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UR Financials
Administration and Finance

UR Financials Newsletter Vol. 25 01.15.2025

In this issue:
  • Authorization Request Application (University only, excluding affiliates)
    • User should submit the security request through UR Financials System (Workday)
  • Workday Expenses (University only, excluding affiliates)
    • 2025 Mileage Rate
    • 2025 Travel Agency Fees
    • Meal Documentation
    • Expense Report Memos
    • Expenses User Group Meeting – Tuesday, January 21st 3:00-4:00pm
    • Helpful links
  • Accounts Payable (University only, excluding affiliates)
    • Software Purchases

Authorization Request Application

  • Reminder:  Security request for UR Financials System (Workday) have been automated to an in-system application within Workday instead of previous paper form.  User should submit the security request through Workday.
    Once log in to Workday, on the top left-hand corner of Workday, click on the Menu button. A sidebar will pop out showing your apps, shortcuts, and external links.  Under the Menu tab scrolling down to the bottom shows the external link for the Authorization Request Application. This is where you will request access in UR Financials.  Clicking on Authorization Request Application you will be directed to a new page with three options:

    • Initiate Authorization Request
      • This is the request form, where you will request the roles
      • For more information on how to initiate a request, please use the User Guide.
      • Additionally, P2P specific guides are available on the UR Procurement Website Security page
    • My Authorization Requests
      • This is where you will find any security requests made for your user profile
      • Requests may be made by you or on your behalf and this report will help you to track of them all
      • Authorization requests will follow an approval process and this report will also allow you to see where your request is in the process
    • Role Descriptions
      • Under this heading, you will find a listing of all the available roles to request and a description of the access provided with the role

    Use this to locate the tasks you need to complete and the roles needed to complete them.

    For any additional questions please contact:

  • NOTE:  We will continue to use University of Rochester Security Request Form for the existing authorization request process for Axiom, UR Financials Banking, and URGEMS via the existing web portal.

Workday Expenses

  • 2025 Mileage Rate
    Beginning on January 1, 2025, the standard mileage rate will be 70 cents per mile driven for business use, up 3 cents from 2024.  The 2025 Mileage Log Form is located on the Reimbursement website in the Forms section.
  • 2025 Travel Agency Fees
    Town & Country Travel Inc changed their agency fees for the first time in 22 years. Beginning January 1, 2025, the ticket fees are:

    • Town & Country Travel Inc.
      • Domestic ticket $ 32.00
      • International ticket $ 42.00
      • Online booking fee- ETTA/Deem $ 11.50 (no change)
    • DePrez Travel Inc ticket fees will remain the same.
      • Domestic ticket $ 28.00
      • International ticket $ 28.00
      • Online booking fee-Concur $ 9.00
  • Meal Documentation
    Per policy, the required backup for meal purchases regardless of the expense item used on the workday expense report is:

    • Itemized receipt that shows items ordered
    • Transaction receipt that shows proof of payment and tip amount
    • List of attendees

    Alcohol must be separated from food and charged to the expense item Alcohol (EX239) which is linked to the spend category SC49450 (Alcoholic Beverages)

  • Expense Report Memos
    The Memo on the Header page and the Memo(s) on the Expense Item Lines page should not be the same.

    • The Header Memo on page 1 of the expense report is the business purpose/justification statement.  The business purpose statement must be specific enough that a third-party reviewer (auditor) can understand it.  One to two sentences.
      • The instructional text on the right side provides additional information
    • The Expense Item Line Memo on page 2 of the expense report is specific to the receipt.  It is a brief description of the purchase.  Each expense item line should have a different memo. Brief description of the item purchased.
      • Each expense item will display instructional text on the right side with information on entry.
  • 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
    This month’s meeting will be held on Tuesday, January 21st, 2025 3:00-4:00pm

  • Helpful Links

Accounts Payable

  • Software purchases that do not follow the proper procurement method pose significant risks including but not limited to IT security risks, operational risks, compliance risks, etc.  To aid in proper usage, some updates have been made to Software Spend Category definitions.  If it is identified that a purchase via PO, SIR, PCard, or reimbursement via Expense Report involves software on the University IT Software Site Licensing Software List Purchasing or Accounts Payable staff will reach out to the purchaser and/or department to share the site and future considerations.
    Spend Category Definitions can be found in UR Financials under University Tools –> Spend and Revenue Category Definitions
  • Key new definitions to note
    • Software License Fees SC52500: A fee charged for the right to use, access, or maintain software programs.  Use this spend category when the software you are accessing is a database or other access to data that you will utilize such as access to mailing lists, stock performance, or research data.  This differs from SC52500 Software License Fees which does not give access to data.  Before purchasing from an external supplier, remember to see if it can be sourced through the UR Tech Store.  If the UR Tech Store cannot source the software/program for you then a Purchase Order must be utilized.  PCard may only be used when an exception is obtained.  Regardless of purchase method, software should be approved by IT before installing.  Aligns with Ledger Account 63500: Software. Mapped to 1099-MISC Box 2 Royalties.
    • Software SC52520: A fee charged for the right to use, access, or maintain software programs.  Use this spend category when the software you are accessing is a database or other access to data that you will utilize such as access to mailing lists, stock performance, or research data.  This differs from SC52500 Software License Fees which does not give access to data.  Before purchasing from an external supplier, remember to see if it can be sourced through the UR Tech Store.  If the UR Tech Store cannot source the software/program for you then a Purchase Order must be utilized.  PCard may only be used when an exception is obtained.  Regardless of purchase method, software should be approved by IT before installing.  Aligns with Ledger Account 63500: Software. Mapped to 1099-MISC Box 2 Royalties.
    • Equipment Software Purchases SC64650: Software purchase that is a one-time purchase that is not included in a software implementation meeting the criteria for capitalization according to the Guidelines for Capitalization of Assets.  Implementation costs in the application development stage should also be capitalized.  In most cases, the cost of the software should be capitalized and amortized over its estimated useful life.  The amortization period should include any period covered by an option where the customer is reasonably likely to renew.  Aligns with Ledger Account 16250: Movable Equipment.  If part of a software implementation project, which are typically coordinated by University IT or ISD and developed over more than one fiscal year, the costs would be accumulated within 16075: Construction in Progress until the project is placed into service.  For a software implementation, the initial license is capitalized as part of the overall project cost.
    • Leased Equipment Software Purchases SC71018: Software meeting the criteria for lease treatment.  Visit the Lease Administration website for more information where you can find the Lease Criteria Checklist. Aligns with Ledger Account 63450: Leases and Rentals.  Mapped to 1099-MISC Box 1 Rents
    • Rentals Document Storage (SC51900): Costs incurred for storage of paper documentation and other office records. Rental contracts are generally far more casual than lease agreements (formal agreement with many terms).  To be in compliance with the new FASB lease guidance, visit the Lease Administration website for more information where you can find the Lease Criteria Checklist.   If it is determined to be a lease, contact UR Real Estate (property). Aligns with Ledger Account 63450: Leases and Rentals.  Mapped to 1099-MISC Box 1 Rents
  • Preferred Procurement Methods for Software Purchases
    1. UR Tech Store
      UR has many site licenses that are less expensive than purchasing on your own: Software Site LicensesThis is also a listing of preferred software suppliers.  Example: Qualtrics for surveys, not Survey MonkeyPurchase from within first!  Contact UR Tech Store with questions
    2. P2P Requisition in Workday
      Qualified Suppliers are preferred over suppliers that are not qualified.  Using an existing Qualified Supplier helps maximize cost containment and savings.

      Process is set up to ensure reviews completed to ensure compliance for cloud services and medium- and high-risk data.Use Purchasing’s Supplier Lookup Tool to search for the Top 10 Qualified Suppliers based on Spend Category, Commodity, or Diversity designation.Search your Supplier in Workday to see if it exists and if it is Qualified using the Find Supplier Reference Guide.