Skip to content
UR Financials
Administration and Finance

UR Financials Newsletter Vol. 2 12.15.2022

In this issue:
  • Workday Expenses
    • Approver-only workshops
    • Meals
  • Accounts Payable
    • SIR supplier requests documentation changes
    • Updated suppliers reference guides
    • Reminders
  • Tips and tricks
    • Scheduling reports
    • How to add a Saved Filtered to a report

Workday Expenses

  • Approvers: Don’t create your own Expense Reports and/or just need to know what to look at when you get a message that you have a Workday Expense Report to approve?  Come to one of our Approver-only Workshops where we will focus on the Approver perspective to Expense Reports.  Join the zoom: https://rochester.zoom.us/j/2973709361
Tuesday December 27, 2022 11:00am-12:00pm
Tuesday January 31, 2023 11:00am-12:00pm
Tuesday February 28, 2023 11:00am-12:00pm
Tuesday March 28, 2023 11:00am-12:00pm
Tuesday April 25, 2023 11:00am-12:00pm
Tuesday May 30, 2023 11:00am-12:00pm
Tuesday June 27, 2023 11:00am-12:00pm
  • Meals: Did you know there are multiple Expense Items for you to classify your meals correctly:

    • Travelers should remember to check with their department administration because some departments prefer only actual receipts for meals instead of per diem when traveling.
    • Classifying meals correctly, instead of for example using Entertainment for a Group Meal, helps Accounts Payable to streamline our review and processes and may also help your Approvers to better understand the expense they are approving.

Accounts Payable

  • SIR Supplier Request Documentation Changes
    Effective 12/1/22 a W9 or W8BEN (for foreign suppliers) will be required for SIR Supplier Requests for the following:

1.  A supplier who performs any service
2. Honoraria
3. Research/Study Participants who will receive over $275 per year
4. Prizes and Award Recipients
In your justification, please make sure the purpose of the supplier is clear.  If the P2P team is unable to determine the purpose from your description, the request will be sent back for more details.

  • Updated Supplier Reference Guides
    All Requisition and SIR Initiators are encouraged to review the updated guides, that can be found on the SIR Resources site, to ensure they have the best and most recent detailed guidance available.

· Find Supplier Reference Guide
· Create Supplier Request Reference Guide
· Update Supplier Contact Information Reference Guide

We’ve updated screenshots, clarified content based on past questions and feedback, and updated the layout to be consistent with other P2P reference guides.  Key details that have been updated include:

· Additional tips for searching for Suppliers
· Clarification for when W9/W8BEN form is required and should be attached
· More information about Supplier Request status

  • Meals:  On Supplier Invoice Requests, while Expense Items are not an option, you do select the Spend Category.  Please use the Spend Category: Meals and Beverages SC49470 for Group and Working Meals (as defined in the chart) when those are a more appropriate description than Spend Categories for Entertainment or Events.
  • Did you know:  There are Spend Categories Definitions that can help you determine good or better Spend Categories to use on your SIRs and non-catalog Requisition/POs.  If you find a Spend Category that you’d like defined or you think the definition needs to be updated, please let GeneralAccounting@ur.rochester.edu know.  It is helpful if you share transactions that currently use the SC and/or how you think the SC should be defined.

Additional tips and tricks

  • For tips and tricks such as scheduling reports and how to add a Saved Filtered to a report, visit our Tip of the Month page.
Return to the top of the page