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.

 

Change to Layout Options for Awards on March 14th

There has been a change to the layout options for the Award Line tab, within the View Award screen. This Award Line enhancement improves user interface performance for awards with many award lines (Grants).

Enhancements contain the following:

  • Validations moved to the “submit” bar function
  • Error messages are actionable and specific
  • Alternate views available; single selection or grid view (see images below)
    o   Improves performance for managing awards with fifty plus award lines

 view award

How to change Award Line tab view

  1. Run the View Award report for an Award and select Award Lines Tab
  2. Select the Single Selection view optionSS icon
  3. Select the Grant to show the Grant details

Single Selection View:

view award 2

Grid View (traditional):

view award 3

If you have questions on these changes, please email URFinancials@UR.Rochester.edu.

Security Audit Forms Due on Monday

The UR Financials Security Audit process is wrapping up.  All applicable documents are due by Monday February 29th, otherwise access will be turned off until received.

Ensure your access remains active by sending in your documents today.

Read more for instruction on how to complete this process.

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

UR Financials Conducts its Annual Security Audit

It’s time for our annual security verification process for all UR Financials users. Over the past year, employees may have transferred, or left the University without updating their security. This initiative is to validate security for accuracy and completeness within the system. This annual security audit is required for all current Workday users.

User accounts needing adjustment will require the completion of a Workday Security (Access) Form  to document changes needed.

All users should complete the steps below with a signed security verification form returned no later than February 29th.

To begin, complete the following steps:

  1. Run the View My Role Assignments report within the UR Financials system.
    view my role
  2. Once this report is run, select the Print button in the lower left corner of the screen to print this Role Audit report. This will automatically print as a PDF type form with approval lines for manager signature.Tip: This PDF report will also be saved to the Workday W: drive and can be retrieved there.
    role audit form
  3. Review the Organization Type, Organization and Roles Name assigned for appropriateness and accuracy.
  4. If security listed is correct, sign and date, then obtain manager approval. Follow instructions listed at bottom of the Role Audit report for submission. Skip to step 6.
  5. If a correction is needed, check the I need to add or remove access” check box on the Role Audit report then, complete a UR Financials Workday Access Form to document changes needed and gain all approvals necessary on that form.

Use this short list of Role definitions list below to determine if you have requested the correct role for access. Linked here is a complete list of roles and definitions.

role types

6.  Send form and/or report to:
UR Financials Security Attn: Traci Slingerland College Town
44 Celebration Drive
Box 278966 

–OR-
Email a scanned copy to URFinancialsSecurityTeam@UR.Rochester.edu

Note: For Role Audit reports with no corrections send the Role Audit report only.  For Role Audit reports that need corrections send both the Role Audit report and UR Financials Security form.

Remember, all users should have signed UR Financials user security verification forms by Monday, February 29th.

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

Grants: Object Class Code Updated

Based on feedback received from Research Administrators, the Object Class code configuration has been updated for Grants. Object Classes were previously sorted in alphabetical order and will now sort in an order requested by these individuals. For example: Salaries, Graduate Students, Fringe Benefits, Supplies, Travel, etc.

These updates can be seen in reports such as:

  • Award Budgetary Balance Summary Printable (NCL) URF0987
  • Award Budgetary Balance Summary Printable URF0986
  • Monthly Transactions Printable – Grant URF0942G
  • Monthly Transactions Printable – Grant (NCL) URF0943G
  • Customer Invoices

Object Class

Additional reports will be updated based on this feedback. These will be announced as changes are made.

For questions on this, Contact Us.

Financial Data Model Crosswalks updated

The following three (3) crosswalks and one (1) job aid listing has been updated on the Tools page as of September 1st, 2015.

  • FRS Department to Workday Cost Center Crosswalk
  • FRS Account to UR Financials FAO Crosswalk
  • FRS Subcode to Workday Worktags Crosswalk
  • UR Financials Ledger Accounts, Spend & Revenue Category Listing (JOB-AID)

These crosswalks are used for FAO, Worktag, Ledger Accounts and Spend / Revenue Category reference. Each have their own guidance and disclaimers as noted on the Tools page.

Financial Data Model Crosswalks updated

The following three (3) crosswalks and job aid listing has been updated on the Tools page as of July 23, 2015.

  • FRS Department to Workday Cost Center Crosswalk
  • FRS Account to UR Financials FAO Crosswalk
  • UR Financials Ledger Accounts, Spend & Revenue Category Listing (JOB-AID)
  • FRS Subcode to Workday Worktags Crosswalk

These crosswalks are used for FAO, Worktag, Ledger Accounts and Spend / Revenue Category reference. Each have their own guidance and disclaimers as noted on the Tools page.

Grants Management Enhancements – Facilities & Administration (F&A) and Revenue Recognition

A Grants Management enhancement has been implemented in UR Financials effective July 1, 2015. Facilities and Administration Expense and Revenue Recognition journals will be created at the time the direct expenditure is recorded on Supplier Invoices and Supplier Invoice Adjustments to more accurately match revenue with expense in the accounting period in which the transaction occurs regardless of when settlement occurs.

Please note transactions will be handled differently as follows: 

Supplier Invoices and Supplier Invoice Adjustments Dated prior than 7/1/2015 (Current Process)

  • Supplier Invoices and Supplier Invoice Adjustments do not recognize Facilities and Administration (F&A) Expense and Revenue at the time the direct expense is recorded
  • F&A Expense and Revenue Recognition occur at the time of payment for expenditures (known as settlement, when a check is cut to pay the Supplier)
  • Supplier Invoices and Supplier Invoice Adjustments dated prior to 7/1/2015 will continue under this process and not process under the new enhancement, meaning F&A and Revenue will continue to be recognized at settlement
    • In the very near future, an enhancement will be delivered to change the processing of F&A and Revenue Recognition for new transactions with document dates prior to 7/1/2015. A separate communication will be sent once this functionality is released.
  • Supplier Invoices and Supplier Invoice Adjustments “in process” prior to 7/1/2015 will continue under this current process and not process under the new enhancement, meaning F&A and Revenue will continue to be recognized at settlement
  • These transactions are not Billable until settlement is complete

Supplier Invoices and Supplier Invoice Adjustments Dated 7/1/2015 and later (Enhancement)

  • Supplier Invoices and Supplier Invoice Adjustments will have F&A and Revenue journals created at the time the direct expenditure is recorded to more accurately match revenue with expense in the accounting period in which the transaction occurs, regardless of when payment is made
  • For new transactions, F&A and Revenue Recognition will occur at the time of Business Process (BP) completion (data entry and approval of supplier invoice/adjustment, if needed)
  • These transactions are not Billable until settlement is complete (no change to existing process)

For questions on this, please feel free to contact your Staff Accountant in ORACS or Terry Messenger.

UR Financials Reports Utilizing Ledger Account – Now Operational

The Ledger Account issues experienced yesterday in UR Financials Production system has been RESOLVED.
Users can now successfully filter and run the following reports listed below. 

Affected reports with prompt issue (may not be limited to):

  1. FAO Budgetary Balance Summary – Monthly Ledger URF0945
  2. FAO Budgetary Balance Summary – Monthly Ledger (NCL) URF0902
  3. FAO Budgetary Balance Summary – Monthly Ledger Printable URF0940
  4. FAO Budgetary Balance Summary – Monthly Ledger Printable (NCL) URF0941
  5. FAO Summary of Funds URF0964
  6. FAO Summary of Funds (NCL) URF0965
  7. FAO Summary of Funds (NCL) URF0965B

Affected reports with behind-the-scenes filtering:

  1. Award Line Summary of Funds (NCL) URF0983
  2. All Project LTD reports.

Please contact us with any questions.

UR Financials Planned Outage tonight at 11:00 PM EST

The UR Financials systems (Sandbox and Production) will be unavailable this evening, June 29th, at 11:00 PM while fixes are being applied by Workday.  Service should be back online at 2:00AM on June 30th.

As a precautionary measure, system monitoring will take place to verify overnight integration have not been impacted.

 

Grants Management Dashboard Label Issue

The Grants Management Dashboard currently denotes (Do Not Use) within the Grants Management Dashboard title. Please ignore this inaccurate label until this is resolved by Workday. This is only a cosmetic issue as the Grants Dashboard is still fully functional.
GMD error

Another communication will be sent when this is resolved. In the interim, if you have any questions, please contact us.

User Alert: UR Financials Reports Utilizing Ledger Account – Currently Nonoperational

The Ledger Account object is not working presently in certain UR Financials scenarios listed below. 

Scenarios include:

  • Filtering Reports – “No Items” will show when searching for Ledger Accounts in the Ledger Account (Exclude prompt). See a partial list of impacted reports below.
  • Running Reports – User receives the error “The entered information does not meet the restrictions defined for this field (Ledger Account for CRF)” when running a report that filters on ledger account behind the scenes.

ledger account error msg 062915

Affected reports with prompt include, but may not be limited to:

  1. FAO Budgetary Balance Summary – Monthly Ledger URF0945
  2. FAO Budgetary Balance Summary – Monthly Ledger (NCL) URF0902
  3. FAO Budgetary Balance Summary – Monthly Ledger Printable URF0940
  4. FAO Budgetary Balance Summary – Monthly Ledger Printable (NCL) URF0941
  5. FAO Summary of Funds URF0964
  6. FAO Summary of Funds (NCL) URF0965
  7. FAO Summary of Funds (NCL) URF0965B

Affected reports with behind-the-scenes filtering but not prompt:

  1. Award Line Summary of Funds (NCL) URF0983
  2. All Project LTD reports

A Workday case has been opened to resolve this issue.  They have estimated this to be resolved by July 4th.  Once this defect is resolved, it will be announced on the UR Financials site and emailed to users.


Please note: The Spend Category (Exclude) filter is operational and is listed on the monthly ledger reports.  This can be used to remove allocations from your report results.

To view your monthly ledgers, with allocations removed, follow these simple steps:

  1. Locate your monthly ledger report in UR Financials
  2. Select your required prompts, as normal
  3. In the Spend Category (Exclude) prompt, select all the spend category allocations to remove from the report results
    1. Click the prompt icon for Spend Category (Exclude)
    2. Type allocationsin the prompt search window
    3. To quickly select all allocations listed, scroll to the bottom of the list, then hold the SHIFT key and left-click on the last value
      exclude allocations
  4. Run report

A follow-up message will be posted when this issue is resolved.  In the interim, if you have any questions on this issue, please contact us.