How to Request a new Gift Worktag

Guide to completing a request for a new gift worktag.

The New Program, Gift, or Project service may be used to request the creation of a new Program, Gift, or Project in Workday. As it may take 7-10 days for these worktags to be activated in Workday after approval, it is pertinent your request contains accurate entries of the required information.

Please use this article as you fill out your request. Below, you will find information regarding the required fields to request a New Gift Wortkag.

Requestor

• This is the individual requesting the creation of the Activity Code. This individual will be contacted if further information is required.
• This field defaults to the User logged into TeamDynamix, but you may select any active UNLV employee.

Acct/Dept

• This is the high level department that the Requestor belongs to.
• TeamDynamix will automatically populate this field based on who is selected as the Requestor

Proposed New Worktag Name

• This name will become the name of the worktag along with the GF number assigned by Workday
• This name will be reviewed to make sure it follows the naming guidelines (Example: Start up funds, IDCR, others)

Worktag Type

• Select the worktag type you are requesting (Gift)
• For Grant Worktags – Please contact the Office of Sponsored Programs (OSP)

Is this a Scholarship? 

• Please indicate if this worktag is a scholarship (yes) or non-scholarship (no.)
• Scholarship requests may only be initiated by the Financial Aid Office for both Gifts and Programs.  

If Gift - spend types

• If this is a scholarship request, please skip this question. Only answer if this is a Non-Scholarship worktag.
• Can be a combination of the three spend types: Hosting, Salaries and/or Travel

Description

• Provide a detailed description of the purpose and reason for the new Worktag

Account Control Type

• Selecting an Account Control Type is optional, but a recommendation can be provided by selecting one of the following options: 
  • Balanced Controlled (non-budgeted)
  • Budget Controlled

Cost Center Id

• Please provide the Cost Center Id and name associated with this proposed worktag request.
• Cost Center format is “CC####”. Example: CC0056 Univ Wide-Institutional Priorities

Unit Id

• Please provide the Unit Id and name associated with this proposed worktag request.
• Unit Id format is “UNLV##”. Example: UNLV47 Univ Wide Programs

Expense Function Category

• Choose the most appropriate Function based on the NACUBO expense function definitions 
• For definitions and details on each Function, please refer to the following Knowledge base document: NACUBO Expense Function Definitions
  • FN10 Instruction or Departmental Research
  • FN20 Organized Research
  • FN30 Public Service
  • FN40 Academic Support
  • FN50 Student Services
  • FN60 Institutional Support
  • FN70 Operations and Maintenance of Plant
  • FN80 Scholarships and Fellowships
  • FN90 Auxiliary

Proposed Fund

• Please enter the proposed fund. Be aware that many variables are considered for fund application and that Financial Planning, Budget and Analysis will make the final decision of the fund id.

Worktag Source of Funds

• For Foundation gifts, please provide the Foundation fund 4-digit number, fund ####. 
• Please select the most applicable sources of funds. Use the Revenue description to further describe the source of funds in detail

Estimated Annual Revenue Amount

• Please enter the projected annual revenue amount for this worktag request
• This amount should be greater or equal to the estimated Expense Amount

Revenue Description

• Please provide a description of the revenue for this worktag
• If the worktag is being funded by multiple revenue sources (e.g. project bonds, project gifts, state accounts, etc), please list each revenue source type and the amount for each

Estimated Annual Expense Amount

• Please enter the estimated annual expense associated with this worktag request.

Expenditure Description

• Describe the type of expenses that will be posted to this worktag. Please add as much detail as possible.

Payroll Expense

• This question is optional – Skip this question for Gift-Scholarship requests?
• Please select the appropriate response for payroll expense as applicable to this worktag request.

Payroll Expense Type

• If you answer Yes to the previous question, please provide the Types of Payroll Expenses. 
• Possible Options: salaries, fringe, or salaries and fringe

Worktag Manager

• Please provide the legal name of the worktag manager. Once you start typing the name, the system will provide possible matches based on the name saved in Workday. 
• This role allows the user to review and approve all financial transactions for assigned worktag(s). The assigned user will have the ability to view all related transactions (requisitions, invoices, purchase orders, budget amendments, and journals as well as Manager Balance and Expenditure reports. Worktag Manager requires authority from Worktag Owner to manage business and financial transactions on his/her behalf).

Worktag Owner

• Please provide the legal name of the worktag owner. Once you start typing the name, the system will provide possible matches based on the name saved in Workday
• This role allows the user to view financial information and reports. It should be assigned to the employee that is ultimately accountable for the worktag budget and the purpose it supports. This user is not routed Workday processes for review and approval but can be added as an additional approver on an ad hoc basis

Attachment(s)

• Click the Browse button to add attachments. You are able to add multiple attachments if needed. 
• Please refer to the following Knowledge base document to make sure you include all of the appropriate attachments: Required vs Optional Attachments for each type of Worktag Request

Final Worktag ID

• The final worktag ID and Name will be added by Financial Reporting once NSHE creates the worktag in Workday.