{"id":26502,"date":"2024-07-16T17:36:26","date_gmt":"2024-07-16T21:36:26","guid":{"rendered":"https:\/\/www.rochester.edu\/adminfinance\/urfinancials\/?page_id=26502"},"modified":"2024-07-16T17:38:06","modified_gmt":"2024-07-16T21:38:06","slug":"ur-financials-newsletter-vol-19-07-16-2024","status":"publish","type":"page","link":"https:\/\/www.rochester.edu\/adminfinance\/urfinancials\/ur-financials-newsletter\/ur-financials-newsletter-vol-19-07-16-2024\/","title":{"rendered":"UR Financials Newsletter Vol. 19 07.16.2024"},"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>Business Mileage<\/li>\n<li>When an expense report is mistakenly approved<\/li>\n<li>Expenses user group meetings: July 16th 3pm-4pm\n<ul>\n<li>July topics\n<ul>\n<li>Expense report status review: draft, in-progress, approved, paid<\/li>\n<li>How to edit a Expense report<\/li>\n<li>What to do when an employee leaves the University: delegation, security form<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<li>Helpful links<\/li>\n<\/ul>\n<\/li>\n<li><strong>Accounts Payable<\/strong>\u00a0(University only, excluding affiliates)\n<ul>\n<li>Updated version of the EFT Questionnaire for SIR and PO invoices and Workday Foreign-EFT Payment Questionnaire Guide<\/li>\n<li>Spend and Revenue Category Definitions<\/li>\n<li>Training Session via Zoom &#8211; August 20th 2pm-3pm\n<ul>\n<li>Create Invoice from Receipt<\/li>\n<\/ul>\n<\/li>\n<li>Tips and tricks<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<hr \/>\n<h3>Workday Expenses<\/h3>\n<ul>\n<li><strong><u>Business Mileage<br \/>\n<\/u><\/strong>Business mileage is the number of miles driven between two places of work using your personal vehicle.\u00a0 Commuting mileage is the number of miles between your home and a workplace and <strong>not<\/strong> allowable for reimbursement.\u00a0 A completed <a href=\"https:\/\/www.rochester.edu\/adminfinance\/finance\/employee-reimbursements\/employee-reimbursements-forms\/\">Mileage Log Form<\/a> is the required documentation (receipt) when requesting a mileage reimbursement.\u00a0 The IRS reimbursement rate includes Fuel\/Charging fees, Vehicle maintenance, Insurance, Operating costs.&nbsp;<\/p>\n<p>Expenses that are allowable for reimbursement separate from the mileage rate include Parking and Tolls.<\/p>\n<p>Expenses that are <strong>not allowable for reimbursement<\/strong>-Mileage associated with commuting between your home and work location, damage, deductibles, or other losses to personal vehicle used for University business.\u00a0 Repairs for damage to personal vehicle, parking fines and traffic tickets or related fees\/fines.<\/li>\n<li><strong><u>When an expense report is mistakenly approved<br \/>\n<\/u><\/strong>The employee who mistakenly approved the expense report should immediately contact the payee.\u00a0 Notify the payee that their expense report was mistakenly approved and needs to be fixed asap.\u00a0 The payee can change (edit) the expense report and make any necessary changes then resubmit for approval and processing.\u00a0 Or the payee can cancel the expense report, Workday does not allow a expense report to be deleted.<\/li>\n<li><strong style=\"font-size: inherit;\"><u>Expenses user group meetings (held monthly)<\/u><\/strong>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.\u00a0 These meetings are more about discussing what is\/is not working well to identify enhancement opportunities.\u00a0 Upcoming meetings:<br \/>\nLink to join meeting,\u00a0<a href=\"https:\/\/rochester.zoom.us\/j\/96881056200\">https:\/\/rochester.zoom.us\/j\/96881056200<\/a><\/p>\n<ul>\n<li>Tuesday, July 16th from 3:00pm-4:00pm<\/li>\n<\/ul>\n<\/li>\n<li><strong><u>Helpful Links<\/u><\/strong>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li>Email Workday Expense inquiries to:\u00a0<a href=\"mailto:Business_Expense_Reimbursement@finance.rochester.edu\">Business_Expense_Reimbursement@finance.rochester.edu<\/a><\/li>\n<li>Workday Login:\u00a0<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:\u00a0<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><strong><u>Helpful Links<\/u><\/strong><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<hr \/>\n<h3>Accounts Payable<\/h3>\n<ul>\n<li><strong style=\"font-size: inherit;\"><u>July 2024<\/u><\/strong>Be on the lookout for an updated version of the EFT Questionnaire for your SIR and PO invoices that require an EFT payment, as well as the updated <a href=\"https:\/\/rochester.box.com\/s\/5prgsfsivys34nm1eeqtrctx7uk9hslj\"><strong>Workday Foreign-EFT Payment Questionnaire Guide<\/strong><\/a> located in the Accounts Payable webpage under Procedures and Resources.\u00a0 The guide can also be located in the Procurement website as usual.<\/li>\n<li><strong><a href=\"https:\/\/rochester.app.box.com\/s\/h67irga9klz810gjq5nfjjij3dm3zice\">Spend and Revenue Category Definitions<\/a><\/strong> have been updated in an effort to clarify differences between spend categories with similar names, share best practice spend category usage, related preferred purchasing methods, etc.\u00a0 These new definitions also include information about Form 1099 reporting if applicable as well as Ledger Account mapping where it may help to decide between similar SCs. The updates are summarized below but please refer to the link above for a full listing.<br \/>\n<img decoding=\"async\" src=\"https:\/\/www.rochester.edu\/adminfinance\/urfinancials\/wp-content\/uploads\/2024\/07\/SC-and-RC-Definitions-updated.png\" \/><\/li>\n<li><strong style=\"font-size: inherit;\"><u>Training Session via Zoom<\/u><\/strong><br \/>\nAccounts Payable will be providing another training session on Create Invoice From Receipt functionality on August 20<sup>th<\/sup> from 2-3PM.\u00a0 We encourage users who are currently utilizing this functionality as well as users who aren\u2019t but would be interested in doing so to attend.\u00a0 Your feedback on process and\/or guide enhancements is also welcomed. Zoom link: <a href=\"https:\/\/rochester.zoom.us\/j\/97952631824\">https:\/\/rochester.zoom.us\/j\/97952631824<\/a><\/li>\n<li><strong style=\"font-size: inherit;\"><u>Tips and Tricks<\/u><\/strong><br \/>\nWhen initiating a change order with reason code \u201cAdd Money to Service Line\u201d, you should ensure you either increase the value of the existing PO line(s) or add a new PO line.\u00a0 Submitting a change order with this reason without actually increasing the value of the PO will not add money to the PO.<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>In this issue: Workday\u00a0Expenses\u00a0(University only, excluding affiliates) Business Mileage When an expense report is mistakenly approved Expenses user group meetings: July 16th 3pm-4pm July topics Expense report status review: draft,&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-26502","page","type-page","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.3 - 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