2015 Fiscal Year-End Finance Announcements

As the University’s fiscal year end approaches for June 30, 2015, 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.

FORMS:

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 12, 2015. 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 Friday, June 12, 2015. 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 23, 2015. Please send to Accounts Payable, RC Box 278958.

All journal entry forms and 312 requisitions (non-purchasing) due in divisional office / central finance by 4PM on Wednesday, July 1, 2015

REPORTS:

Preliminary reports available on the morning of Thursday, July 9, 2015

Final reports available on the morning of Wednesday, July 15, 2015

NOTE: If you should have any questions, or need further clarification:

  • Fiscal year end closing, please contact Karen Lombard-Bryce (5-8350).
  • Request for Payments & Employee Expense Reports, please contact Marta Herman (5-7880).
  • Payroll Reallocations should be directed to Laura Bardossi (5-7027).

User Group Meeting Today

Please join us for the first UR Financials User Group meeting – held today, May 20th.
We will kick off the meeting with an update on accomplishments post go live, followed by a discussion on Reporting Workshops and UR Financials Communications. Also highlighted will be a review of Workday enhancements to come.

Please review the presentation materials prior to the session.

For those partaking in this meeting via WebExclick here and enter your name and e-mail if prompted. The meeting password is: Workday24

Conference call info is included below:
Dial in: 1-888-330-3581Access Code: 6534022

There are still open seats left! Please sign up for an option of your choice.

Inbox viewing in Workday: Full view upon selection

Your Workday Inbox viewing has slightly changed.  No longer will an arrow be used to select and view your entire message.

inbox wd24

Now your message will automatically appear to the right of the screen once selected from your Inbox.

  1. To expand the message view, select the Full screen Viewing Mode icon (double headed arrow) next to the gear Actions icon Inbox expand
  2. Select the icon once more (toggle) to return the message size to its original size

For more tips, please visit the Tips and Tricks section of the UR Financials Newsletter emailed to users every Friday.

 

My Workday 2.0 includes Grant Management Dashboard: Worklets 5 or less

Worklets on the My Workday 2.0 home page allows for quick access to your favorite links.  The My Workday 2.0 home page has undergone some recent changes listed below:

  1. Only allows up to five (5) Worklets to show at one time for all users
  2. Now automatically includes the Grant Management Dashboard for Grant users

worklets wd24

If more than 5 Worklets are configured on the My Workday 2.0 page, please prioritize the Worklets selected to only show the five needed. If you have more than five listed, the remaining Worklets will not appear.
To do this, Configure Worklets  to modify the type and order as you would like them to appear on your My Workday 2.0 page. This includes the Grant Management Dashboard that has been automatically provided to all Grant users now in Worklet form.

Post Go Live Support: User Call-In Sessions Scheduled

If you currently have access to the UR Financials system you may have acquired some questions upon logging in.  The project team has developed User Call In sessions to help address your questions quickly.

These sessions are designed to further assist users with any questions, or issues immediately after Go Live on January 5th. Production access is required for these virtual/online support sessions. Times offered for these support sessions are below.

Please SIGN UP when you have questions, or need assistance after following the Self Help steps. Questions will be answered in the order on the sign up page.

Dates
• January 6, 8, 13, 15, 20, 22, 27, 29
• February 3, 5, 10, 12, 17, 19, 24, 26

Time
1:00 – 2:00 pm

Room
Virtual Only, WebEx will be sent out to users on the sign up list.

 

Post Go Live Support: User Call-In Sessions Scheduled

If you currently have access to the UR Financials system you may have acquired some questions upon logging in.  The project team has developed User Call In sessions to help address your questions quickly.

These sessions are designed to further assist users with any questions, or issues immediately after Go Live on January 5th. Production access is required for these virtual/online support sessions. Times offered for these support sessions are below.

Please SIGN UP when you have questions, or need assistance after following the Self Help steps. Questions will be answered in the order on the sign up page.

Dates
• January 6, 8, 13, 15, 20, 22, 27, 29
• February 3, 5, 10, 12, 17, 19, 24, 26

Time
1:00 – 2:00 pm

Room
Virtual Only, WebEx will be sent out to users on the sign up list.

 

Reminder: Duo Two-Factor Authentication Required for Remote Access to UR Financials

To better protect the data in UR Financials, Duo two-factor authentication is now required for remote access to the system. If you log in to UR Financials from outside the University network, you will need to take a second action to verify your identity.

If you have not already enrolled in Duo, follow these instructions to complete enrollment.

A tutorial showing how to log in to UR Financials with Duo is available on the Duo website.

If you have any questions about Duo or need help enrolling your device, contact the IT Help Desk at (585) 275-2000 for assistance.

UR Financials Live for Certified Users

Provided is a list of Certified Users as of May 20, 2015 10:00 AM.  After achieving certification, access to UR Financials should be provided 1-2 business days later.

Certified users have completed the following:

  1. Have a Workday Access Form submitted and approved
  2. Completed all necessary training
    1. This includes the Introduction to UR Financials eLearning  in Blackboard
    2. AND the Non Company Level Reporting class for non company level users.
  3. Passed all necessary training assessments in Blackboard
    1. This includes the Introduction to UR Financials eLearning assessment
    2. AND the Non Company Level Reporting test for non company level users.

If you have any questions, please contact your local Project Champion.

Reminder: Duo Two-Factor Authentication Required for Remote Access to UR Financials

To better protect the data in UR Financials, Duo two-factor authentication will be required for remote access to the system when it launches next month. Beginning on January 5, 2015, if you log in to UR Financials from outside the University network, you will need to take a second action to verify your identity.

If you have not already enrolled in Duo, follow these instructions to complete enrollment.

A tutorial showing how to log in to UR Financials with Duo is available on the Duo website.

If you have any questions about Duo or need help enrolling your device, contact the IT Help Desk at (585) 275-2000 for assistance.

Additional Security Coming: UR Financials Remote Access

Duo Graphic - It Takes TwoTo better protect the data in UR Financials, Duo two-factor authentication will be implemented when UR Financials launches next month. Beginning January 5, 2015, if you log in to UR Financials from outside the University network, you will need to take a second action to verify your identity.

How Duo Two-Factor Authentication Works

You will log in to UR Financials with your NetID and password as usual. Then, you will be prompted to verify your identity through a device you have enrolled in Duo, such as your mobile phone, tablet, or landline phone. Both levels of authentication must be completed before you can access UR Financials.

Duo How It Works

A tutorial showing how to log in to UR Financials with Duo is available on the Duo website.

Action Required by January 4, 2015

Medical Center Users
When remotely accessing UR Financials, you will need to connect to URMC’s VPN first utilizing Duo two-factor authentication, then log in to UR Financials. If you already enrolled in Duo for URMC systems and installed VPN, no action is required.

If you have not yet enrolled in Duo for URMC systems and installed VPN, follow the instructions on the ISD Get Help Intranet site by January 4, 2015. If you have any questions or need help enrolling your device, contact the ISD Help Desk at (585) 275-3200 for assistance.

Non-Medical Center Users
If you already enrolled in Duo for remote access to HRMS, no action is required. HRMS and UR Financials both use your NetID credential, so they use the same enrollment process for Duo.

If you have not yet enrolled in Duo for HRMS, complete the following steps by January 4, 2015:

  1. Make sure you are connected to the University network (either on site or remotely through VPN) and have access to the device(s) you plan to use to verify your identity.
  2. Go to the Duo Enrollment website at https://www.rochester.edu/it/security/duo/enrollment.
  3. Follow the on-screen instructions to register your device(s) for two-factor authentication. (Tutorials and FAQs are available at https://www.rochester.edu/it/security/duo.)
  4. Once enrolled, two-factor authentication will be activated when UR Financials goes live on January 5, 2015.

If you have any questions or need help enrolling your device, contact the IT Help Desk at (585) 275-2000 for assistance.

The FRS Account to UR Financials FAO Crosswalk – Now Updated

The preliminary cross reference between FRS accounts and Financial Activity Object (FAO) is available for use. The Excel spreadsheet allows users to look up their FRS accounts and determine the corresponding UR Financials FAO. As additional accounts are added to FRS, the UR Financials project team will update the cross reference to reflect the changes.

FRS Accounts pulled from Cognos as of 11/19/14 (Open, Frozen status) — Does not include Net Investment in Plant (NIP) FRS accounts.

Refer to the crosswalk spreadsheet here.

Feedback or questions, please use the Contact Us link on the UR Financials website

The Updated Request for Advance Travel Tickets (F2) Form is Ready for Use

Starting with travel arrangements being made this week, you should download and use the latest version of the Request for Advance Travel Tickets (F2) form located on the Finance Forms page.

The F2 forms has been slightly updated to reflect the new Financial Data Model (FDM) utilized by UR Financials. This is the first of several forms that will be updated to accommodate the FDM.

Check back here for more announcements on other updated forms, as they become ready for use.

Please contact us if you have any questions.

Registration Open for UR Financials Non-Company Level Reporting class

You have taken the Introduction to UR Financials eLearning course and passed the required associated assessment. Now it’s time to register for the Non-Company Level Reporting instructor-led training class.

Prerequisites:
Completing the Introduction to UR Financials eLearning course and a passing the required associated assessment with a grade of 80% is required prior to registering for this class.

When you are ready to register you will notice two offerings of the Non-Company Level Reporting class; a basic and advance session.  To determine the registration option that is best for you, please review the Non-Company Level Reporting course outline.

Sign-up:
There are several offerings, but you need only attend one, so Sign-Up for an class option that is most convenient for you.

Location:
Classes will be conducted at 315 Science Parkway, Building C for November classes only. This location no longer uses shuttle service due to the transition to their new facility next month.  Parking is now free and onsite at this location. Classes from December to February will be held at Rochester Tech Park.

Class times: (Don’t forget to add this to your calendar after registering of class)

Non-Company Level Reporting Basics Non-Company Level Reporting Advanced
Start time 8:30 AM 8:30AM
End Time 12:00 noon 4:00PM*

*Lunch will be provided for the Advanced Non-Company Level Reporting class only

Stay tuned for more information to come on classes and as always, Contact Us with any questions you may have.

Take the UR Financials Survey!

The UR Financials implementation is progressing towards its final phases.  As many of you are aware, this system will replace FRS, our aging legacy financial system, by January, 2015. 

 

Once again we solicit your feedback in an effort to ensure necessary levels of preparedness. Your continued response allows us to tailor project activities to your needs.  

UR Financials Survey

Please take five minutes to answer the anonymous survey through the link above. The survey will be available until October 31, 2014 .

 

Join Us for October 22/23/24 Demo Days

You may be familiar with Demo Days or have participated in one of these events, designed to introduce Workday and demonstrate its functionality.

Please join us for the October installation focusing on Financial Forms and Post Go Live Support with an update on UR Financials’ Hands-On session progress, Conversions, Project Status and Training.

We have heard your feedback and are pleased to be offering three identical sessions to make it easier to attend. Please Sign-Up Here for an option that is most convenient for you.

For those partaking in the meeting via WebEx, participant access has been increased to 125 virtual seats, please Click Hereand enter your name and e-mail if prompted. The meeting password is: workday

Conference call info is included below:
Dial in: 1-888-330-3581Access Code: 6534022

Meeting agenda is posted below. Presentation materials will also be accessible through this link.

  • UR Financials Project Update
  • Data Conversion Update
  • Hands-On Session Progress
  • Post Go Live Support
  • Training Assessment and Instructor-led class Registration Update
  • Future Demo Day Topics
  • Q&A