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UR Financials Newsletter Vol. 37 04.13.2026

In this issue:
  • Workday Expenses (University only, excluding affiliates)
    • Fuel/Gas reimbursements
    • American Express corporate card maintenance
    • Defaults on Spend Authorizations and Expense Reports
    • Policy clarification topics
    • Expenses User Group Meeting

Wednesday 06/03/26 1:00pm – 2:00pm
Wednesday 07/29/26 1:00pm – 2:00pm
Wednesday 09/23/26 1:00pm – 2:00pm
Wednesday 11/18/26 1:00pm – 2:00pm

    • Helpful links
  • Accounts Payable (University only, excluding affiliates)
    • Honorarium policy information sessions via Zoom

Thursday, April 16 3-4PM
Monday, April 20 3-4PM
Thursday, April 30 2-3PM

    • Independent Contractor Process Updates
    • Training sessions
      • Receipt Maintenance Training: May 27th 9-10 am via Zoom
      • Candex Training: May 28th 2-3 pm via Zoom

Workday Expenses

  • Fuel/Gas reimbursements
    Travelers can request reimbursement for Fuel OR Mileage. Fuel is not allowable for reimbursement when a mileage reimbursement is requested. The IRS mileage rate covers costs for fuel, maintenance, repairs, and insurance for personal vehicles when used for business.
  • American Express corporate card maintenance
    Employees should check their Expense Transaction report frequently to maintain their American Express Corporate Card transactions that automatically load to Workday within days of the charge/refund posting to their Amex corporate card account. Submit a workday expense to request reimbursement for business and travel expenses. The reimbursement funds should be used to pay your Amex balance; late fees are not allowable for reimbursement.
  • Defaults on Spend Authorizations and Expense Reports

    • Spend Authorization:
      • Company: The default is 001 University of Rochester. The Company MUST match the Company for the FAO you anticipate charging upon return from your trip on a Workday Expense Report.
    • Expense Report:
      • Company- The default is 001 University of Rochester. The Company MUST match the Company for the FAO you want to charge.
      • Worktags- The default is Fund: Current Fund-Unrestricted. Select the X next to Fund: Current Fund-Unrestricted to remove, then type the FAO you want to charge and hit enter. Workday will populate the Company, Cost Center, and Fund. The Worktags field must contain a minimum of 4 items: Company, Cost Center, Fund, and FAO.
  • Policy clarification topics
    Payees, Initiators, Managers, and Financial Approvers are responsible for complying with the IRS guidelines and the BETR policy.  Expense Reports that do not comply with the BETR policy should be sent back for revision or Denied. Accounts Payable no longer reviews every expense report submitted in Workday.

Preferred payment method

      • Conference registrations- department Pcard
      • Supplier Invoices- Supplier Invoice Request (SIR), or Requisition

Meal documentation

      • Itemized receipt
      • Transaction receipt
      • List of attendees

Alcohol amounts must be charged to Expense Item Alcohol

Mileage reimbursement requests

      • Completed Mileage Log Form

Foreign currency purchases

      • Each receipt must list a description of the purchase in English AND the US Dollar amount

Acceptable Documentation– merchant receipt is required for all purchases $50 or more.  Debit/Credit card statements are not a substitute for a merchant receipt.  Contact the merchant and request a copy of the receipt or check for an email copy.  Pictures and scans of receipts are accepted.  When a copy cannot be obtained, a completed Missing Receipt Form is required. Attach the Missing Receipt Form and proof of payment, debit/credit card transaction (statement)

Expense Date= the purchase date listed on the merchant receipt except for airfare, lodging, car rental, and conference registrations.  For these items that are required to be purchased more than 60 days before travel use the first day of travel as the Expense Date to avoid triggering the 60-day warning in Workday Expense.

Accounts Payable

  • Honorarium policy information sessions
    The sessions have been scheduled to go over the new policy and Reference Materials including:

Honorarium Process Guide

Honorarium Agreement Form

B-1/B-2 or Visa Waiver WB/WT Visa Holder Payment Certification Form

Honorarium Policy with Candex Updates

Information Sessions via Zoom:

Thursday, April 16 3:00-4:00PM
Monday, April 20 3:00-4:00PM
Thursday, April 30 2:00-3:00PM

  • Independent Contractor Process Updates
    Information sessions are being held in April to review what you need to know regarding policy and process changes including forms and procedures.  Updates and information can also be found on the UR Procurement Website Independent Contractor page.
  • Upcoming Training Sessions
    • Receipt Maintenance Training: May 27th 9:00-10:00 am
      Accounts Payable will review the Receipt Maintenance Reference Guide which provides instructions regarding creating, adjusting, and cancelling receipts as well as monitoring receipts. In addition, departments are encouraged to review the Purchase Order and Receipt Maintenance Guide which defines expectations for management of purchase orders including receipts, invoice discrepancies/match exceptions, and closing of purchase orders and receipts.

Zoom Meeting Link: https://rochester.zoom.us/j/98746295370

    • Candex Training: May 28th 2:00-3:00 pm
      Making Payments with Candex contains information regarding Candex including but not limited to what is in scope for Candex, the procedure documentation, and FAQs. Accounts Payable will provide the following training sessions to go over the procedure documentation.

Zoom Meeting Link: https://rochester.zoom.us/j/99307361946