UR Financials Newsletter Vol. 32 10.17.2025

In this issue:

• Workday Expenses (University only, excluding affiliates)
  • Maintain your Expenses Hub
  • Domestic per diem Rates
  • Reimbursement Runs
  • Expenses User Group Meeting – Tuesday, October 21st 3:00-4:00pm
  • Helpful links
• Accounts Payable (University only, excluding affiliates)
  • AP Close Schedule changed to business day 2 at 5:30am
• Other Topics
  • ACH and Wire Transactions

Workday Expenses

• Maintain your Expenses Hub
  Frequently check your Expenses Hub in Workday for expenses that need your attention.
  • Overview- Workday will show transactions that need to be submitted and spend authorizations or expense reports that need to be submitted (Draft status) or have been sent back for revision.
  • Expense Reports- review your list of expense reports, cancel duplicates and reports you no longer need.
  • Expense Transactions- submit expense report(s) for credit card transactions with a status of NEW or PREPAID
  • Spend Authorizations- Close spend authorizations that were created before 12/16/2024 and for any trip that has already taken place.
• Domestic per diem rates
  The 2026 domestic per diem rate starts on October 1^st, 2025, and ends on September 30^th, 2026.  The new rates have been uploaded into Workday.

  You can look up the per diem rate for your destination on the GSA’s website.

  • Alaska, Hawaii, and U.S. territories https://www.travel.dod.mil/
  • States https://www.gsa.gov/travel/plan-book/per-diem-rates
  • International https://allowances.state.gov/web920/per_diem.asp
• Reimbursement runs
  Accounts Payable processes payment for approved expense reports twice a week.
  Wednesday mornings for direct deposit and check payments.
  Friday mornings for direct deposit payments.
• 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, October 21st, 2025 3:00-4:00pm
  • • Presentation slides and recordings for prior meetings are located here: https://www.rochester.edu/adminfinance/urfinancials/training/expense-management-training/expense-management-training-schedule/expense-management-workshops/expense-management-user-meetings/
• Helpful Links
  • Email Workday Expense inquiries to: Business_Expense_Reimbursement@finance.rochester.edu
  • Workday Login: https://www.rochester.edu/adminfinance/urfinancials/workday-login/
  • Link to Workday Expenses reference guides: https://www.rochester.edu/adminfinance/urfinancials/training/expense-management-training/expense-management-reference-materials/

Accounts Payable

• Accounts Payable close schedule has changed to business day 2 at 5:30am.  Please see updated close schedule on UR Financials website

Other Topics

• ACH and Wire Transactions
  Treasury Management is the only department allowed to provide banking instructions to Departments expecting external payments.  Those who seek banking instructions must notify and obtain them from Treasury Management, Treasury@UR.Rochester.edu.  Banking Instructions should never be shared without permission from Treasury Management, even internally.  

  Once a payment agreement is confirmed with an external payer, Departments must reach out to the appropriate Finance Department to allocate the funds in UR Financials. 

  • Deposits meant for grants are processed by ORACS 
  • Charitable donations are processed by Advancement 
  • Student payments are processed by the Bursar’s Office 
  • All other ACH or EFT payments are processed by General Accounting 

  If a deposit needs to be processed by General Accounting, please send a completed Banking Entry form to Generalaccounting@ur.rochester.edu. A Banking Entry form can be found here: Banking Entry Form Link. Or a Department can send an email containing the required booking information to General Accounting. 

  • Required information includes:  
    • Name of payee
    • Amount of payment in USD 
    • Company code (CM number) 
    • Financial Activity Object (FAO)  
    • Revenue, spend or ledger category (SC, RC or LA) 
    • Anticipated date of receipt  
    • University contact name and email 
    • Payee bank name and address (if possible)

A Department expecting a payment can also provide General Accounting anticipated payment information.  Notifying General Accounting in advance about an incoming payment allows timely allocation of funds.  If General Accounting cannot identify an ACH or EFT payment within 120 days, the payment will be dispositioned according to University policy.   

Please reach out General Accounting for additional information regarding receiving EFT or ACH payments, Generalaccounting@ur.rochester.edu.