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.

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 – 3/31/204/29/20
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.

Invoice Payment Type Changes in UR Financials

There will be two (2) changes to Payment Types in the UR Financials system coming this December.

  1. After December 6th, 2016, ACH Manual Payment Type will no longer be used in the UR Financials system and will now be referred to as EFT (Electronic Funds Transfer) Payment Type. This change will impact ALL transactions (both historical, current and future) that used ACH Manual Payment Type.
  2. Within the month of December, new invoice transactions previously termed Wire Manual Payment Type will be marked as EFT Payment Type within the UR Financials system. Note:  Prior transactions will remain as Wire Manual as seen in the Find Supplier Invoice Lines (NCL) URF0992 – seen below
    ach-manual

For questions on these changes, please contact Marta Herman directly.

Sign Up for September’s User Group Meeting

Please join us for this month’s UR Financials User Group meeting.
This group has been created to inform, discuss, and share UR Financials practice with one another for continued learning and support.

Meeting date/time:
September 21st
from 1:30 – 2:30 PM. Sign-up to participate in person, or remotely.

Locations: 

  • In-person participation
    Medical Center:  room 2-7544
    , (view the second floor CEL Department Map)
  • Remote participation.
    WebEx 
    participants click here, and enter your name and e-mail if prompted.
    Meeting password is: Workday25

Conference call information:
Dial in: 1-888-330-3581Access Code: 6534022

Meeting agenda is posted below:

  • UR Financials Announcements
  • Workday 27 Upgrade
  • May User Group Meeting Response
  • Accounts Payable Update
  • Resurrecting Financial Data Warehouse
  • Budget and Forecasting Update
  • Upcoming Events

Presentation materials have been posted on the Resource, User Group page.

Join Us – User Group Meeting on September 21st

Please join us for this month’s UR Financials User Group meeting.
This group has been created to inform, discuss, and share UR Financials practice with one another for continued learning and support.

Meeting date/time:
September 21st
from 1:30 – 2:30 PM. Sign-up to participate in person, or remotely.

Locations: 

  • In-person participation
    Medical Center:  room 2-7544
    , (view the second floor CEL Department Map)
  • Remote participation.
    WebEx 
    participants click here, and enter your name and e-mail if prompted.
    Meeting password is: Workday25

Conference call information:
Dial in: 1-888-330-3581Access Code: 6534022

Meeting agenda is posted below:

  • UR Financials Announcements
  • Workday 27 Upgrade
  • May User Group Meeting Response
  • Accounts Payable Update
  • Resurrecting Financial Data Warehouse
  • Budget and Forecasting Update
  • Upcoming Events

UR Financials Successfully Upgraded – Minimal Changes to User Interface

The UR Financials system upgrade completed successfully this past weekend with very few impacts to the user interface. Read further for more details.

  1. UPDATED Terminology change – Budget is now Plan: The system implemented a terminology change; “Plan” now refers to “Budget” in some areas within the system.  This impacts the following reports where Budget Structure (label) has been changed to Plan Structure (label) within the report filter criteria:
    1. Award Budgetary Balance Summary (NCL) URF0840 report
    2. Award Budgetary Balance Summary Printable (NCL) URF0987,
    3. Award Budgetary Balance Summary Printable URF0986
    4. Award Budgetary Balance Summary URF0331
      All QRCs will have been updated to reflect this change.
      An  alias that links these terms has been implemented. Therefore, when searching for “Budget”, appropriate “Plan” and “Budget” results will return.  Remember:  Using the established report unique identifier, such as URF0987 and/or full report name, will continue to provide best results when searching for reports.
      **This change does not affect the Create Budget Amendment task used by Company Level users with the Accountant role.
  2. Loading Screen: Users now see a Workday home page loading screen immediately after entering user log in credentials. This briefly appears prior to viewing the UR Financials Home page.splash
  3. Rich Text Editor Toolbar: Comment, or reply fields within the UR Financials system now allows rich text editing. Select the Format Text button to view the formatting window with a toolbar.
    format text
    format toolbar
  4. Guided Tour for Errors: If errors are encountered while using UR Financials, the system shows a streamlined error indicator. This location of the indicator has not changed, but no longer lists errors. Users will see only an error indicator showing Errors: quantifier. Users may also notice a tooltip appears when hovering over the quantifier.
    error indicator

    1. When selected, the indicator will collapse, small error indicator as not to impede viewing of information on screen.
    2. Select the indicator to be transported to the error location with a provided description. If multiple errors are present, the description window can cycle through all errors found, automatically relocating itself adjacent to each error.
      example of error indicator
  5. Accessibility Update: The user interface now offers more compatibility with assistive technologies.
    • Input Prompts – Input Prompts, such as single value selection, multiple value selection, and dropdown selection, now have enhanced keyboard navigation and screen reader support.
    • Checkboxes and Radio ButtonsCheckboxes and radio buttons are more accessible through enhanced keyboard navigation and screen reader support.
    • Page Navigation (Headers and Regions) – The system contains updated headers and regions on all pages to work with screen readers in order to assist users with navigation throughout Workday.
    • Multi-view Containers – The multi-view container, as seen in the system’s Inbox, has enhanced keyboard navigation and screen reader support.
    • Error Guided Tours – Error Guided Tours have enhanced keyboard navigation and screen reader support.
  6. UR Financials Announcements: Minor enhancements have been made to announcements within UR Financials.
    • The announcement image (i.e. green circle) has been brought back at first viewing and after selecting the announcement card.
    • The selected announcement shows a new layout that is no longer stacked, but rotates side by side.
    • External links, Custom Report links and Video links may now be included in any announcement.
      announ1announ2

NOTE: Microsoft’s Retirement of IE9/10 and UR Financials:  Internet Explorer version 9/10 will not be supported by Workday as noted at the bottom of the UR Financials Login page. For web browser upgrades and support, contact:
Help Desk: UnivIT: (585) 275-2000 or email: UnivITHelp@ur.rochester.edu
URMC: (585) 275-3200 or email: HelpDesk_ISD@urmc.rochester.edu

For questions on these changes, please email the UR Financials team.

2016 Fiscal Year-End Finance Announcements

Thank you for your continued support, patience, and cooperation working with the new UR Financials system.  We appreciate your continuous efforts assisting the central finance team to complete monthly close procedures throughout the fiscal year.  We will continue to support you to the best of our ability as we approach one of our busiest times of the year.

In preparation for fiscal year end close for June 30, 2016, there are special timing considerations and actions required on your part in order to ensure that all financial transactions are recorded properly and in the current fiscal year.  The fiscal year end close schedule is attached and important deadlines are noted below.  For further information, please visit either the Finance website or the FY2016 Fiscal Year End Close Schedule.

Request for Payment (F-4) and Student Expense Report for University Business (F-34) must be received in Accounts Payable no later than 4PM on Friday, June 10, 2016. Please send to Accounts Payable, RC Box 278958.

Payroll Reallocation Changes – Requests for payroll reallocation changes on Form 800 should be received no later than 4PM on Wednesday, June 15, 2016. Please send your materials to Laura Bardossi, Box PERC.

Employee Expense Reports (F-3) – must be received in Accounts Payable no later than 4PM on Tuesday, June 28, 2016. Please send to Accounts Payable, RC Box 278958.

All journal entry forms and 312 requisitions (non-purchasing) must be received by central finance by 4PM on Friday, July 1, 2016

Preliminary reports available on the morning of Friday, July 8 2016

Final reports available on the morning of Wednesday, July 13, 2016

 

UR Financials to Modify Its Look Today, March 14th

UR Financials will undergo some cosmetic and functional changes to the Home page, Reporting and Announcements. Changes are listed below in detail.

Home Page

UR Financials can now be branded with University of Rochester imagery. Below details how the home page will be customized in three different ways:

banner1.       The top center of the Home page will no longer show the Workday image, but will now show the University of Rochester logo.

2.       Below the UR logo, University images will appear that will periodically change. UR Financials Announcements will also appear in this area.

3.       The Home Button previously to the left of the Search bar will show the Workday “W” logo and performs the same function.

Reports

Grid (column) personalization will now be an option on most reports. This feature provides users the ability to visually modify columns shown in report results. Note: All columns will be visible in a grid by default.
Changing columns will not impact data as this is just a visual change and only seen by the user.

before grid

The Show/Hide Columns icon is located in the upper right of the report result grid.

1.       Select the icon to view a drop-down list of all report column titles.

grid

2.       Check only the columns desired to appear on the report.

3.       Select the Done button to save and see changes made. A quick message will appear stating “Changes have been saved” under the U of R logo.  These changes will persist and show the next time the report is run.

Tip: The icon turns light blue when selections have been made

4.       Return to the Show/Hide Columns icon (now blue) to make further changes

after grid

Note: This feature is not available on all reports

Announcements

Announcements will become more interactive and will now be able to link to items such as; reports, external links and tasks. After March 14th, when viewing announcements in the UR Financials system, select the announcement for further viewing of information or possible links.

Additional Changes for March 14th

Read more about changes to the FAO attribute location
Read more on new layout options for Awards (Grant Analysts)

If you have questions please email URFinancials@UR.Rochester.edu.

 

FAO Attributes Found in New Location on March 14th

Due to the UR Financials Upgrade on March 14th, the FAO attribute location will change.  When viewing FAO attributes (Including Grants), the related worktags will now appear differently within the UR Financials system.

For example, within the View Grant screen, the related worktags are no longer seen at the top of the page, but now can be viewed by either selecting the Related Actions button on that Grant, or opening the newly created Related Worktag tab at the bottom of the screen.

FAO location change 1FAO location change 2

Use this View Grant and Award Job Aid for detailed steps on this change.

For non-Grant FAOs, such as Operating Programs, worktags will now appear in the lower half of the screen after searching for the FAO using the UR Financials system search bar.

FAO location change 3

If you have questions please email URFinancials@UR.Rochester.edu.