UR Financials Newsletter Vol. 12 12.15.2023

In this issue:

Workday Expenses (University only, excluding affiliates)
- Expense reimbursement year end reminder
- Helpful links
- Expenses user group meetings
Accounts Payable (University only, excluding affiliates)
- ACH request guide for departmental users
Tips and Tricks
- Date fields in UR Financials

Workday Expenses

Expense reimbursement year end reminder
With year end fast approaching, it’s a good time to remind Faculty, Staff, and Students about business expense reimbursements.
- Faculty and staff:
  • Department rules/policy for reimbursements
  • FAO to charge expenses
  • Company for FAO to charge expenses
  • Setup Expense payment election BEFORE you start creating a workday expense report
  – Direct Deposit-routing transit number and bank account number required
  – Check-add Mailing address to your Workday Profile (Contact section)
  • Setup a Delegation in Workday to give another employee access to create and/or approve expense reports and spend authorizations on your behalf
  • Check your existing Delegation end date. Workday does not send notification when a delegation ends or automatically renews delegations
  • Reimbursements are no longer processed in HRMS, they will no longer appear on paystubs or in HRMS.
  • Submit receipts for non-travel expenses within 60 days of purchase
  • Submit receipts for travel expenses within 60 days of returning from the trip
  • Clear advanced airfare from Deprez and Town & Country travel within 60 days of returning from the trip. These transactions are loaded into Workday and located in My Expense Transactions.
  • Amex Corporate Card holders- submit merchant receipts (Amex statement is not the receipt) as soon as possible to request reimbursement. The reimbursement funds are used to pay their Amex bill, late fees are not allowable for reimbursement. These transactions are loaded into Workday and located in My Expense Transactions.
- Students:
  • Workday does not allow students to create their own expense reports, setup a Delegation, or add the Expenses Hub application to their Workday homepage
  • Grad students are considered Student Employees while they receive a stipend. During this period, they have the same access as employees
  • Department rules/policy for reimbursements
  • Setup Expense payment election BEFORE a Staff member starts creating your workday expense report. The Expense payment type is located in the section “Payment elections requiring setup”. Scroll to the bottom of the page.
  – Direct Deposit-routing transit number and bank account number required
  – Check-add Mailing address to your Workday Profile (Contact section)
  • Submit receipts for non-travel expenses within 60 days of purchase
  • Submit receipts for travel expenses within 60 days of returning from the trip
  • A Staff member with access to the student expense report task in Workday will create/submit the student’s expense report. The name of the student expense report task in Workday is Create Expense Report for Non-Worker
Helpful Links
- Workday Login: https://www.rochester.edu/adminfinance/urfinancials/workday-login/
- Link to Workday Expenses reference guides: https://www.rochester.edu/adminfinance/urfinancials/training/expense-management-training/expense-management-reference-materials/
Expenses user group meetings (held monthly)
Upcoming meetings:
Link to join meeting, https://rochester.zoom.us/j/2973709361
- Thursday, December 21, 2023, 2:00pm-3:00pm

Accounts Payable

ACH request guide for departmental users
Due to prior feedback from departments who indicated having this process documented would be helpful, Accounts Payable has prepared a reference guide on how to handle a request from a Supplier who needs to be paid via ACH, or needs their current ACH bank details updated. Departmental users should utilize the ACH Request Guide for Departmental Users which has been posted on the P2P website.

Tips and Tricks

Date fields in UR Financials
Invoice Date – Entered at the time of invoice entry. Date comes from the supplier as indicated on their invoice to us. An invoice does NOT post to a ledger until it is fully Approved (Status updates to Approved) – see Accounting Date.

Due Date – Determined at the time of invoice entry. Date is derived by Workday when the Supplier and Invoice Date is entered for an invoice: Workday looks up the Payment Term for the Supplier, applies that to the Invoice Date, to determine the Due Date. AP staff can enter a Due Date Override as needed such as if supplier normally paid Net 30 but down payment must be paid immediately.

Accounting Date – Determined when the invoice is fully Approved (Status updates to Approved). At that time, Workday first looks at the Invoice Date to determine if the Month of the Invoice Date is an Accounting Period that is Open, if so the Accounting Date will be the date of the invoice. If the Month of the Invoice Date is an Accounting Period that is Closed, Workday will then look sequentially for the first Open Accounting Period: If an invoice dated May 2023 is not fully Approved until today, Workday looks at May 2023 which is Closed, then June which is Closed, etc until it gets to October 2023 which is Open – the invoice will have an Accounting Date of 10/1/2023. Note that future Accounting Periods are opened on the 15^th of each month. For example, November 2023 was opened on 10/15. If an invoice dated 12/2 is fully approved on 11/15, the Accounting Date will be 12/2 even though it was approved earlier.

Budget Date – For supplier invoices, Budget Date is derived from the Invoice Date. I expect Invoice Dates and Budget Dates to almost always match. Budget Date can be edited via Journal Entry as appropriate (such as when the wrong date was entered for a SIR payment which are sometimes honoraria that are not processed right away and don’t have actual invoices with dates) and is most likely to happen when Grant FAO is involved. Budget Dates are especially important for GRs and PRs.

Payment Date – Not associated with postings on ledgers. Settlement run filters look at the Due Dates of invoices to determine which invoices are picked up in that settlement run. The Payment Date is the date of the Settlement Run in Workday. Ad Hoc Payments are different in that Payment Date is the Date entered/integrated for the AHP (examples: EPIC file date = Payment Date, manually entered AHP Date = Payment Date) which is not linked/derived when settlement run is created.