UR Financials Newsletter Vol. 29 05.20.2025

In this issue:

Workday Expenses (University only, excluding affiliates)
- Attendee list
- When to use the Missing Receipt Form
- Expense report review/approval
- Expense Item/Itemization Memo Enhancement
- Expenses User Group Meeting – Tuesday, May 20th 3:00-4:00pm
- Helpful links
Accounts Payable (University only, excluding affiliates)
- Guidelines for Emailing Invoices to Accounts Payable
- FY25 Year End Close Schedule
- Tips and Tricks

Workday Expenses

Attendee list
A list of attendees is required for ALL meals that involve more than one person. For meals with less than 10 people each name should be added to the Attendee section on the workday expense report. When the meal involves more than 10 people add “List of attendees attached” as a name to the workday expense report and attach the list to the expense item line or the attachment tab.
When to use the Missing Receipt Form
A Missing Receipt Form is required when:
• The amount of a single purchase is $50 or more and you do not have the itemized receipt or transaction receipt (proof of payment). Check emails or contact the vendor and request a copy.
Expense Item/Itemization Memo Enhancement
The expense item and itemization memos should be a very brief description of the receipt. The maximum number of characters is now 30. When you receive the error message, shorten the expense item/itemization memos for each line where the red error appears. You can click on the line items on the left side of the expense report, after you revise the memo if you click on the line the error will disappear and you will be able to submit the expense report.
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/97336120393
This month’s meeting will be held on Tuesday, May 20th, 2025 3:00-4:00pm
- - Presentation slides and recordings for prior meetings are located here: https://www.rochester.edu/adminfinance/urfinancials/training/expense-management-training/expense-management-training-schedule/expense-management-workshops/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

Guidelines for Emailing Invoices to Accounts Payable has been updated to include instructions on submitting Credit Memos for SIR invoices and Purchase Order invoices. Please review page 2.
FY25 Year End Close Schedule posted on UR Financials website.
- Important deadlines to keep in mind for AP: All Supplier Invoices, F4 Payment Requests, and Journal Entry requests related to AP errors must be received in Accounts Payable no later than 5pm on Friday June 20th by emailing to AcountsPayable@finance.rochester.edu
  Supplier Invoice Requests must be fully approved in Workday by the deadline above.
  
  Supplier Invoices for Workday Purchase Orders must have all match exceptions resolved by the deadline above.
  
  **From now until end of June, to ensure charges post to your ledgers in the current fiscal year, please check your My Tasks in Workday throughout the week and utilize the Help Text and other resources to resolve items awaiting your action**
Tips and Tricks
- 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.
Please remember that if you attach an invoice to a Requisition, that invoice does not get sent to AP for processing. You should monitor your Requisition so when it’s fully approved, you can email the invoice to AP for processing by providing the PO that you want us to use.