{"id":25412,"date":"2023-12-14T18:46:38","date_gmt":"2023-12-14T23:46:38","guid":{"rendered":"https:\/\/www.rochester.edu\/adminfinance\/urfinancials\/?page_id=25412"},"modified":"2023-12-14T18:46:38","modified_gmt":"2023-12-14T23:46:38","slug":"ur-financials-newsletter-vol-12-12-15-2023","status":"publish","type":"page","link":"https:\/\/www.rochester.edu\/adminfinance\/urfinancials\/ur-financials-newsletter\/ur-financials-newsletter-vol-12-12-15-2023\/","title":{"rendered":"UR Financials Newsletter Vol. 12 12.15.2023"},"content":{"rendered":"<h5>In this issue:<\/h5>\n<ul>\n<li><strong>Workday\u00a0<\/strong><strong>Expenses<\/strong>\u00a0(University only, excluding affiliates)\n<ul>\n<li>Expense reimbursement year end reminder<\/li>\n<li>Helpful links<\/li>\n<li>Expenses user group meetings<\/li>\n<\/ul>\n<\/li>\n<li><strong>Accounts Payable<\/strong>\u00a0(University only, excluding affiliates)\n<ul>\n<li>ACH request guide for departmental users<\/li>\n<\/ul>\n<\/li>\n<li><strong>Tips and Tricks<\/strong>\n<ul>\n<li>Date fields in UR Financials<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<hr \/>\n<h3>Workday Expenses<\/h3>\n<ul>\n<li><strong><u>Expense reimbursement year end reminder<\/u><\/strong><strong><u><br \/>\n<\/u><\/strong>With year end fast approaching, it\u2019s a good time to remind Faculty, Staff, and Students about business expense reimbursements.<\/p>\n<ul>\n<li><strong>Faculty and staff:<\/strong><br \/>\n\u2022 Department rules\/policy for reimbursements<br \/>\n\u2022 FAO to charge expenses<br \/>\n\u2022 Company for FAO to charge expenses<br \/>\n\u2022 Setup Expense payment election BEFORE you start creating a workday expense report<br \/>\n&#8211; Direct Deposit-routing transit number and bank account number required<br \/>\n&#8211; Check-add Mailing address to your Workday Profile (Contact section)<br \/>\n\u2022 Setup a Delegation in Workday to give another employee access to create and\/or approve expense reports and spend authorizations on your behalf<br \/>\n\u2022 Check your existing Delegation end date.\u00a0 Workday does not send notification when a delegation ends or automatically renews delegations<br \/>\n\u2022 Reimbursements are no longer processed in HRMS, they will no longer appear on paystubs or in HRMS.<br \/>\n\u2022 Submit receipts for non-travel expenses within 60 days of purchase<br \/>\n\u2022 Submit receipts for travel expenses within 60 days of returning from the trip<br \/>\n\u2022 Clear advanced airfare from Deprez and Town &amp; Country travel within 60 days of returning from the trip.\u00a0 These transactions are loaded into Workday and located in My Expense Transactions.<br \/>\n\u2022 Amex Corporate Card holders- submit merchant receipts (Amex statement is not the receipt) as soon as possible to request reimbursement.\u00a0 The reimbursement funds are used to pay their Amex bill, late fees are not allowable for reimbursement.\u00a0 These transactions are loaded into Workday and located in My Expense Transactions.<\/li>\n<li><strong>Students:<\/strong><br \/>\n\u2022 Workday does not allow students to create their own expense reports, setup a Delegation, or add the Expenses Hub application to their Workday homepage<br \/>\n\u2022 Grad students are considered Student Employees while they receive a stipend.\u00a0 During this period, they have the same access as employees<br \/>\n\u2022 Department rules\/policy for reimbursements<br \/>\n\u2022 Setup Expense payment election BEFORE a Staff member starts creating your workday expense report.\u00a0 The Expense payment type is located in the section \u201cPayment elections requiring setup\u201d.\u00a0 Scroll to the bottom of the page.<br \/>\n&#8211; Direct Deposit-routing transit number and bank account number required<br \/>\n&#8211; Check-add Mailing address to your Workday Profile (Contact section)<br \/>\n\u2022 Submit receipts for non-travel expenses within 60 days of purchase<br \/>\n\u2022 Submit receipts for travel expenses within 60 days of returning from the trip<br \/>\n\u2022 A Staff member with access to the student expense report task in Workday will create\/submit the student\u2019s expense report.\u00a0 The name of the student expense report task in Workday is <strong>Create Expense Report for Non-Worker<\/strong><\/li>\n<\/ul>\n<\/li>\n<li><strong><u>Helpful Links<\/u><\/strong>\n<ul>\n<li>Workday Login: <a href=\"https:\/\/www.rochester.edu\/adminfinance\/urfinancials\/workday-login\/\">https:\/\/www.rochester.edu\/adminfinance\/urfinancials\/workday-login\/<\/a><\/li>\n<li>Link to Workday Expenses reference guides: <a href=\"https:\/\/www.rochester.edu\/adminfinance\/urfinancials\/training\/expense-management-training\/expense-management-reference-materials\/\">https:\/\/www.rochester.edu\/adminfinance\/urfinancials\/training\/expense-management-training\/expense-management-reference-materials\/<\/a><\/li>\n<\/ul>\n<\/li>\n<li><strong><u>Expenses user group meetings (held monthly)<br \/>\n<\/u><\/strong>Upcoming meetings:<br \/>\nLink to join meeting, <a href=\"https:\/\/rochester.zoom.us\/j\/2973709361\" target=\"_blank\" rel=\"noopener\">https:\/\/rochester.zoom.us\/j\/2973709361<\/a><\/p>\n<ul>\n<li>Thursday, December 21, 2023, 2:00pm-3:00pm<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<hr \/>\n<h3>Accounts Payable<\/h3>\n<ul>\n<li><strong><u>ACH request guide for departmental users<br \/>\n<\/u><\/strong>Due to prior feedback from departments who indicated having this process documented would be helpful, Accounts Payable has prepared a reference guide on how to handle a request from a Supplier who needs to be paid via ACH, or needs their current ACH bank details updated.\u00a0 Departmental users should utilize the <a href=\"https:\/\/rochester.box.com\/s\/lxzbwawd2gart3kjqxw8b797wjg1snka\" target=\"_blank\" rel=\"noopener\">ACH Request Guide for Departmental Users<\/a> which has been posted on the P2P website.<\/li>\n<\/ul>\n<hr \/>\n<h3>Tips and Tricks<\/h3>\n<ul>\n<li><strong><u>Date fields in UR Financials<br \/>\n<\/u><\/strong><strong>Invoice Date<\/strong> \u2013 Entered at the time of invoice entry.\u00a0 Date comes from the supplier as indicated on their invoice to us.\u00a0 An invoice does NOT post to a ledger until it is fully Approved (Status updates to Approved) \u2013 see Accounting Date.<\/p>\n<p><strong>Due Date<\/strong> \u2013 Determined at the time of invoice entry.\u00a0 Date is derived by Workday when the Supplier and Invoice Date is entered for an invoice: Workday looks up the Payment Term for the Supplier, applies that to the Invoice Date, to determine the Due Date.\u00a0 AP staff can enter a Due Date Override as needed such as if supplier normally paid Net 30 but down payment must be paid immediately.<\/p>\n<p><strong>Accounting Date<\/strong> \u2013 Determined when the invoice is fully Approved (Status updates to Approved).\u00a0 At that time, Workday first looks at the Invoice Date to determine if the Month of the Invoice Date is an Accounting Period that is Open, if so the Accounting Date will be the date of the invoice.\u00a0 If the Month of the Invoice Date is an Accounting Period that is Closed, Workday will then look sequentially for the first Open Accounting Period:\u00a0 If an invoice dated May 2023 is not fully Approved until today, Workday looks at May 2023 which is Closed, then June which is Closed, etc until it gets to October 2023 which is Open \u2013 the invoice will have an Accounting Date of 10\/1\/2023.\u00a0 Note that future Accounting Periods are opened on the 15<sup>th<\/sup> of each month.\u00a0 For example, November 2023 was opened on 10\/15.\u00a0 If an invoice dated 12\/2 is fully approved on 11\/15, the Accounting Date will be 12\/2 even though it was approved earlier.<\/p>\n<p><strong>Budget Date<\/strong> \u2013 For supplier invoices, Budget Date is derived from the Invoice Date.\u00a0 I expect Invoice Dates and Budget Dates to almost always match.\u00a0 Budget Date can be edited via Journal Entry as appropriate (such as when the wrong date was entered for a SIR payment which are sometimes honoraria that are not processed right away and don\u2019t have actual invoices with dates) and is most likely to happen when Grant FAO is involved.\u00a0 Budget Dates are especially important for GRs and PRs.<\/p>\n<p><strong>Payment Date<\/strong> \u2013 Not associated with postings on ledgers.\u00a0 Settlement run filters look at the Due Dates of invoices to determine which invoices are picked up in that settlement run.\u00a0 The Payment Date is the date of the Settlement Run in Workday.\u00a0 Ad Hoc Payments are different in that Payment Date is the Date entered\/integrated for the AHP (examples: EPIC file date = Payment Date, manually entered AHP Date = Payment Date) which is not linked\/derived when settlement run is created.<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>In this issue: Workday\u00a0Expenses\u00a0(University only, excluding affiliates) Expense reimbursement year end reminder Helpful links Expenses user group meetings Accounts Payable\u00a0(University only, excluding affiliates) ACH request guide for departmental users Tips&hellip;<\/p>\n","protected":false},"author":112,"featured_media":0,"parent":15902,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-25412","page","type-page","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.7 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>UR Financials Newsletter Vol. 12 12.15.2023 - UR Financials<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" 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