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.

Leases and Rentals spend category update

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.

New lease expense spend categories and ledger accounts

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.

FAO Budgetary Balance Summary – Monthly Ledger Printable (NCL) URF0941/0940 Reports Get an Upgrade

With the implementation of monthly budgets in the UR Budget system, the following reports have been upgraded to add a feature which adds columns for Monthly Budget, Fiscal Year to Date (FYTD) Budget, and FYTD Budget to Actual Variance columns.

For additional details, please refer to this FAO Budgetary Balance Summary (NCL) URF0941 Changes.

Questions, please contact UR Financials Support team.

MEETING HAS BEEN CANCELLED – User Group Meeting on March 15th

The User Group meeting scheduled for today has been cancelled due to weather.

 

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

Meeting date/time: March 15th 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. Zoom participants click here, enter your name and e-mail if prompted. (no password required)

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

Meeting agenda is posted below:

  • UR Financials Announcements
  • Workday 28 New Features
  • The Life of a Project FAO
  • Upcoming Events

Presentation materials will be accessible through this link.

Workday 28 Release

Twice a year, UR Financials has a scheduled upgrade, the next occurring on Saturday, March 11, 2017. This edition does not have any significant end user impacts, however there will be a few new features that we want to bring to your attention:

  • A new Toggle Full Screen Viewing Mode graphical button  has been added to most reports and other grids throughout the application. The button is located above the column headings with the export and filter buttons. The new mode makes better use of screen real estate by showing more rows.

With Full Screen Viewing Mode activated, the grid now consumes the entire browser frame. To exit Full Screen View Mode, click the button again. This will shrink the grid to its usual size, restoring access to the report header, global search, and navigation.

  • The Related Actions button in header areas has been replaced with a button labeled “Actions”. The new button is most prominently seen in the blue page header area.

In other areas, the Related Actions button is still displayed as a graphical button with three dots  that is shown when hovering over an actionable item.

If you have any questions related to the upgrade, please contact the University IT help desk at x52000. Thanks

Join Us – User Group Meeting on January 18th

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

Meeting date/time:
January 18th
from 1:30 – 2:30 PM. Sign-up to participate in person, or remotely.

Locations: 

  • In-person participation
    Medical Center:  room 2-7534
    , (view the second floor CEL Department Map)
  • Remote participation.
    Zoom participants click here
    , enter your name and e-mail if prompted.
    (no password required)

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

Meeting agenda is posted below:

  • UR Financials Announcements
  • Cognos Reporting Update
  • UR Financials/Workday 28 Upgrade
  • Upcoming Events

Presentation materials will be accessible through this link.

Sign Up for January’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 best practice with one another for continued learning and support.

Meeting date/time:
January 18th
from 1:30 – 2:30 PM. Sign-up to participate in person, or remotely.

Locations: 

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

Meeting agenda is posted below:

  • UR Financials Announcements
  • Cognos Reporting Update
  • UR Financials/Workday 28 Upgrade
  • Upcoming Events

User Group slides will be posted just prior to meeting.

Join Us – User Group Meeting on November 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:
November 16th
from 1:30 – 2:30 PM. Sign-up to participate in person, or remotely.

Locations:

  • In-person participation
    Medical Center:  room 2-7520
    , (view the second floor CEL Department Map)
  • Remote participation
    Zoom participants click here
    , enter your name and e-mail if prompted.
    (no password required)

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

Meeting agenda is posted below:

  • UR Financials Announcements
  • Budget and Forecasting Update
  • Cognos Reporting Update
  • Sponsored Award Billing and Collection Efforts
  • Upcoming Events

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