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.

Sign Up for February’s User Group Meeting

Sign up for this month’s UR Financials User Group meeting.
February’s meeting will begin with announcements, followed a process demonstration on How to Request a Cost Transfer – The Journal Entry Process. Finally, there will be a discussion on the Reconciliation process for Non Grant FAOs.

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

Meeting date/time:
February 17th
from 1:30 – 2:30 PM.

Locations: 

  • In-person Participation:
    Medical Center:  2-7534, (view the second-floor CEL Department Map)
  • Remote Participation:
    WebEx 
    participants click hereand enter your name and e-mail if prompted.
    Meeting password is: Workday25 (updated password)

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

Presentation materials will be posted on Resource>User Group page.

Join Us – User Group Meeting on February 17th

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:
February 17th
from 1:30 – 2:30 PM.
Sign-up to participate in person, or remotely.

Locations: 

  • In-person participation
    Medical Center:  2-7534, (view the second floor CEL Department Map)
  • Remote participation.
    WebEx 
    participants click hereand enter your name and e-mail if prompted.
    Meeting password is: Workday25 (new password)

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

Meeting agenda is posted below:

  • Project Announcement and Accomplishments
  • Workday Updates
  • How to Request a Cost Transfer – The Journal Entry Process
  • Report Demonstration with Rebecca Hart (Part 1 of 3)
    – Reconciliations for Non Grant FAOs
  • Upcoming Events

Presentation materials will be accessible through this link.

Updated Authentication Screen for URF Remote Users

The Duo two-factor authentication security screen for remote access has a new look as of Monday, February 1st, 2016.

On Monday, remote UR Financials users will now see the updated screen below.

ur logo

This screen still requires the following information:

  1. Authentication device information selected from the dropdown menu
  2. Method of authentication (Duo Push, Phone call, or Passcode)
  3. Log in

Acceptance of the authentication request remains the same. Read more on this before logging in remotely.

For questions, please contact the IT Help Desk (585) 275-2000, univithelp@rochester.edu

 

Sign Up for January’s User Group Meeting

Sign up for this month’s UR Financials User Group meeting.
January’s meeting will begin with announcements, followed by a demonstration of the recently updated Operating Program Trends Summary (NCL) URF0958 report and an overview of more prompting options.

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

Meeting date/time:
January 20th
from 1:30 – 2:30 PM.

Locations: 

  • In-person participation
    Medical Center:  2-7520, (view the second floor CEL Department Map)
  • Remote participation
    WebEx 
    participants click hereand enter your name and e-mail if prompted.
    Meeting password is: Workday24

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

Presentation materials will be posted on Resource>User Group page.

Join Us – User Group Meeting on January 20th

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:
January 20th
from 1:30 – 2:30 PM.
Sign-up to participate in person, or remotely.

Locations: 

  • In-person participation
    Medical Center:  2-7520, (view the second floor CEL Department Map)
  • Remote participation
    WebEx 
    participants click hereand enter your name and e-mail if prompted.
    Meeting password is: Workday24

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

Meeting agenda is posted below:

  • Project Announcement and Accomplishments
  • Workday Updates
  • Report Demonstrations
    – Operating Program Trends Summary (NCL) URF0958
    – Performance Prompting techniques using a few common reports
  • Upcoming Events

Presentation materials will be accessible through this link.

Sign Up for December’s User Group Meeting

Sign up for this month’s UR Financials User Group meeting.
December’s meeting will begin with announcements, followed by updates on the Workday 25 upgrade along with an updated Training and Support approach.

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

Meeting date/time:
December 16th
from 1:30 – 2:30 PM.

Locations: 

  • In-person participation
    College Town (44 Celebration Drive (2nd Floor)):  room 2007a and b, 
    (view the FREE 2-hour College Town Parking area.)  Building entrance adjacent to Constantino’s Market.
  • Remote participation
    WebEx 
    participants click hereand enter your name and e-mail if prompted.
    Meeting password is: Workday24

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

Presentation materials will be posted on Resource>User Group page.

Join Us – User Group Meeting on December 16th

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:
December 16th
from 1:30 – 2:30 PM.
Sign-up to participate in person, or remotely.

Locations: 

  • In-person participation
    College Town (44 Celebration Drive (2nd Floor)):  room 2007a and b, 
    (view the FREE 2-hour College Town Parking area.)
  • Remote participation
    WebEx 
    participants click hereand enter your name and e-mail if prompted.
    Meeting password is: Workday24

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

Meeting agenda is posted below:

  • Project Announcement and Accomplishments
  • Training and Support Update
  • Report Demonstrations
    –View My Role Assignments
    –View My FAO by Cost Center URF0970
    –View FAO by Grant Attributes URF0313
    –Transaction Details Printable (NCL) URF0985 – Scheduled Report
  • Upcoming Events

Presentation materials will be accessible through this link.

User Alert: Some Reports Not Working in Internet Explorer Browser

Over the weekend, it was discovered that many reports in UR Financials are not working when using the Internet Explorer browser.  We have reported the issue to Workday and will communicate when there is a fix to this problem.

Until then, please use the Chrome or Firefox browser.   All reports do work correctly using either of these two browsers at this time.

How to View Supplier Invoices from a Report Run in Chrome or Firefox

1.      When viewing Supplier Invoice reports (i.e. URF0992), run your report in Chrome or Firefox, then select any supplier invoice transaction that has a green or purple flag.

supplier invoice with flag

2.      The View Supplier Invoice screen will display.  Here, highlight and right click to copy the Document link URL address, Copy URL.

copy URL

3.      Next, open the Internet Explorer (IE) browser and paste this address into the IE address bar for viewing.  Remember, OnBase only works in the Internet Explorer browser.

IE address bar

4.      Log into OnBase to view the Supplier Invoice.

If you have questions, Contact Us, or your Help Desk:
UnivIT: (585) 275-2000 or email: UnivITHelp@ur.rochester.edu
URMC: (585) 275-3200 or email: HelpDesk_ISD@urmc. rochester.edu

November’s User Group Meeting – Cancelled

As we move into the Fall season of 2015, UR Financials continues to stabilize and users increase their proficiency within the system.

The UR Financials User Group meeting scheduled for November 18th has been cancelled due to holiday schedules.

If there is a topic that you would like addressed at a future User Group session, or if you would like to present, please Contact Us.

Accounts Payable Self-Service Information Updated

There are many ways to view Accounts Payable activity.  Here are the top 3 methods.

  1. Non Company Level (NCL) users can see for themselves if an invoice has been entered into UR Financials by using the report Find Supplier Invoice Lines (NCL) URF0992. Company Level users can access the Find Supplier Invoice Lines – with Saved Filters URF0355 report which produces an output specific to their needs. Outlined below are features of the Find Supplier Invoice Lines (NCL) URF0992 report.

Find Supplier Invoice Lines (NCL) URF0992 report:

a.)  Results from this report may now show a colored “flag” in the Supplier Invoice column indicating a Document Link or Attachment is present. Sup Inv rpt 2
Each colored flag represents a different type of supporting documentation on the transaction.flags

b.)  Payment Date and Transaction Reference fields will have data when Payment has been sent (those fields are blank if the payment has not yet been sent). Paid/Not Paid is also designated by a Green Checkmark (Paid) Checkor Red X (Not Paid) X in the Payment Type field.

Payment type

c.)  By Drilling into the Supplier Invoice to see the details, users can further click on the Payment tab to view the Reconciliation Status. (Right click on the related actions icon next to the Supplier Invoice located in the first column and choose See in New Tab).
Reconciledthe payment/check has been cashed
Unreconciledthe check is still outstanding

Supplier Invoice

 

2) If you do not have security to view the Supplier Invoice Document Links, this request form allows the user to view stored PDFs of Supplier Invoices within UR Financials: Supplier Invoice Viewing Permission Form

3) Still have questions, contact AccountsPayable@finance.rochester.edu for routine inquiries.  This is the best approach, rather than emailing a specific AP staff member.  Emailing the department mailbox with questions and requests will be managed by the AP team and are continually processed.

If you prefer to speak to someone, call Accounts Payable at 275-3483.  Please listen to phone prompts as they were updated in July.

Reminder: Genius Bar Rescheduled to October 19th

REMINDER:  The Genius Bar originally scheduled for today, has been moved to a new date/time and location as seen below.  Please sign up to attend.

RESCHEDULED DATE:  Monday, 10/19/2015 (time slots from 1:30PM- 3:30PM)

LOCATION: College Town 3102 Training Room, Third floor (map below)

Seating is limited with questions being answered in the order of this sign up list.  Each user will be limited to 15 minutes so that we can attend to everyone that signs up.  To help us better prepare, please type in your question(s) within the My Comments section that appears when signing up.

A map to this College Town location can be found on the sign up page, guiding drivers to the FREE 2-hour College Town Parking area.

CT MAP

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.