Workday and financial process updates at Animal Care Services

The University is live with Workday effective November 2, 2020. As a result of this transition, there is new terminology for many of UBC’s financial processes. One that Animal Care Services would like to highlight is the change from interdepartmental Journal Vouchers to Internal Service Delivery (ISD) events. The ISD feature in Workday is used to record internal sales of goods or services between two UBC departments, for example, per diem charges, transportation of animals, or purchase of specialized supplies.

As a result of this change, a number of service request and order forms have been updated and are available on animalcare.ubc.ca. These newly updated forms include:

• Internal Sales Delivery Form*

• ACS Animal Order Form

• ACS Non-Commercial Animal Order Form

• AVP Supplies Order Form

• Transport Request Form

• Animal Inspection Application Form

• Technical Services Request Form

Please note that these forms should only be used when an order cannot be submitted via Mosaic.

*Internal Sales Delivery Form
To permit pre-approved transactions to occur in Workday, Standing Journal Voucher authorizations is replaced by an Internal Sales Delivery Form. If your research group has not yet submitted this form to us, please complete an Internal Sales Delivery Form for each Primary/Driver Worktag you wish to have set up for billing purposes with ACS. Email the completed Internal Sales Delivery Authorization Form to acs.finance@ubc.ca as soon as possible.

What is Internal Service Delivery (ISD)?
An ISD allows for internal billing of goods and services exchanged between UBC departments. As an Internal Service Provider, Animal Care Services can submit an ISD event through Workday to move funds from one department to another. Prior to the launch of Workday, internal sales were recorded via manual accounting journals known as journal vouchers. Animal Care Services will still be completing monthly uploads for billing with statements mailed via Mosaic. Only the technical accounting transaction is changing, all other invoicing processes remain the same.

If you have any questions regarding these new processes, please do not hesitate to reach out to acs.finance@ubc.ca.

For more information about Workday, visit irp.ubc.ca.