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UR Financials
Administration and Finance

UR Financials Newsletter Vol. 26 02.17.2025

In this issue:
  • Workday Expenses (University only, excluding affiliates)
    • Expense Report Default Page/Header Tab
    • Expense Item Date
    • Expense Report Memos
    • Attachments
    • 2025 Mileage Log Form
    • Locating Emplid and URid Numbers in Workday
    • Receipts in a Foreign language and Foreign Currency
    • Expenses User Group Meeting – Tuesday, February 18th 3:00-4:00pm
    • Helpful links
  • Accounts Payable (University only, excluding affiliates)
    • Invoice Submissions
    • Discrepancies in Allscripts and Match Exceptions in Workday
    • Supplier Invoice Request
    • Training: Create Supplier Invoice from Receipt Zoom Session-February 20th from 2:00-3:00pm

Workday Expenses

  • Expense Report Default Page is now the Header Tab
    Beginning 2/3/2025, the default page on the expense report is the Header page.  The header tab contains information and instructions for initiators and approvers.  The benefits of this change are:

    • Business purpose statement compliance
    • Easily identify/verify the reimbursement payment type- direct deposit or check
    • Provides Approvers with additional information: business purpose statement compliance, approver certification, payee approval for expense reports created by their initiation delegate, expense reports dated more than 60 days, expense report total amount is greater than $5,000
  • Expense Item Date
    Each expense item date on a Workday expense report defaults to today’s date.  The date for each expense item line (receipt) should be changed to:

    • The purchase date listed on the receipt OR
    • The first date of travel for Conference Registration, Airfare, Hotel, and Car Rental.  These items must be purchased well in advance of the trip.  When you use the purchase date for these expenses you will unnecessarily trigger the 60-day rule.  The expense date is the budget date listed on the ledger.  Remember to change the expense date when you Itemize an expense line.
  • 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.

  • Attachments
    Workday allows Users to attach receipts (backup) on the expense item line OR in the Attachment tab.  Approvers should check both places for backup.
  • 2025 Mileage Log Form
    The 2025 Mileage Log form is available in a fillable pdf only.  Download the form to your computer and complete all fields at the top of the form. Once you enter the number of allowable miles for reimbursement hit the tab button on your keyboard twice to view the reimbursement amount.

    https://www.rochester.edu/adminfinance/finance/employee-reimbursements/employee-reimbursements-forms/

  • Locating your Emplid and URid numbers in Workday
    Employees (Faculty and Staff) must provide their employee id number and URID number along with their Spend Authorization number (SPA#) to the Travel Agent to book airfare that will be charged to the University’s credit card.

    • EMPLID and URID numbers
      1. Log into workday
      2. Select the profile icon in the upper right corner (may be your picture)
      3. Select PERSONAL on the left side
      4. Select the tab labeled IDs on the top of the screen
  • Receipts in a foreign language and foreign currency
    Receipts in foreign languages and foreign currency must be translated to English and the USD equivalent.  Each receipt should be translated to English if the type of expense is not clear, indicating the type of purchase (ex: meal, transportation, supplies, hotel, etc.) AND the US dollar equivalency.

    • Reimbursement must be requested in US dollars at the exchange rate that was applied to the actual payment by the traveler.
    • Purchase receipts will reflect the currency in which the purchase was made. Ex: CAN, EUR
    • Debit/Credit card statements convert those amounts to US dollars and may list additional foreign currency fees.  You do not need to use an online currency converter for debit or credit card purchases. The credit card company will automatically convert the transaction to USD.
    • Foreign currency transaction fees are allowable for reimbursement.
    • For expenses paid in foreign cash, the exchange rate at which the traveler bought the foreign currency applies, The purchase date on the receipt should be the date you enter on the currency converter.
    • Currency converters: Google converter, OANDA.com, or search “currency converter”
  • 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, January 21st, 2025 3:00-4:00pm

  • Helpful Links

Accounts Payable

  • 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.
  • Discrepancies in Allscripts and Match Exceptions in Workday
    The discrepancies must be resolved within a week of when they are assigned to you as delaying action on your part delays payments to our suppliers and interrupts our ongoing good standing and relations with them.  Credits holds caused by non-payment affect all UR departments.
  • Supplier Invoice Request
    Before utilizing the Supplier Invoice Request process to pay for an invoice, take a look at the Buying and Paying Guide to ensure you are not submitting SIRs for activity that is not acceptable on a SIR.  All qualified suppliers should be paid via the Requisition process unless the activity is acceptable on a SIR.  You can find out if a supplier is qualified by going to the Supplier Record, then referring to the Overview-Summary tab to see if it’s in the “4 Qualified Supplier” Supplier Group. Accounts Payable will be sending back SIRs that should have been handled via the Requisition process if the supplier is qualified and your department has surpassed the 25K threshold.
  • Create Supplier Invoice from Receipt Zoom Training Session-February 20th from 2-3PM 
    Accounts Payable will be holding another training session on Create Invoice from Receipt functionality on February 20th from 2-3PM. If you would like to join this training session, please utilize the Zoom details below. We encourage all users who utilize this functionality to attend, as well as anyone who is not familiar with the process currently but would like to take advantage. Users can feel free to review the training material posted on the P2P website ahead of this meeting by utilizing the links below. Please email Kristina Mano in Accounts Payable if you have any questions.

    Meeting URL: https://rochester.zoom.us/j/3625131184?pwd=eS9iZ3BMa05WYlVDSmdsdms2RHlqZz09

    Links to PDF guide: https://rochester.app.box.com/s/plly7bntmmqoj3va4grae7n9k6euywr3

    Link to video: https://rochester.app.box.com/s/kc1topz91wxdvpqkz52abb3mgghwvra2

  • Tips and Tricks
    WalkMe is a virtual help assistant guiding you step-by-step through certain tasks within UR Financials and P2P.  It is recommended that users download WalkMe using the instructions located here: https://rochester.app.box.com/s/883dn09pozvsdxoro6eab5pn3ol1erir