Pcard transaction verification and approval will transition from US Bank’s Access On-Line system to Workday as of 2/1/2021. A new Pcard section has been added to the UR Procurement Website for access to the Pcard Policy, FAQ’s, Forms, Resources and Training. In preparation for the go-live, there are optional live Instructor zoom sessions scheduled for the week of January 18, 2021, and January 25, 2021. Check-in sessions after go-live have been scheduled 3 days a week from 2/1/2021—2/19/2021. Details regarding these check in sessions is available in the Pcard Training section on the website.
UR Financials, UR Procurement, and UR Student Upgrade Successfully
On September 12th the UR Financials, UR Procurement (Procure to Pay, P2P) and UR Student have all successfully completed their semiannual upgrade this past weekend. Changes made did not impact Procure to Pay (P2P) end users; however, a few new features have been added when you login to access the system. The system will now track recent searches to assist with finding tasks and reports quickly and easily that you recently accessed (Click–> SearchBar-QuickAccess-QRC for instructions).
UR Student will continue testing secondary features over the next few weeks. Read our UR Student newsletter (link to a UR Student Newsletter page) for details on changes that may impact you.
Please contact the Help Desk at univithelp@rochester.edu or (585) 275-2000, or email Procurement_service_center@ur.rochester.edu or call (585) 275-2012 or submit a ticket.
UR Financials, UR Procurement, and UR Student get an upgrade
The UR Financials and UR Procurement systems are scheduled to be upgraded this Saturday, September 12. UR Procurement will be unavailable from Friday, September 11, at 9 p.m. EDT through Sunday, September 13, at 8 a.m. The upgrade is not expected to affect Procure to Pay (P2P) users. If you have questions, please email Procurement_service_center@ur.rochester.edu or call (585) 275-2012.
UR Student is being upgraded on Saturday, September 12, and will also be unavailable from Friday, September 11 at 9 p.m. EDT through Sunday, September 13, at 8 a.m. Additional outage schedules can be found on the UR Student Service page. Please contact the Help Desk at univithelp@rochester.edu or (585) 275-2000, or submit a ticket if you experience any issues with the upgrade.
UR Procurement (P2P) Marketplace Upgraded
This past weekend, the UR Procurement Marketplace successfully underwent a scheduled upgrade.
Changes made will not impact end users.
If you have questions please email Procurement_service_center@ur.rochester.edu or call x52012.
UR Procurement (P2P) Marketplace Gets an Upgrade
The UR Procurement Marketplace (Jaggaer) is upgraded three times a year. The next scheduled upgrade will occur on Sunday, July19th. It is expected that this release will have minimal end user impacts.
If you have questions please email Procurement_service_center@ur.rochester.edu or call x52012.
UR Procurement (P2P) Marketplace Upgraded
This past weekend, the UR Procurement Marketplace successfully underwent a scheduled upgrade.
Changes made will not impact end users.
If you have questions please email Procurement_service_center@ur.rochester.edu or call x52012
UR Procurement (P2P) Marketplace Gets an Upgrade
The UR Procurement Marketplace (Jaggaer) is upgraded three times a year. The next scheduled upgrade will occur on Sunday, April 5th. It is expected that this release will have minimal end user impacts.
If you have questions please email Procurement_service_center@ur.rochester.edu or call x52012
WalkMe Installation Instructions
This is a virtual help assistant guiding you step-by-step through certain tasks within UR Financials. In order to access the assistant, you must first download a web browser extension called WalkMe, which works in Chrome and other modern web browsers (desktop and laptops only).
Click here to download the WalkMe browser extension and follow the onscreen instructions (for browsers: Firefox, Chrome, IE, or Edge on desktop or laptops only) provided to complete the extension install.
This download will activate the Need Help button in UR Financials (located in the upper right corner of site). Select this button to get in-the-system guidance on the listed tasks provided.
If you have questions, please email UnivITHelp@rochester.edu
Central Finance Process Updates – Electronic Form Submission
To accommodate the transition of more staff working remotely, Accounts Payable and General Accounting are making the following changes. We are no longer requiring original signatures. Scanned, electronic and emailed signatures are acceptable.
- We have established a new email box where F3/F34 expense reports should be emailed: Business_Expense_Reimbursement@finance.rochester.edu. Please only send completed and fully approved expense reports to this email address.
- Paper F4s that cannot be submitted via Supplier Invoice Request can be emailed to AccountsPayable@finance.rochester.edu.
- Invoices that you might otherwise forward via interoffice mail to AP can be emailed to AccountsPayable@finance.rochester.edu.
- Petty Cash Request (F9) Forms should be emailed: GeneralAccounting@UR.Rochester.edu. The petty cash check will be sent directly to the Custodian PO box or location.
- 312 requisitions for interdepartmental purchases and all journal entries should be emailed: GeneralAccounting@UR.Rochester.edu. You may replace the 312 requisition form with a journal entry form and attach invoice or other form of approval as back up. For any questions regarding these changes, please contact general accounting at GeneralAccounting@UR.Rochester.edu.
- FDM request forms including FAO, Cost Center, Spend or Revenue Category with electronic approval should be sent to GeneralAccounting@UR.Rochester.edu.
- For all of the above, we ask that you combine the forms and all backup into one PDF attached to the email, or as few attachments as possible to simplify the review process.
COVID 19 Financials Tracking
Given the current Coronavirus situation, we ask that you keep track of all incremental expenses and lost revenue associated with preparations, containment, treatment, and related operational impacts, including such things as virus-specific purchases and additional fees (such as premium prices paid due to supply shortage), retroactively, back to 1/1/2020 and until further notice. Finance and Administration will use this information to track impacts to budgets and financial statements. To assist in the tracking of financial transactions associated with coronavirus expenses or disruptions:
- Divisional finance officers need to submit the COVID-19 Financial Tracking file in a timely manner. Instructions for the data and documentation necessary are included in the file. Please reach out to your divisional finance office for additional guidance and questions.
Future Deadlines
| Reporting Period: | COVID-19 Tracker Due Date: |
| 1/1/20 – 3/31/20 | 4/29/20 |
| 4/1/20 – 4/30/20 | 5/20/20 |
| 5/1/20 – 5/31/20 | 6/19/20 |
| 6/1/20 – 6/30/20 | 7/20/20 |
| 7/1/20 – 7/31/20 | 8/20/20 |
| 8/1/20 – 8/31/20 | 9/21/20 |
| 9/1/20 – 9/30/20 | 10/20/20 |
|
Last business day of each month thereafter | 15th business day after month end thereafter |
- Departments should further assist tracking efforts:
- For purchases via Workday P2P Requisitions and Supplier Invoice Requests: An additional custom worktag Initiative > COVID 19 has been created and should be added to Requisitions and SIRs wherever an FAO is added. A reference guide has been added to the P2P Self Help > General P2P Support Tools > Tips & Tricks section that provides information on how to add this new worktag. Please contact the P2P Service Center at 275-2012 or Procurement_service_center@ur.rochester.edu for further assistance.
- Pcard purchases: Cardholders should enter “COVID19” in the US Bank Comment/Business Purpose field in addition to providing your business purpose explanation.
- F3/F34 Expense reports: Enter “COVID19” in the Business Purpose and Description fields.
- Divisional finance office representatives are as follows:
| 10/80 | Cheryl Bennett |
| 11 | Ken McNeil |
| 20/21/22 | Roger Smith |
| 23 | Brian Donovan |
| 24 | Jason Sabel |
| 30 | Jen Horn |
| 40 | Jeff Bloss |
| 50 | Patty Stevens |
| 60 | Kelly Talarczyk |
| 70 | Sheryl Burgstrom |
| 90 | Donna Dawley |
| 91 | Jill Hetterich |
| 92 | Mike Winters |
- We encourage divisional finance offices to distribute the reporting template to departments within their divisions to ensure comprehensive reporting. However, we request one overall report to be submitted for each division, with divisional finance office representatives gathering the impacts from their various departments prior to submitting one master divisional finance report. Divisional finance office representatives will be given access to a Box site for uploading the consolidated divisional file.
Workday Mobile App Instructions
Staff in approval roles in the P2P system are strongly encouraged to download the Workday Mobile App on their phone. This will enable the ability to approve transactions (requisitions and SIR’s) on your phone and avoid delays in processing urgent transactions. Please click the link HERE for instructions.
UR Financials & UR Procurement (P2P) Upgraded
This past weekend, the UR Financials & UR Procurement (P2P) system successfully underwent a scheduled upgrade. Changes made will impact the P2P end users.
Workday 2020R1 will deliver a new Create Requisition UI on March 9, 2020. More details to follow.
If you have questions, please contact P2P Center at URProcurement@rochester.edu
If you have any other questions please email UnivITHelp@rochester.edu
UR Financials & UR Procurement (P2P) Gets an Upgrade
Twice a year, UR Financials & UR Procurement (P2P) system (Workday) has a scheduled upgrade, the next occurring on Saturday, March 7th. It is expected that this edition will have end-user impacts for P2P.
Workday 2020R1 will deliver a new Create Requisition UI on March 9, 2020. More details to follow.
If you have questions please email UnivITHelp@rochester.edu
Leases and Rentals spend category update
Name and usage changes for the following existing leases and rentals spend categories:
Removing “Leases and” from the name
- Rentals Document Storage (SC51900)
- Rentals Equipment (SC51950)
- Rentals Other (SC52000)
- Rentals Property (SC52050)
These spend categories should only be used for non-lease transactions. To be in compliance with the new FASB lease accounting guidelines, effective July 1, 2019 for the University of Rochester, please contact UR Real Estate Office for space or UR Treasury for equipment if you have any lease transactions. Please refer to the UR Financials Chart of Account Spend and Revenue Category Definitions that will guide you how the above rentals spend categories should be utilized.
UR Financials Reporting Training Schedule for 2020
We have scheduled UR Financials report training for the first half of 2020. Registration is available in MyPath by searching on “UR Financials” and select the “NCL Basic” course. All instructor led training classes will be at College Town on the 3rd floor, room 3102 which is just beyond the break room on the right inside the double doors. Class size is limited due to room capacity.
Thursday, January 23, 2020 from 9:30-12:00
Tuesday, February 11, 2020 from 9:30-12:00
Wednesday, March 18, 2020 from 9:30-12:00
Thursday, April 16, 2020 from 9:30-12:00
Tuesday, May 19, 2020 from 9:30-12:00
Tuesday, June 16, 2020 from 9:30-12:00