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County Workday rollout causes voucher and payment delays; districts' checks printed but county payments backlog remains
Summary
County finance staff reported Workday implementation problems that left vendor addresses missing, produced refunds and duplicate vendor-code issues, and left roughly 500 county payments processed with more than 900 transactions queued; urgent payments should be routed to Vicky or Tim Douglas.
Spokane County finance staff briefed commissioners on Feb. 4 about ongoing issues following the Workday enterprise-resource-planning go-live. Staff said the system is functional but imperfect, with remaining problems that staff expect to take months to fully resolve.
"Not all the information got loaded. So right now, we still don't have addresses to print on the checks," said Vicky, who is responsible for district payments. She said district checks have been printed and that staff are working with the implementation vendor Guidehouse to finalize files and upload missing addresses. She reported that the office had processed roughly 500 county payments and had about 900 county transactions in the queue.
Vicky said the county needs departments to clean up duplicate vendor codes that arose when PeopleSoft vendor entries used the same vendor number for different addresses; the Workday conversion created distinct vendor records which will require department-level updates. She advised that truly urgent payments be escalated to her or Tim Douglas; "If they are really truly urgent payments that have to be made right away... then they can contact either me or Tim Douglas," she said.
Staff acknowledged broad implementation strain across departments, a reliance on overtime, and the need for clearer communications to districts. They said the payroll go-live must be stable and that teams are prioritizing fixes.
Ending: Finance staff said they will continue to work with Guidehouse and county departments to clear vendor-address uploads and reduce the payments backlog; they asked departments to flag immediate contractual payments so staff can prioritize them manually during the implementation phase.
