC employees.
July 1 - July 5	Workday Timekeeping (non-exempt employees only)	If you directly supervise non-exempt staff or faculty, Workday timekeeping will be unavailable during this time. Paper timesheets will need to be used to track hours. Time should be re-entered into Workday on 7/6 @ 7AM.
July 6 (after 7AM)	Workday Financials GO LIVE!	Workday Financials is available for financials transactions and is the official system of record.
July 6	Full-Time Faculty Salary Letters	Full-Time Faculty Salary Letters will be available starting July 6th (instead of July 1st). Review the Display Faculty Dashboard quick reference guide to learn how to review your Faculty Salary Letter.
	Part-Time Faculty Contracts	Part-Time Faculty Contracts will continue to be issued through Workday.
	Grant Financial Management	Workday Financials replaces the Kuali Financial System as the system of record for grants financial management.
	Viewing of Financial Activity for Grants, Programs or Projects (Accounts)	Viewing of financial activity for awards/grants, gifts, projects or programs will be in Workday financials. A quick reference guide (QRG) will be available soon on the Workday Hub.
	P-Cards	P-card reconciliation will be done in Workday. All P-cardholders are required to take the training for this new reconciliation process. Take the e-Learning here. Only One P-card is allowed per person.
	Financial Data	Summary level historical financial data for awards/grants will be brought over into Workday Financials. This will include information since the start of the award. The system of record for all financial data for FY 2021 and prior is still considered KFS. Detailed reporting for these years will be available in Cognos and/or KFS.
October 18	Effort Certification	Effort Certification will be completed in Workday Financials beginning in October. Click here for more details.

For more information, please visit the Workday Hub, your one-stop shop for Workday training and support documentation. For questions, contact the IMAGINE Team at imagine@usc.edu.

Thank you, IMAGINE Finance Transformation Team