UR Financials Newsletter Vol. 14 02.16.2024

In this issue:

• Workday Expenses (University only, excluding affiliates)
  • Workday Expense Report Approval Routing
  • Expenses user group meetings: February 20th 3pm-4pm
    • February topics
      • Splitting distribution and Itemization of expenses
      • Central Travel Card_BTA transactions: procedure for employees/initiators to view and clear airfare charges paid by the University
  • Helpful links
• Accounts Payable (University only, excluding affiliates)
  • Reminder: EFT payment questionnaire training session offered by Accounts Payable – February 20th 10am-11am
  • Other tips

Workday Expenses

• Workday Expense Report approval routing is setup to route to a Workday Role that is assigned to certain employees.  The Role’s used are Employee as Self, Manager (HRMS report To), UR FAO Procurement Manager, Grant Manager, Principal Investigator, Cost Center Procurement Manager, and Company Procurement Manager.To add, change, or remove a Workday Role, see the University Security Teams website. UR Financials Security Forms

  All expense reports require a minimum of 2 approvals.  Workday Delegations do not change the approval routing.  An Approval Delegation will give access to another employee to review and approve expense reports on behalf of the employee with the assigned Role.

• • When you create your own expense report –> your report to Manager for a departmental/supervisory approval –> financial approval from the FAO procurement manager (OP, GF) or the grant manager and pi (GR)
  • When the payee does not create their own expense report:
    • Initiation delegate creates the payees expense report –> the payee approves (verifies information entered on their behalf is correct) –> payees report to Manager for a departmental/supervisory approval –> financial approval from the FAO procurement manager (OP, GF) or the grant manager and pi (GR)
  • Student expense reports will route for a Financial approval only.
    • Staff member enters the student expense report –> financial approval from the FAO procurement manager (OP, GF) or the grant manager and pi (GR)
• 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
  • Tuesday, February 20^th from 3:00pm-4:00pm
• 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

• EFT payment questionnaire training session offered by Accounts Payable
  Accounts Payable’s next training session on the EFT Payment Questionnaire will be held on February 20^th from 10-11AM.  We encourage all users who are involved in this process to join.  We will go over the Foreign EFT Payment Questionnaire Reference Guide, and you 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.  Kristina Mano, Accounts Payable Manager, will send an invite to users who should attend the sessions based on usage of this process, however everyone is welcome to attend.Link to join meeting, https://rochester.zoom.us/j/94355360792
• All users who gain access to P2P should ensure they go through all P2P-related modules in MyPath to avoid errors.P2P: Introduction to UR Procurement for Initiators

  P2P: Introduction to UR Procurement for Approvers

  P2P Advanced: Create Receipt and Match Exception Overview

• Refer to the Procure to Pay/Accounts Payable Contact Chart and Resources Guide for information on where to send your inquiries to ensure you receive a prompt response.