Payroll/Timekeeping/Core HR

• The deadline for sick and vacation time is March 20. How do we handle callouts after that date?
  • They will be entered into WaveWorks as of the go-live date.
• Kronos will not allow you to submit vacation time effective March 20. It will block you from submitting it.
  • Correct, vacation time occurring after March 20th should be enter in WaveWorks after HCM Go-live.
• Will hourly employees still be clocking in and out during the dark days?
  • Yes, Kronos will be available through 3/19.
• Did you recommend we pull our time sheets from Kronos or did you say to pull our Pay slips from Gibson?
  • Payslips should be pulled from EBS if you will need those records. 

Performance Reviews

• Will this affect the annual review portal?
  • 2025 reviews will not be affected. 2026 reviews will be completed in WaveWorks.

Recruiting

• Will current vacancies roll over to go live?
  • Active requisitions in HCM on 2/27/26 will be brought into WaveWorks. Candidate information will not be brought over.
• If we are currently hiring, when will we be able to make an offer in the new system?
  • You will be able to create an offer on 3/27/26.

Security

• Will individual system access be migrated into the new system? For instance those who can submit invoices, timekeeper access, effort access, salary data, grant access, etc.
  • Security will look very different in WaveWorks. You will not need to request access to Expense, Procurement or individual accounts.
• In the past, I have had to submit a ticket for access to order on certain account and org numbers in SciQuest. Will we need to do this again or should all of our access remain the same? If we have issues with being able to order on the different orgs/accounts we already have access to, who do we contact? Is there anything I can do to check my access now?
  • This will not be an issue in WaveWorks as an employee will be able to charge to any University account. If you encounter any type of security issue, there will be a Service Now request form to request a review of your access. 

Training

• Will there be any hands-on training?
  • Yes, there will be a mix of hands-on training, webinars, recordings, and documentation.
• When do you recommend sharing the training links with department faculty?
  • The training links should be shared with all faculty and staff right away.

Accounts Payable

• Is Glacier for foreign payments continuing?
  • Yes, Glacier is continuing.
• How do we handle payments for independent contractors during the freeze?
  • If you have payment requests that can submitted early in SciQuest, please do so and add a comment explaining why it is being submitted early.
• Should invoices for blanket orders still be sent to Accounts Payable?
  • Yes, please send invoices that match to POs to accountspayable@tulane.edu.
• If we receive invoices for open blanket orders during the cutover period, do we still send them in to Accounts Payable for payment, or do we have to use p-cards for that too?
  • Yes, please send invoices that match to POs to accountspayable@tulane.edu.
• We have an event on 2/26 and hiring a vendor with ACH payment. I will be able to pay them in time via SciQuest, correct?
  • Yes, as long as the invoice is submitted and fully approved by Thursday, March 12.
• Will checks on approved POs still be cut during the cutover or no checks issued during that time?
  • Checks will be cut on approved POs until 3/25.
• Will there be any delays on vendor payments due to the freeze?
  • There may be some lag time with vendor payments, and we ask for everyone’s patience while the back log is cleared.
• How do we pay international subcontractors during the cutover including those that are paid monthly? Are we still able to do wire transfers? What if we have a new subcontractor starting in March that will need to be paid? These subcontractors including those in Africa and South America provide services and then invoice us. We cannot pay these with a credit card. Our department pays these subcontractors via wire transfer.
  • All subcontractor invoices submitted and fully approved by Thursday, March 12th will be processed and paid using the requested payment method (check/wire) as long as the correct payment information is provided.
• How should we handle SciQuest blanket order payments if needed during the blackout/cutoff period?
  • If an emergency vendor payment is needed during the freeze period, please email Lisa LeBlanc (lleblanc@tulane.edu) and Jim Wandling (jwandlin@tulane.edu) to explain the request and why it cannot wait until WaveWorks is live.

Approvals

• Also, can you clarify the deadlines that state: "last day to approve..."? Is that for last approver in the flow? For example, if I'm an approver but there are 3 people after me, is that deadline for the final approver in the flow?
  • The “last day to approve” means that ALL approvals for the transaction must be completed and ready for finally posting.

Card Management

• Will transaction clearing for P-Cards be moving from Concur to WaveWorks?
  • Yes, expense reporting for P-Cards will be done in WaveWorks.
• What is the easiest way for a PI to check their P-Card and T&E limits?
  • Contact Card Administration or call the number on the back of the card.
• Will we still be able to have categories opened for p-cards during the transition?
  • Yes
• Will we still be able to use T&E for local travel expenses?
  • Yes, the T&E card will still be available for those expenses.
• Are we meant to add our P-Card to a personal Amazon account? Or is there a way to setup/buy via a Tulane business account?
  • Long/ Short when you log into Amazon Business use your tulane email address. But do not convert your existing account and transfer purchase history or your personal account will be compromised. You will be prompted for your P-Card or payment method during checkout.
• Have the category blocks been lifted for P-card transactions during this time?
  • Some have i.e. chemicals, computers and accessories, but not all “restrictions”. For any end user issues during payment they will need to contact corporate card support as they do today.

Compliance Training

• Should we still complete the annual refresher on TULearnBridge?
  • Yes, completing training before March 11 is advised.

EITs

• Will there be a substitute for EITs during downtime?
  • Unfortunately no, but there will be a new EIT system available on 4/13.
• Is the current IT system going away?
  • Yes. It will be replaced by a new system EIT system integrated with WaveWorks.

Expenses

• If we have Concur expenses for future events that will happen during or after the dark period, will the expenses be charged to the correct accounts so long as they are allocated to the correct account prior to the cut off day?
  • For transactions for a future trip or event that occurs on or after 3/11/26, please submit all T&E transactions following the guidance below:
    • Once the travel is complete, Out-of-pocket or Day-of expenses will be submitted in WaveWorks. (Any associated transactions that were submitted in Concur must be attached to the WaveWorks Expense Report. Please be sure to print/save any Concur reports that will be needed for this future submission.)
    • For any early expense submission which will be charged to a grant (flights, for example), please charge to a departmental or non-grant account and submit by 3/11/26. After the trip occurs, move the charges to the correct grant account using an EIT.
• How do we submit our monthly P-card report while concur is down?
  • You need to submit the February p-card charges by 3/5. Your charges from 2/26-4/13 will be held and you will see those in WaveWorks and you will submit there.
• When submitting expense reports for future travel, should we include travel allowance/per diem in the report, or will we be able to populate these charges in the new system after travel is complete?
  • Do not add travel allowance/per diem to a future trip report. You will be able to add those types of expenses and any out-of-pocket expenses in the WaveWorks Expense report.
• Our office booked Concur flights and plan on covering the hotels (also the flights) with my T&E card for future guests visiting for an event, on the week of March 9-11. Do you recommend we provide per diem for the guests? What is the best way we should handle expenses that come up on my T&E card?
  • Use the T&E card as you normally would. No special handling is required. You will be able to allocate those expenses when WaveWorks goes live on April 13.

Procurement

• Will DCM animal orders be affected?
  • All orders for Tulane personnel and departments will be affected to a certain extent during SciQuest freeze period. There are options to use a PCARD for all Lab Supply and Research related punch outs.
• Will we be allowed to purchase chemicals which normally require OEHS approval on our P-Cards during the cutover?
  • Yes. OEHS is only within the Airgas workflow for liquid Nitrogen etc. During freeze. All other Life Science suppliers in punchouts are phone in to order with PCARD, so there is no workflow set up for OEHS. Users will need to advise OEHS on restricted purchases.
• What about all of the other vendors we use, Ambeed, Oakwood, and many others?
  • No, only the SciQuest Punchout suppliers have been contacted for support. Procurement does not have profile insight into the hundreds of other suppliers that campus utilizes for various supplies and services.
• Will blanket PO's be transferred from SciQuest to Oracle Cloud?
  • Yes, open POs will be transferred to WaveWorks
• All supplies will have to be bought with P-cards 3/12-4/20?
  • Unless you have a blanket PO, yes, supplies should be purchased using the P-Card.
• What about blanket orders we have currently open through the FY. Do I need to redo those in the new system for the remainder of the time? For example: April-July?
  • Existing Blanket PO will be converted to WaveWorks. Blanket PO’s migrated from SciQuest to Oracle will want to eventually be converted to an Oracle PO, especially if they are multi year agreements.
• What about supplies and much needed clinic items? My dept has numerous clinics that need lab, medical, and other general supplies. Do we use the P-Card in this case as well?
  • Strongly suggest ordering supplies that you can anticipate needing during the freeze period early. Use the P-Card for supplies needed during the freeze period.
• Dry Ice orders? Can we just call to order this?
  • Yes, you would call Carol Gadwal at the Fisher Store Room or go see her and pick up the dry ice direct from the store just like now.
• How long will we have access to historical data in SciQuest after the cutover date. How long will we be able to access this information? We typically have to maintain or have access to this information for three years for our grants.
  • For a period of time yet to be determined, users will have read only access SciQuest for reference purposes. The University is working on an archiving solution to house historic data, which will be implemented in the future. More information will be shared when that solution is available.
• Invoices received during the cutover period, do we send to Accounts Payable for payment, do we pay with P-card or hold all invoices until we go live.
  • If there is an open PO in Sciquest, you can email the invoice to accountspayable@tulane.edu.  
    If there is no open PO and there is not an immediate need to pay the invoice, please hold it until WaveWorks is live.
• Can we sign contracts while we cannot get a PO approved?
  • If the contract cannot wait, you should work with your normal approvers to obtain email approval before signing any contract. Which includes getting the contract reviewed by either OGC or Contract Management in Procurement.
• Will we still be able to submit receipts in the cut over period?
  • Receipt submission in SciQuest will end on 3/13.
• Have vendors been notified that no payments will be sent during the blackout period?
  • This communication is in process and will be sent by the Procurement Office.
• During the Cutover period, how will we be able to access vendors we normally use through SciQuest? I’m specifically speaking of Amazon, B&H, Grainger, etc. We get better prices through the punchout than if we bought directly with a P-Card.
  • Yes, the suppliers mentioned above have been contacted. You should acquire your Tulane Customer Number prior to engaging any supplier for a PCARD order and ensure that they have that number prior to taking the order and verify pricing.
• Which vendors will we have direct access to during the blackout?
  • Technically, you can engage any one of our thousands of vendors to see if they allow P-Card. However, we have a list of contact names, phone numbers, and emails for our punch out supplies, as we manage those punch out contracts.
• What about the medical and lab supplier punch-outs like Airgas, Fisher, VWR, Biorad, Qiagen, Millipore Sigma, the ThermoFisher Supply Center (SIF), etc.? Are this moving to or will there be something similar in WaveWorks?
  • All of our existing punchout suppliers, most of which are mentioned above will be in WaveWorks. I am not familiar with SIF, but if they are an active supplier with open PO’s and Invoices over the past year, they should be migrated into WW.
• How will SciQuest blanket orders be carried over?
  • If the Blanket PO is open it will be migrated over with the existing SciQuest PO number. We will eventaully want the blanket PO’s from SciQuest to be changed to Oracle PO’s, especially for multi year contract blanket orders. In Oracle Blanket PO’s are referred to as Annual PO’s.

Reporting

• Will Cognos Financial Reporting and Cognos Student Reporting move to Oracle?
  • No. You will have access to the historical data in Cognos Financial Reporting.  Financial Reporting moving forward will be found in WaveWorks.

Travel

• Will Concur only be used to book accommodations or will we be reconciling those travel expenses in Concur?
  • Yes, Concur will remain for booking travel. Reconciliation of expenses will occur in WaveWorks.