UR Financials Newsletter Vol. 5 05.15.2023

In this issue:

• Workday Expenses (University only, excluding affiliates)
  • Expenses questionnaire
  • New Workday application (app) – Expenses hub
  • 2023 reimbursement calendar
  • Business purpose statement – Header memo on expense report
  • How to find the status of your reimbursement in Workday
  • Employee advanced airfare reconciliation
• Accounts Payable (University only, excluding affiliates)
  • Supplier invoice viewing permission form (onBase)
  • Departments need to resolve invoice discrepancies

Workday Expenses

• Expenses Questionnaire
  Beginning May 2, 2023, Initiators are required to complete a questionnaire when international expense items are added to an expense report.

– Airfare – International
– Hotel – International
– Car Rental – International
– Per Diem Lodging – International
– Per Diem Meals – International

The questionnaire is required to capture information needed for 990 reporting purposes.

• New Workday Application (app) – Expenses hub
  Workday created a new application (app) called Expenses Hub to replace the current application (app) Expenses.  The Expenses Hub provides a single location from which users can access expense tasks and reports to manage their expenses.  The Expenses Hub app is a dynamic display customized to the user.  The sections displayed on the user’s Expenses Hub depend on:
  • The user’s security permissions
  • Whether the user has relevant expense data (expense reports, expense transactions, or spend authorizations that need attention/action)

  Delegated-to Initiators and Approvers will continue using the Delegation Dashboard.

• 2023 Reimbursement Calendar
  The reimbursement calendar provides the date of processing for expense report reimbursements.  Included are the dates direct deposits will be available in the bank account and the date checks are mailed (via USPS).https://www.rochester.edu/adminfinance/finance/wp-content/uploads/2023/01/2023-Reimbursement-schedule-HRMS-and-Workday.xlsx
• Business Purpose Statement – Header memo on expense report
  To comply with IRS guidelines, every Expense Report is required to have a business purpose statement, which should be entered in the Expense Report Header Memo field on the first page of the expense report, should be one to two sentences detailing the WHAT, WHEN, WHERE, and WHY for all of the expenses that are being reimbursed.  BETR Policy requirements have not changed as a result of the automation of Expense Report submissions.  The business purpose statement will appear in the Header Memo field on ledger/transaction reports.  Thought should be given to the quality and length of information provided in this summary field knowing that Line Memos can be used to explain in more detail if needed.

• How to find the status of your reimbursement in Workday
  Workday expense report payments do not appear on your paystub or on your HRMS record. The reference guide How to check the status of a Workday expense report provides instruction on how to navigate to the tab Expense Payment. 
  https://rochester.box.com/s/5rqyyk8uwcj17bcng08xe89w9n02i6zm
• Employee Advanced Airfare Reconciliation
  Advanced airfare charges from Deprez and Town & Country Travel for employees are located in HRMS and not Workday.  Employees are required to account for (reconcile) airfare charges that the University pays for.To clear an employee’s advanced airfare charge (ticket and agency fees):
  1. Employees should create a Workday Expense Report for out-of-pocket expenses only (purchases made using personal funds). 
  2. Once the expense report is submitted in workday, an email should be sent to business_expense_reimbursement@finance.rochester.edu with the information below*.  Accounts Payable will use the email to clear the advance in HRMS on the employee’s travel and expense record.
  3. The Workday Spend Authorization (SPA#) should be closed by the employee or expense report initiator.

  *Send this info to AP who AP will enter the information in HRMS, and the employee advance will be cleared.
  – Amount of airfare ticket and travel agent fees
  – Employee id
  – Employee name
  – SPA#
  – EXP#
  – Spend category to charge
  – FAO to charge
  – Attach the itinerary from Town & Country or Deprez that includes the amount charged to the University’s credit card

Accounts Payable

• Supplier Invoice Viewing Permission Form (onBase)
  This form allows the user to view stored PDFs of Supplier Invoices within UR Financials.  Complete the form, including signatures, and scan /send or return to UnivITHelp@ur.rochester.edu.  Watch this quick reference video that instructs users on how to view Supplier Invoices in UR Financials using OnBase.
  • Access termination requests should be emailed to the UnivITHelp UnivITHelp@ur.rochester.edu.
  • For technical issues with OnBase or security access questions please contact the University IT Helpdesk at 275-2000.
  • Supporting documentation for electronic invoices are not stored in UR Financials: Visit the Electronic Invoice Reference page to view the supplier’s email address to use if you need to request copies of electronic invoices.
• Departments Need to Resolve Invoice Discrepancies
  Supplier Invoice Discrepancies in Allscripts and Match Exceptions in Workday must to be resolved within a week of when they are assigned to you.  Invoices cannot be paid until discrepancies/match exceptions are resolved and many times only require you to enter Receipts confirming the quantity of the items you received.  Delaying your action 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.  Don’t hold up someone else’s order because you didn’t take care of yours.