Skip to content
Administration and Finance UR Financials
Resources

UR Financials Newsletter Vol. 31 09.16.2025

In this issue:
  • Workday Expenses (University only, excluding affiliates)
    • Definitions
      • Workday Spend Authorization
      • Workday Expense Reports
    • What is the Expense Date on an Expense Report?
    • Reminders
    • Expenses User Group Meeting – Tuesday, September 16th 3:00-4:00pm
    • Helpful links
  • Accounts Payable (University only, excluding affiliates)
    • Purchase Order and Receipt Maintenance
    • Supplier Requests – SIR or Qualified Suppliers
    • Candex Update
    • Tips and Tricks

Workday Expenses

  • Definitions
    A Workday Spend Authorization is a process used to request pre-approval for estimated business expenses before they are incurred.  It is primarily used for business-related travel and is a key component of the Workday Expenses module. The authorization serves as a formal, documented request that helps organizations control spending and commit funds for a specific purpose.

    A Workday Expense Report is an electronic form used by employees to document business-related spending for approval and reimbursement.  It is a key feature of the Workday Expenses module, which centralizes the entire expense management process from receipt capture to payment.

  • What is the Expense Date on an Expense Report?
    The Expense date on a Workday Expense Report defaults to today’s date or the date the reservation was made for credit card transactions for airfare.
    The date should be changed for each expense item line to:

    • The date the business or travel expense was purchased OR
    • For travel expenses that are purchased before the trip occurs, the expense date should be the first date of travel to avoid triggering the 60-day rule alert.  Conference registration that cannot be purchased with a Pcard, Airfare, Hotel, and Car Rentals are the most common examples.
  • Reminders
    • Mileage reimbursements require a completed MILEAGE LOG FORM attached to the expense report
    • Meals involving more than one person require a list of attendees
      • Add less than 10 people to the expense report
      • For 10 or more people, add an attendee named “list of attendees” and attach a word or excel document with a list of names
    • Employees must add airfare and travel agency fees paid by the University to a Workday expense report to clear the advance and charge the department. Advanced airfare charges that are outstanding more than 120 days may be reported as an undocumented business expense and subject to tax.
    • Credit card transactions and statements are not accepted as receipts/backup. A receipt from the vendor lists the name, address, detailed description of goods purchased, and proof of payment.
  • 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, September 16th, 2025 3:00-4:00pm

  • Helpful Links

Accounts Payable

  • Accounts Payable and Corporate Purchasing are rolling out Purchase Order and Receipt Maintenance guidance for departments. In addition to reviewing the document linked here, we highly recommend that those who currently create Requisitions and maintain POs and Receipts in Workday attend the upcoming P2P Monthly User Meeting on September 9 from 10-11AM where Marta Herman will review the guidance.

    This guidance is intended to define expectations for the management of purchase orders including receipts, invoice discrepancies/match exceptions, and closing of purchase orders and receipts. Specifically, we manage risk to the University by ensuring purchase order details are accurate and we maintain good relationships with our suppliers by acknowledging receipts of goods and services in a timely manner so that accurate and timely payments can be made.

    To ensure departments have the right resources to follow this guidance, we have also created a Receipt Maintenance Reference Guide. The guide contains information and instructions on accurately creating, adjusting, cancelling, and overall monitoring receipts. Since some of this functionality is new, Kristina Mano is holding training sessions to go over the guide and answer questions departments may have. Please save the dates and zoom link below so you can attend.

    September 16th, 10-11AM

    October 7th 10-11AM

    October 28th 10-11AM

    Zoom Link for all: https://rochester.zoom.us/j/98542469569

  • Supplier Requests – SIR or Qualified Suppliers: Currently we have different processes for requesting new SIR or Qualified (PO) suppliers.  SIR suppliers are requested using the Create Supplier Request task and Qualified suppliers are initiated by filling out the Supplier Add Request form on the UR Procurement Website. Graphite Connect was selected as the new supplier onboarding solution and will be used to request and onboard new purchase order (qualified) and non-purchase order (SIR) suppliers. We are in the early stages of the implementation plan with Graphite to define requirements and configure the new supplier request form and supplier registration. The expected go live of is intended for mid-December Updates will be shared at upcoming meetings.
  • Candex update: Candex is a fast track purchasing option used to engage and make payments without an internal onboarding process. It eliminates the need to set up one-time payees as Suppliers/Payees. Instead, Jaggaer punchout used by departmental users provides a simplified payee/payment request solution requiring departments to only provide payee name and email address (do not have to collect W9 or address). Candex will be accessible via a catalog in Workday. You will go into WD, click on the Candex punchout and begin the requisition. The payee will need to agree to standard Terms, and then Candex “invoices” us on their behalf. We are very excited to have this option as it should save an enormous amount of time for you, for procurement and for the vendor.
  • Tips and Tricks