WalkMe Installation Instructions

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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

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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.

COVID 19 Financials Tracking

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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 – 3/31/204/29/20
4/1/20 – 4/30/205/20/20
5/1/20 – 5/31/206/19/20
6/1/20 – 6/30/207/20/20
7/1/20 – 7/31/208/20/20
8/1/20 – 8/31/209/21/20
9/1/20 – 9/30/2010/20/20

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:

10/80Cheryl Bennett
11Ken McNeil
20/21/22Roger Smith
23Brian Donovan
24Jason Sabel
30Jen Horn
40Jeff Bloss
50Patty Stevens
60Kelly Talarczyk
70Sheryl Burgstrom
90Donna Dawley
91Jill Hetterich
92Mike 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

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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

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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

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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

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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

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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

 

UR Financials & UR Procurement (P2P) Gets an Upgrade

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Twice a year, UR Financials & UR Procurement (P2P) system (Workday) has a scheduled upgrade, the next occurring on Saturday, September 7.  It is expected that this edition will have no end-user impacts. 

Workday 33 will deliver a new Create Receipt UI on September 7, 2019.  More details to follow.

If you have questions please email UnivITHelp@rochester.edu

New lease expense spend categories and ledger accounts

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With recent adoption of updated accounting guidance on leases, please note that new ledger accounts (6346x for lease expense) and spend categories (SC71xxx) are in use for real estate and equipment leases. Lease expenses, such as rents, are now reported with the journal source Expense Recognition.

If you ran monthly ledger or transaction reports before 2:30pm on Wednesday, August 7, your lease expenses may not have been captured. We recommend you re-run those reports.