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UR Financials
Administration and Finance

UR Financials Newsletter Vol. 30 07.15.2025

In this issue:
  • Workday Expenses (University only, excluding affiliates)
    • Locating your EMPLID and URID numbers in Workday
    • Receipts in a foreign language and foreign currency
    • Expenses User Group Meeting – Tuesday, July 15th 3:00-4:00pm
    • Helpful links
  • Accounts Payable (University only, excluding affiliates)
    • Update Supplier Information Reference Guide
    • EFT Questionnaire List
    • Training: EFT – Tuesday, July 22nd 1:00-2:00pm
    • Tips and Tricks

Workday Expenses

  • 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.

    • Log into Workday
    • Select the profile icon in the upper right corner (may be your picture)
    • Select PERSONAL on the left side
    • 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, July 15th, 2025 3:00-4:00pm

  • Helpful Links

Accounts Payable

  • As of July 2nd, the Change Supplier Contact Information Task has been turned off. This change has been initiated to provide both consistency in the process of making requests, and to ensure the proper documentation is collected for initiating changes. To help departments navigate through the different types of Supplier changes they may need to request and who to contact, we have created the Update Supplier Information Reference Guide which should be utilized so that your request is sent to the correct department and to avoid delays.
  • Based on user feedback regarding the EFT Questionnaire process, Accounts Payable created the EFT Questionnaire List which departments can keep handy if they want to have an idea of the details they need to collect from a supplier who will be paid via EFT prior to actually receiving the Review Documents task in Workday.  This document is just for reference and should not be filled out or attached in Workday in lieu of the excel version of the EFT Questionnaire that populates during the Review Documents task.
  • Training
    The next EFT Quarterly Training Session held by Accounts Payable will be on July 22nd from 1-2PM.  During this session, we will go over the process for EFT transactions and the EFT Questionnaire for SIRs and Purchase Order Invoices, as well as address questions from departments and obtain feedback regarding potential future enhancements to the guide and/or the process itself.  While those of you who were identified as frequent and/or recent users of the EFT Questionnaire Form received an invite from Kristina Mano last week, everyone is welcome to join.  We look forward to seeing you next week! Please use this Zoom link to attend: https://rochester.zoom.us/j/3625131184?pwd=eS9iZ3BMa05WYlVDSmdsdms2RHlqZz09
  • 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.