A better, faster way to request WMF reimbursements is here!

Summary

This new approach takes advantage of Workday’s Intercompany functionality, streamlines processing, improves tracking and reporting, reduces manual steps, and keeps the entire process in one system while continuing to ensure compliance with donor intent and budget guidelines.

Full Description

In partnership with campus colleagues, the William & Mary Foundation (WMF) has upgraded the way departments request reimbursements from Foundation gifts. Instead of using the old Foundation Check Request Form, departments will now use Workday's Create Customer Invoice task. This new process is faster, easier to track, and keeps everything in one system while still ensuring requests follow donor intent and budget guidelines. 

What's improved? 

• Faster financial reporting: Revenue is recorded as soon as the Customer Invoice is completed, giving departments more up-to-date financial information.  

• Better tracking: Financial Operations and WMF Finance can easily monitor receivables and payables directly in Workday, making it simpler to see where requests stand.  

• More accurate accounting: Required Revenue and Spend Categories help ensure revenue and expenses are recorded correctly.  

• Graduate Scholarships: Grad Scholarship Contribution from WMF (RC00379)  

• Undergraduate Scholarships: Undergrad Scholarship Contribution from WMF (RC00380)  

• All other expenses: Contributions from W&M Foundation (RC00213)  

• Save time with Copy: If you submit similar requests regularly, you can copy a previous Customer Invoice instead of starting from scratch.  

• See payment status at a glance: Customer Invoices clearly show whether they've been Paid or Unpaid, making it easy to track progress.  

A major improvement behind the scenes 

One of the biggest enhancements is what happens behind the scenes. The previous process relied on several manual steps across multiple systems and required coordination among several campus offices. That often meant extra work and longer processing times. 

The new process is fully managed within Workday, creating a more streamlined experience from beginning to end. It reduces manual effort, improves efficiency, and provides better visibility for everyone involved. 

WMF will continue looking for ways to make the process even better. Questions or feedback are always welcome! Please contact WMF Accounts Payable at wmfdirect@wmf1693.org.