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UR Financials
Administration and Finance

UR Financials Newsletter Vol. 23 11.18.2024

In this issue:
  • Reporting
    • Various Reports have been updated Relating to Business Asset Journal Sources
      • Assess your Report Filters
      • Read the full Newsletter for the list of reports impacted
  • Workday Expenses (University only, excluding affiliates)
    • Expense Report Entry
    • Expense Report Memos
    • Holiday Gatherings and Gifts
    • Invoice Payments by Individuals
    • Expenses User Group Meeting – Tuesday, November 19th 3:00-4:00pm
    • Helpful links
  • Accounts Payable (University only, excluding affiliates)
    • Authorization Request Application (Reminder – Proof of training completion for some roles)
    • Invoice Submissions
    • CIFR Training Session via Zoom on November 21st 2:00pm-3:00pm
  • Tips and Tricks
    • Match Exception Resolution

Reporting

  • Reporting Changes
    The following reports have been updated in production within UR Financials to filter out Business Asset journal sources by default, which the University implemented in July 2024.  The reports have the ability to include/exclude Business Asset journal sources.
    NOTE: Users may need to revise and/or reset previous filters on the reports below.

    • Award Line Summary of Funds (NCL) URF0983
    • Award Budgetary Balance Summary Printable URF0986
    • Award Budgetary Balance Summary Printable (NCL) URF0987
    • Award Line Summary of Funds URF0994
    • FAO Budgetary Balance Summary – Monthly Ledger Printable URF0940
    • FAO Budgetary Balance Summary – Monthly Ledger Printable (NCL) URF0941
    • FAO Summary of Funds URF0964
    • FAO Budgetary Balance Summary Printable URF0988
    • FAO Budgetary Balance Summary Printable (NCL) URF0989
    • Grant Statement of Activities (NCL) URF0391
    • Grant Statement of Activities URF0813
    • Monthly Transactions Printable – Advanced URF0942A
    • Monthly Transactions Printable – Basic URF0942B
    • Monthly Transactions Printable – Advanced (NCL) URF0943A
    • Monthly Transactions Printable – Basic (NCL) URF0943B
    • Monthly Transactions Printable – Grant URF0942G
    • Monthly Transactions Printable – Grant (NCL) URF0943G
    • Out of Award Line Period Activity Summary URF0404
    • Out of Award Line Period Activity Summary (NCL) URF0842
    • Transaction Details by Months URF0295
    • Transaction Details – Data Extract URF0296
    • Transaction Details by Months (NCL) URF0398
    • Transaction Details – Data Extract (NCL) URF0400
    • Transaction Details Printable URF0984
    • Transaction Details Printable (NCL) URF0985
    • UR Trial Balance for Account Reconciliation URF0961

Workday Expenses

  • Expense Report Entry
    In preparation for the MyURHR implementation, recent changes have impacted Expense Report creation.

    • The Company field will default to 001 University of Rochester. The Company number should be changed to the Company number for the FAO you want to charge.
    • The Worktags field will default to Fund: Current Fund- Unrestricted. Enter the FAO you want to charge.
  • Expense Report Memos
    The Memo on the Header page, page 1, is the Business Purpose statement.  The business purpose statement is one to two sentences that explains the WHAT, WHEN, WHERE, AND WHY for all expenses you are requesting reimbursement for on your expense report.
    The Memo on the Expense Item Lines page, page 2, is a brief description of the expense. Each Expense Item Line Memo should be different.
    On each expense report there is a section of Instructions with guidance.
  • Holiday Gatherings and Gifts
    The proper documentation for all meals is the itemized receipt that lists the items ordered, the transactions receipt that shows purchase amount and payment method, and a list of attendees.
    • Alcohol must be separated from food and the expense item Alcohol (EX239)
    • A Missing Receipt form is required when either the itemized receipt or the transaction receipt is missing.
    • Credit card statements are not a substitute for a receipt.
    Accounts Payable does not process reimbursements for gift cards that are given to employees or students.  Submit a 211 Form to Payroll to request reimbursement.
  • Invoice Payments by Individuals
    Individuals should NOT pay vendors (suppliers) invoices with personal funds.  The preferred payment method is Requisition, Purchase Order, Supplier Invoice Request (SIR), or Pcard.
  • 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

Accounts Payable

  • Authorization Request Application
    Reminder: For some roles, proof of training must be attached to the Authorization Request (Add role request).
    For example, to ensure users know how their roles function and the expectations that come with those roles as they relate to creating Requisitions or SIRs, match exception resolution, change orders, etc., the following training is required as stated in UR Procurement–> How to Purchase–> Procure to Pay Training

    • Prior to obtaining access to the Procure to Pay system (UR Procurement), you must complete required training in MyPath.  There are two training curricula available based on different roles:
      1. Initiator Role: Creating requisitions and check requests, now known as Supplier Invoice Requests (SIR);
      2. Approver Role: Approving requisitions and Supplier Invoice Requests (SIR) in UR Procurement
    • After training is complete, please capture a screenshot of your Learning Transcript that includes your name.  Select Completed training.  This must be attached to the Authorization Request (Add Role Request) you submit in Workday.
  • Invoice Submissions
    We have updated the guidelines for users who need to submit invoices to AP for processing.  The Guidelines for Emailing Invoices to Accounts Payable can be found in the Accounts Payable Procedures and Resources webpage and should be reviewed before you continue submitting invoices to AP to ensure you’re following the instructions and to avoid returned invoices as well as delays with invoice processing.
  • Training
    • As a reminder, the complete 2024-2025 schedule for EFT and Create invoice from Receipt training sessions is as follows:

Tips and Tricks

  • Match Exception Resolution
    If a match exception is assigned to you, ensure you click on the task itself to see the Help Text which will guide you on how to resolve the exception.  It’s important to look at this Help Text as we’ve covered instructions for all scenarios.  Please don’t send questions on resolving match exceptions to the person in AP who processed the invoice or perform a send back and ask your question as a send back comment.  If you still need help, the Help Text also lets you know who to contact.  In addition, resources related to match exceptions can be located in the Procurement website under Invoice Match Exception Support Tools.