{"id":27492,"date":"2025-01-15T13:00:59","date_gmt":"2025-01-15T18:00:59","guid":{"rendered":"https:\/\/www.rochester.edu\/adminfinance\/urfinancials\/?page_id=27492"},"modified":"2026-03-10T15:26:21","modified_gmt":"2026-03-10T19:26:21","slug":"ur-financials-newsletter-vol-25-01-15-2025","status":"publish","type":"page","link":"https:\/\/www.rochester.edu\/adminfinance\/urfinancials\/ur-financials-newsletter\/ur-financials-newsletter-vol-25-01-15-2025\/","title":{"rendered":"UR Financials Newsletter Vol. 25 01.15.2025"},"content":{"rendered":"<h5>In this issue:<\/h5>\n<ul>\n<li><strong>Authorization Request Application <\/strong>(University only, excluding affiliates)\n<ul>\n<li>User should submit the security request through UR Financials System (Workday)<\/li>\n<\/ul>\n<\/li>\n<li><strong>Workday\u00a0<\/strong><strong>Expenses<\/strong>\u00a0(University only, excluding affiliates)\n<ul>\n<li>2025 Mileage Rate<\/li>\n<li>2025 Travel Agency Fees<\/li>\n<li>Meal Documentation<\/li>\n<li>Expense Report Memos<\/li>\n<li>Expenses User Group Meeting \u2013 Tuesday, January 21st 3:00-4:00pm<\/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>Software Purchases<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<hr \/>\n<h3>Authorization Request Application<\/h3>\n<ul>\n<li><strong>Reminder<\/strong>:\u00a0 Security request for UR Financials System (Workday) have been automated to an in-system application within Workday instead of previous paper form.\u00a0 User should submit the security request through Workday.<img decoding=\"async\" src=\"https:\/\/www.rochester.edu\/adminfinance\/urfinancials\/wp-content\/uploads\/2025\/01\/WD-Menu-rev1.jpg\" \/><br \/>\nOnce log in to Workday, on the top left-hand corner of Workday, click on the <strong>Menu<\/strong> button. A sidebar will pop out showing your apps, shortcuts, and external links.\u00a0 Under the Menu tab scrolling down to the bottom shows the external link for the <strong>Authorization Request Application<\/strong>. This is where you will request access in UR Financials.\u00a0 Clicking on <strong>Authorization Request Application<\/strong> you will be directed to a new page with three options:<\/p>\n<ul>\n<li>Initiate Authorization Request\n<ul>\n<li>This is the request form, where you will request the roles<\/li>\n<li>For more information on how to initiate a request, please use the <a href=\"https:\/\/rochester.app.box.com\/s\/yjsexw8oj06mx8vtdqipewsb1k3l88ek\" target=\"_blank\" rel=\"noopener\"><strong>User Guide<\/strong><\/a>.<\/li>\n<li>Additionally, <a href=\"https:\/\/www.rochester.edu\/adminfinance\/urprocurement\/how-to-purchase\/p2p-security-form\/\" target=\"_blank\" rel=\"noopener\"><strong>P2P specific guides<\/strong><\/a> are available on the UR Procurement Website Security page<\/li>\n<\/ul>\n<\/li>\n<li>My Authorization Requests\n<ul>\n<li>This is where you will find any security requests made for your user profile<\/li>\n<li>Requests may be made by you or on your behalf and this report will help you to track of them all<\/li>\n<li>Authorization requests will follow an approval process and this report will also allow you to see where your request is in the process<\/li>\n<\/ul>\n<\/li>\n<li>Role Descriptions\n<ul>\n<li>Under this heading, you will find a listing of all the available roles to request and a description of the access provided with the role<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>Use this to locate the tasks you need to complete and the roles needed to complete them.<\/p>\n<p>For any additional questions please contact:<\/p>\n<ul>\n<li><span style=\"font-size: inherit;\">UR Financials Roles: <\/span><a style=\"font-size: inherit; background-color: #ffffff;\" href=\"mailto:GeneralAccounting@UR.Rochester.edu\">GeneralAccounting@ur.rochester.edu<\/a><\/li>\n<li><span style=\"font-size: inherit;\">UR Procurement Roles: <\/span><a style=\"font-size: inherit; background-color: #ffffff;\" href=\"mailto:Procurement_Service_Center@ur.rochester.edu\">Procurement_Service_Center@ur.rochester.edu<\/a><\/li>\n<\/ul>\n<\/li>\n<li>NOTE:\u00a0 We will continue to use University of Rochester Security Request Form for the existing authorization request process for Axiom, UR Financials Banking, and URGEMS via the existing web portal.<\/li>\n<\/ul>\n<hr \/>\n<h3>Workday Expenses<\/h3>\n<ul>\n<li><strong><u>2025 Mileage Rate<br \/>\n<\/u><\/strong>Beginning on January 1, 2025, the standard mileage rate will be <strong>70 cents per mile<\/strong> driven for business use, up 3 cents from 2024.\u00a0 The 2025 Mileage Log Form is located on the Reimbursement website in the <a href=\"https:\/\/www.rochester.edu\/adminfinance\/finance\/employee-reimbursements\/employee-reimbursements-forms\/\" target=\"_blank\" rel=\"noopener\">Forms<\/a> section.<\/li>\n<li><strong><u>2025 Travel Agency Fees<br \/>\n<\/u><\/strong>Town &amp; Country Travel Inc changed their agency fees for the first time in 22 years. Beginning January 1, 2025, the ticket fees are:<\/p>\n<ul>\n<li>Town &amp; Country Travel Inc.\n<ul>\n<li>Domestic ticket $ 32.00<\/li>\n<li>International ticket $ 42.00<\/li>\n<li>Online booking fee- ETTA\/Deem $ 11.50 (no change)<\/li>\n<\/ul>\n<\/li>\n<li>DePrez Travel Inc ticket fees will remain the same.\n<ul>\n<li>Domestic ticket $ 28.00<\/li>\n<li>International ticket $ 28.00<\/li>\n<li><span style=\"font-size: inherit;\">Online booking fee-Concur $ 9.00<\/span><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<li><strong><u>Meal Documentation<br \/>\n<\/u><\/strong>Per policy, the required backup for meal purchases regardless of the expense item used on the workday expense report is:<\/p>\n<ul>\n<li>Itemized receipt that shows items ordered<\/li>\n<li>Transaction receipt that shows proof of payment and tip amount<\/li>\n<li>List of attendees<\/li>\n<\/ul>\n<p>Alcohol must be separated from food and charged to the expense item Alcohol (EX239) which is linked to the spend category SC49450 (Alcoholic Beverages)<\/li>\n<li><strong><u>Expense Report Memos<br \/>\n<\/u><\/strong>The Memo on the Header page and the Memo(s) on the Expense Item Lines page should <strong style=\"font-size: 1.25rem;\">not<\/strong><span style=\"font-size: 1.25rem;\"> be the same.<\/span><\/p>\n<ul>\n<li>The <strong>Header Memo<\/strong> on page 1 of the expense report is the business purpose\/justification statement.\u00a0 The business purpose statement must be specific enough that a third-party reviewer (auditor) can understand it.\u00a0 One to two sentences.\n<ul>\n<li><em>The instructional text on the right side provides additional information<\/em><\/li>\n<\/ul>\n<\/li>\n<li>The <strong>Expense Item Line Memo<\/strong> on page 2 of the expense report is specific to the receipt.\u00a0 It is a brief description of the purchase.\u00a0 Each expense item line should have a different memo. Brief description of the item purchased.\n<ul>\n<li><em>Each expense item will display instructional text on the right side with information on entry.<\/em><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<li><strong><u>Expenses user group meetings (held monthly)<br \/>\n<\/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><br \/>\nThis month&#8217;s meeting will be held on Tuesday, January 21st, 2025 3:00-4:00pm<\/p>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li>Presentation slides and recordings for prior meetings are located here: <a href=\"https:\/\/www.rochester.edu\/adminfinance\/urfinancials\/training\/expense-management-training\/expense-management-training-schedule\/expense-management-workshops\/expense-management-user-meetings\/\" target=\"_blank\" rel=\"noopener\">https:\/\/www.rochester.edu\/adminfinance\/urfinancials\/training\/expense-management-training\/expense-management-training-schedule\/expense-management-workshops\/expense-management-user-meetings\/<\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<li><strong><u>Helpful Links<\/u><\/strong>\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><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<hr \/>\n<h3>Accounts Payable<\/h3>\n<ul>\n<li><strong><em>Software purchases<\/em><\/strong> that do not follow the proper procurement method pose significant risks including but not limited to IT security risks, operational risks, compliance risks, etc.\u00a0 To aid in proper usage, some updates have been made to Software Spend Category definitions.\u00a0 If it is identified that a purchase via PO, SIR, PCard, or reimbursement via Expense Report involves software on the <a href=\"https:\/\/tech.rochester.edu\/software\/\">University IT Software Site Licensing Software List<\/a> Purchasing or Accounts Payable staff will reach out to the purchaser and\/or department to share the site and future considerations.<br \/>\nSpend Category Definitions can be found in UR Financials under <a href=\"https:\/\/www.rochester.edu\/adminfinance\/urfinancials\/university-tools\/\" target=\"_blank\" rel=\"noopener\">University Tools<\/a> &#8211;&gt; <a href=\"https:\/\/rochester.app.box.com\/s\/h67irga9klz810gjq5nfjjij3dm3zice\" target=\"_blank\" rel=\"noopener\">Spend and Revenue Category Definitions<\/a><\/li>\n<li><strong style=\"font-size: inherit;\"><u>Key new definitions to note<\/u><\/strong>\n<ul>\n<li><strong>Software License Fees SC52500: <\/strong>A fee charged for the right to use, access, or maintain software programs.\u00a0 Use this spend category when the software you are accessing is a database or other access to data that you will utilize such as access to mailing lists, stock performance, or research data.\u00a0 This differs from SC52500 Software License Fees which does not give access to data.\u00a0 Before purchasing from an external supplier, remember to see if it can be sourced through the UR Tech Store.\u00a0 If the UR Tech Store cannot source the software\/program for you then a Purchase Order must be utilized.\u00a0 PCard may only be used when an exception is obtained.\u00a0 Regardless of purchase method, software should be approved by IT before installing.\u00a0 <em>Aligns with Ledger Account 63500: Software. Mapped to 1099-MISC Box 2 Royalties.<\/em><\/li>\n<li><strong>Software SC52520: <\/strong>A fee charged for the right to use, access, or maintain software programs.\u00a0 Use this spend category when the software you are accessing is a database or other access to data that you will utilize such as access to mailing lists, stock performance, or research data.\u00a0 This differs from SC52500 Software License Fees which does not give access to data.\u00a0 Before purchasing from an external supplier, remember to see if it can be sourced through the UR Tech Store.\u00a0 If the UR Tech Store cannot source the software\/program for you then a Purchase Order must be utilized.\u00a0 PCard may only be used when an exception is obtained.\u00a0 Regardless of purchase method, software should be approved by IT before installing.\u00a0 <em>Aligns with Ledger Account 63500: Software. Mapped to 1099-MISC Box 2 Royalties.<\/em><\/li>\n<li><strong>Equipment Software Purchases SC64650:<\/strong> Software purchase that is a one-time purchase that is not included in a software implementation meeting the criteria for capitalization according to the Guidelines for Capitalization of Assets.\u00a0 Implementation costs in the application development stage should also be capitalized.\u00a0 In most cases, the cost of the software should be capitalized and amortized over its estimated useful life.\u00a0 The amortization period should include any period covered by an option where the customer is reasonably likely to renew.<em>\u00a0 Aligns with Ledger Account 16250: Movable Equipment<\/em>.\u00a0 If part of a software implementation project, which are typically coordinated by University IT or ISD and developed over more than one fiscal year, the costs would be accumulated within 16075: Construction in Progress until the project is placed into service.\u00a0 For a software implementation, the initial license is capitalized as part of the overall project cost.<\/li>\n<li><strong>Leased Equipment Software Purchases SC71018:<\/strong> Software meeting the criteria for lease treatment.\u00a0 Visit the <u><a href=\"https:\/\/www.rochester.edu\/adminfinance\/urfinancials\/services\/lease-administration\/\" target=\"_blank\" rel=\"noopener\">Lease Administration website<\/a><\/u> for more information where you can find the <u><a href=\"https:\/\/rochester.app.box.com\/s\/d1ekh1cw347sw93ivb7q25w3xr7j03l6\" target=\"_blank\" rel=\"noopener\">Lease Criteria Checklist<\/a><\/u>. Aligns with Ledger Account 63450: Leases and Rentals.\u00a0 Mapped to 1099-MISC Box 1 Rents<\/li>\n<li><strong>Rentals Document Storage (SC51900): <\/strong>Costs incurred for storage of paper documentation and other office records. Rental contracts are generally far more casual than lease agreements (formal agreement with many terms).\u00a0 To be in compliance with the new FASB lease guidance, visit the <u><a href=\"https:\/\/www.rochester.edu\/adminfinance\/urfinancials\/services\/lease-administration\/\" target=\"_blank\" rel=\"noopener\">Lease Administration website<\/a><\/u> for more information where you can find the <u><a href=\"https:\/\/rochester.app.box.com\/s\/d1ekh1cw347sw93ivb7q25w3xr7j03l6\" target=\"_blank\" rel=\"noopener\">Lease Criteria Checklist<\/a><\/u>.\u00a0 \u00a0If it is determined to be a lease, contact UR Real Estate (property). Aligns with Ledger Account 63450: Leases and Rentals.\u00a0 Mapped to 1099-MISC Box 1 Rents<\/li>\n<\/ul>\n<\/li>\n<li><strong style=\"font-size: inherit;\"><u><strong>Preferred<\/strong> Procurement Methods for Software Purchases<\/u><\/strong>\n<ol>\n<li><strong><strong>UR Tech Store<br \/>\n<\/strong><\/strong>UR has many site licenses that are <strong><em><u>less expensive <\/u><\/em><\/strong>than purchasing on your own: <u><a href=\"https:\/\/tech.rochester.edu\/software\/\" target=\"_blank\" rel=\"noopener\">Software Site Licenses<\/a><\/u>This is also a listing of <strong><em><u>preferred<\/u><\/em><\/strong> software <strong><em><u>suppliers<\/u><\/em><\/strong>.\u00a0 Example: Qualtrics for surveys, not Survey Monkey<strong>Purchase from within first!\u00a0 Contact <a href=\"mailto:urtechstore@rochester.edu\">UR Tech Store <\/a>with questions<br \/>\n<\/strong><\/li>\n<li><strong>P2P Requisition in Workday<br \/>\n<\/strong>Qualified Suppliers are preferred over suppliers that are not qualified.\u00a0 Using an existing Qualified Supplier <em><u>helps maximize cost containment and savings.<br \/>\n<\/u><\/em><br \/>\nProcess is set up to ensure reviews completed to ensure compliance for cloud services and medium- and high-risk data.Use Purchasing\u2019s <a href=\"https:\/\/www.rochester.edu\/adminfinance\/urprocurement\/how-to-purchase\/supplier-lookup-tool\/\" target=\"_blank\" rel=\"noopener\">Supplier Lookup Tool <\/a>to search for the Top 10 Qualified Suppliers based on Spend Category or Commodity. Search your Supplier in Workday to see if it exists and if it is Qualified using the <a href=\"https:\/\/rochester.app.box.com\/s\/wakpumhu1njv1b73tesyfxpqan721lwf\" target=\"_blank\" rel=\"noopener\">Find Supplier Reference Guide<\/a>.<\/li>\n<\/ol>\n<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>In this issue: Authorization Request Application (University only, excluding affiliates) User should submit the security request through UR Financials System (Workday) Workday\u00a0Expenses\u00a0(University only, excluding affiliates) 2025 Mileage Rate 2025 Travel&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-27492","page","type-page","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.5 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>UR Financials Newsletter Vol. 25 01.15.2025 - 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\" href=\"https:\/\/www.rochester.edu\/adminfinance\/urfinancials\/ur-financials-newsletter\/ur-financials-newsletter-vol-25-01-15-2025\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"UR Financials Newsletter Vol. 25 01.15.2025 - UR Financials\" \/>\n<meta property=\"og:description\" content=\"In this issue: Authorization Request Application (University only, excluding affiliates) User should submit the security request through UR Financials System (Workday) Workday\u00a0Expenses\u00a0(University only, excluding affiliates) 2025 Mileage Rate 2025 Travel&hellip;\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.rochester.edu\/adminfinance\/urfinancials\/ur-financials-newsletter\/ur-financials-newsletter-vol-25-01-15-2025\/\" \/>\n<meta property=\"og:site_name\" content=\"UR Financials\" \/>\n<meta property=\"article:modified_time\" content=\"2026-03-10T19:26:21+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.rochester.edu\/adminfinance\/urfinancials\/wp-content\/uploads\/2025\/01\/WD-Menu-rev1.jpg\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data1\" content=\"7 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\\\/\\\/schema.org\",\"@graph\":[{\"@type\":\"WebPage\",\"@id\":\"https:\\\/\\\/www.rochester.edu\\\/adminfinance\\\/urfinancials\\\/ur-financials-newsletter\\\/ur-financials-newsletter-vol-25-01-15-2025\\\/\",\"url\":\"https:\\\/\\\/www.rochester.edu\\\/adminfinance\\\/urfinancials\\\/ur-financials-newsletter\\\/ur-financials-newsletter-vol-25-01-15-2025\\\/\",\"name\":\"UR Financials Newsletter Vol. 25 01.15.2025 - 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