The controller's office will launch a new policy and procedure exception form in Workday on Jan. 1, 2025, replacing email as the request tool. The intent is to improve the efficiency and transparency of financial and accounting compliance exception requests from faculty, staff and students.
The form will be found under the "create request" command in the "quick tasks" tile in Workday. Users will select the request type "policy and procedure exceptions."
This form is to be used for an exception to a financial and accounting compliance policy or procedure. Examples of these exceptions might include, but aren't limited to, hospitality expenses, lodging overage, meals (group, individual and per diem), combining personal and business travel or flying vs. driving travel expenses.
Requesting an exception will be the responsibility of the impacted employee. All requests will be directed through the system to the Financial and Accounting Compliance Team (FACT) for review. Submitting a request doesn't guarantee approval.
Starting Jan. 1, all exception requests must be submitted via this form; email requests no longer will be reviewed.
Key benefits of transitioning policy exception requests from email communication to the Workday platform are:
- Standardized communication: The new process enhances clarity and efficiency in submitting requests.
- Faster processing: The streamlined system will expedite review and approval, significantly reducing wait times for requestors.
- Documentation: All requests will be tracked and documented in Workday, providing visibility and accountability to the approval process. This record could help staff identify policies and procedures that may need more training and support.
Questions about accessing or completing the policy and procedure exception form in Workday may be sent to fact@iastate.edu.
