UR Financials Newsletter Vol. 22 10.16.2024
In this issue:
- Workday Expenses (University only, excluding affiliates)
- Expenses Hub
- Helpful links
- Accounts Payable (University only, excluding affiliates)
- Match Exception
- Training Session via Zoom on October 17th from 2:00pm-3:00pm
- EFT
- Tips and Tricks
Workday Expenses
- Expenses Hub
- The Expenses Hub app will appear on employees Workday homepage. Employees no longer need to add it. With one click you can see spend authorizations, expense reports, or expense transactions that need your attention. You do not have to run the individual reports, my spend authorizations, my expense reports to find the information. You can easily and quickly navigate to the item that needs your attention and setup or maintain your payment elections. For reimbursements, the payment election type is Expense Payment.
Workday does not allow Delegates or Students access to the Expenses Hub. Delegates will continue to use the Delegation Dashboard to see spend authorizations, expense reports, and expense transactions.
- The Expenses Hub app will appear on employees Workday homepage. Employees no longer need to add it. With one click you can see spend authorizations, expense reports, or expense transactions that need your attention. You do not have to run the individual reports, my spend authorizations, my expense reports to find the information. You can easily and quickly navigate to the item that needs your attention and setup or maintain your payment elections. For reimbursements, the payment election type is Expense Payment.
- Expenses user group meetings (held monthly)
Workday Expenses User group meetings are another opportunity intended to provide support for Expenses functionality to departments including information sharing, best practices, and tip/tricks. These meetings are more about discussing what is/is not working well to identify enhancement opportunities. Upcoming meetings:
Link to join meeting, https://rochester.zoom.us/j/96881056200
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- Presentation slides and recordings for prior meetings are located here: https://www.rochester.edu/adminfinance/urfinancials/services/expense-management/expense-management-user-meetings/
- Helpful Links
- Email Workday Expense inquiries to: Business_Expense_Reimbursement@finance.rochester.edu
- 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/
Accounts Payable
- Match Exception
- Starting October 11th, departments may see a new match exception awaiting their action in Workday. The match exception will be called “Invoice Date has surpassed the Service Line End Date” and it will trigger when an Invoice is processed against a Service Line PO with an end date that is prior to the Invoice Date. This is to ensure that POs are invoiced accurately and Service Line End Dates are maintained appropriately. Example: PO Service Line End Date was 10/1/2024 but an Invoice with an Invoice date of 10/10/2024 is processed.
We have also added Help Text to help you navigate through next steps, as shown below. Note that when an invoice has multiple match exceptions, the help text for each match exception will be listed underneath each other, therefore you may need to scroll to locate it.
- Starting October 11th, departments may see a new match exception awaiting their action in Workday. The match exception will be called “Invoice Date has surpassed the Service Line End Date” and it will trigger when an Invoice is processed against a Service Line PO with an end date that is prior to the Invoice Date. This is to ensure that POs are invoiced accurately and Service Line End Dates are maintained appropriately. Example: PO Service Line End Date was 10/1/2024 but an Invoice with an Invoice date of 10/10/2024 is processed.
- Training
- The next EFT Training Session will be held on October 17th from 2-3PM. We encourage all users who are involved in this process to join. Accounts Payable will go over the Workday Foreign-EFT Payment Questionnaire Guide, and attendees will also have an opportunity to ask questions and provide feedback which we may be able to use to enhance the process in the future.
Link to join meeting, https://rochester.zoom.us/j/3625131184?pwd=eS9iZ3BMa05WYlVDSmdsdms2RHlqZz09
- The next EFT Training Session will be held on October 17th from 2-3PM. We encourage all users who are involved in this process to join. Accounts Payable will go over the Workday Foreign-EFT Payment Questionnaire Guide, and attendees will also have an opportunity to ask questions and provide feedback which we may be able to use to enhance the process in the future.
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- As a reminder, the complete 2024-2025 schedule for EFT and Create invoice from Receipt training sessions is as follows:
Tips and Tricks
- Change Supplier Contact Information
When submitting a Change Supplier Contact Information request in Workday, ensure that the correct Usage options are selected for any emails, addresses, and phone numbers you change via this process. Specifically, since this process is intended to allow departmental users to update addresses, phone numbers, and emails with a Remit To Usage, remove the Billing and Shipping Usages before submitting the request. See below for an example of the correct way to update contact information:
