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UR Financials
Administration and Finance

UR Financials Newsletter Vol. 9 09.18.2023

In this issue:
  • Workday Expenses (University only, excluding affiliates)
    • Student expense report reimbursements
    • Amex corporate card transactions loaded in Workday
    • Employee advanced airfare in Workday
  • Accounts Payable (University only, excluding affiliates)
    • Upcoming training sessions (reminder)

Workday Expenses

  • Student expense report reimbursements
    Students are required to setup how they want to receive reimbursement in Workday, direct deposit or check.  In their Payment Election report the type is Expense Payment.  They previously have setup their Workday Student payment elections, but they have not successfully completed their Expense Payment election.Students do not have access in Workday to create their own expense report.  A staff member with access to the task, Create Expense report for Non-Worker (replacement for the F34 Form), will enter the student expense report.  Workday student expense reports do not require a Managers approval.  It will only route for a Financial approval from the UR FAO Procurement Manager, or Grant Manager and PI.
  • Amex corporate card transactions loaded in Workday
    Amex corporate card holders should continue to submit business expenses on a Workday Expense Report to receive reimbursement and pay Amex.The Amex corporate card transaction integration has been rescheduled to begin on Monday October 2, 2023.  American Express Corporate Card transactions will be available in Workday for inclusion on Expense Reports. You may want to consider stopping use of your Corporate Card for personal purchases knowing that all transactions will load into Workday. Personal transactions will need to be Closed in Workday and should never be included on an Expense Report. If you have a corporate card that you no longer use, email business_expense_reimbursement@finance.rochester.edu to cancel your card.

    The Reference Guide is available for self-paced learners in the Expense Reports section.

  • Employee advanced airfare in Workday
    Employees who used Deprez or Town & Country travel to book airfare that was charged to the University’s credit card, F2/SPA# given, will clear their advance in Workday.  The employee/administrator should not send the coding information to Accounts Payable.  The advanced airfare ticket, refunds, and booking fees will load into the employee’s Workday account.  You can run the report “My Expense Transactions” to view a list.  To clear the advance, include the transactions on a workday expense report.  These charges are marked “Company Paid”; the employee will NOT receive reimbursement.  Once the expense report is processed, the advance is cleared, and the department FAO is charged.The Reference Guide is available for self-paced learners in the Expense Reports section.

    Expenses User Group meetings are held monthly, the next meeting is on Thursday, September 21, 2023, from 2:00pm-3:00pm.   Link to join meeting, https://rochester.zoom.us/j/2973709361.

Accounts Payable

  • Upcoming training sessions (Reminder)
    AP will be holding quarterly training sessions on Creating Invoice from Receipt and EFT Payment Questionnaire functionality.  We encourage all users who are involved in either of these processes to join these training sessions.  This will not only give you a refresher to ensure that you are following the correct process, but it will also give you an opportunity to ask questions and to provide feedback which we may be able to use to enhance these processes in the future.  Kristina Mano, Accounts Payable Manager, will send an invite to users who should attend the sessions based on usage of either process when we get closer to the dates listed below.