UR Financials Newsletter Vol. 4 02.15.2023

In this issue:

• Workday Expenses (University only, excluding affiliates)
  • Expense item list
  • Delegator reference guide
• Accounts Payable (University only, excluding affiliates)
  • Invoice payment status in Workday
  • P2P match exception receipt tips and tricks

Workday Expenses

• Expense Item List
  The Expense Item is a useful tool for Workday Expense Report initiators, approvers, and FAO reconcilers.  The spreadsheet shows all Expense Items available, item description, Spend Category, and required detail for entry. For example: For airfare baggage fees, use the Expense Item: Airfare.  The Spend Category linked to airfare is SC49750. The departure date (start date), arrival date (date of return), Origination Location (start city/state) and Destination Location (city/state traveling to) are required to be entered.  Please keep in mind that when you use the Expense Item: Other Expenses, the expense posts to the Spend Category SC56650 Other Expenses.
  • Workday Expenses Expense Item List
• Delegator Reference Guide
  A new reference guide is available for workers who have been delegated to for creating an Expense Report on behalf of another worker.  Once the delegation has been approved, the initiation worker will log into Workday, switch accounts, and select the name of the worker for which they want to create an Expense Report.  Their screen will refresh with the Delegation Dashboard.  From the Delegation Dashboard the delegate can view previous Expense Reports for the employee, Create Expense Reports, Edit/Change Expense Reports, and Cancel (Delete) Expense Reports.
  • Initiate Delegation Tasks for Another Employee

Accounts Payable

• Invoice Payment Status in Workday
  Departmental users have visibility to payment status for Purchase Orders and Supplier Invoice Requests they create. The guides below should be utilized.
  • Finding Payment Status for Invoices on a PUR PO
  • Finding Payment Status for Supplier Invoice Requests
• P2P Match Exception Receipt Tips and Tricks
  When handling a Needs Receipts Match Exception for multiple invoices billed to the same Purchase Order Line, an option for Service Lines is to drill into the Purchase Order and scroll down to the Purchase Order Line in question to see what has been Invoiced versus Received. Deducting the Received Amount from the Invoiced Amount will give you the total amount to create a Receipt for to ensure all invoices currently in Match Exception can match.

• • If you are creating a Receipt before you send your Invoice(s) to Accounts Payable, please write the Receipt Number on top of the Invoice or provide it in the email Subject Line so Accounts Payable can create an Invoice against that Receipt. Similarly, any special coding you need to add to an Invoice should be at the top of an invoice whenever possible to ensure they grab AP Staff’s attention. See examples below.

• • When a Draft Receipt is cancelled, remember to enter a new Receipt to allow your Invoice to match. Whenever you add a Receipt for an Invoice in Match Exception, remember to check your Inbox to ensure that task disappeared. If it didn’t, it means the Receipt and Invoice did not match correctly, and further action is required on your end.