{"id":34972,"date":"2026-04-13T14:50:35","date_gmt":"2026-04-13T18:50:35","guid":{"rendered":"https:\/\/www.rochester.edu\/adminfinance\/urfinancials\/?page_id=34972"},"modified":"2026-04-13T18:16:45","modified_gmt":"2026-04-13T22:16:45","slug":"ur-financials-newsletter-vol-37-04-13-2026","status":"publish","type":"page","link":"https:\/\/www.rochester.edu\/adminfinance\/urfinancials\/ur-financials-newsletter-vol-37-04-13-2026\/","title":{"rendered":"UR Financials Newsletter Vol. 37 04.13.2026"},"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>Fuel\/Gas reimbursements<\/li>\n<li>American Express corporate card maintenance<\/li>\n<li>Defaults on Spend Authorizations and Expense Reports<\/li>\n<li>Policy clarification topics<\/li>\n<li>Expenses User Group Meeting<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p style=\"padding-left: 120px;\">Wednesday 06\/03\/26 1:00pm \u2013 2:00pm<br \/>\nWednesday 07\/29\/26 1:00pm \u2013 2:00pm<br \/>\nWednesday 09\/23\/26 1:00pm \u2013 2:00pm<br \/>\nWednesday 11\/18\/26 1:00pm \u2013 2:00pm<\/p>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li>Helpful links<\/li>\n<\/ul>\n<\/li>\n<li><strong>Accounts Payable<\/strong>\u00a0(University only, excluding affiliates)\n<ul>\n<li>Honorarium policy information sessions via <a href=\"https:\/\/rochester.zoom.us\/j\/99713122731?from=addon\" target=\"_blank\" rel=\"noopener\"><strong>Zoom<\/strong><\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p style=\"padding-left: 120px;\">Thursday, April 16 3-4PM<br \/>\nMonday, April 20 3-4PM<br \/>\nThursday, April 30 2-3PM<\/p>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li>Independent Contractor Process Updates<\/li>\n<li>Training sessions\n<ul>\n<li>Receipt Maintenance Training: May 27th 9-10 am via <strong><a href=\"https:\/\/rochester.zoom.us\/j\/98746295370\" target=\"_blank\" rel=\"noopener\">Zoom<\/a><\/strong><\/li>\n<li>Candex Training: May 28th 2-3 pm via <strong><a href=\"https:\/\/rochester.zoom.us\/j\/99307361946\" target=\"_blank\" rel=\"noopener\">Zoom<\/a><\/strong><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<hr \/>\n<h3>Workday Expenses<\/h3>\n<ul>\n<li><strong><u>Fuel\/Gas reimbursements<br \/>\n<\/u><\/strong>Travelers can request reimbursement for Fuel OR Mileage. Fuel is not allowable for reimbursement when a mileage reimbursement is requested. The IRS mileage rate covers costs for fuel, maintenance, repairs, and insurance for personal vehicles when used for business.<\/li>\n<li><strong><u>American Express corporate card maintenance<\/u><\/strong><strong><u><br \/>\n<\/u><\/strong>Employees should check their Expense Transaction report frequently to maintain their American Express Corporate Card transactions that automatically load to Workday within days of the charge\/refund posting to their Amex corporate card account. Submit a workday expense to request reimbursement for business and travel expenses. The reimbursement funds should be used to pay your Amex balance; late fees are not allowable for reimbursement.<\/li>\n<li><strong><u>Defaults on Spend Authorizations and Expense Reports<\/u><\/strong><strong><u><br \/>\n<\/u><\/strong><\/p>\n<ul>\n<li><span style=\"color: #00205b;\"><strong>Spend Authorization<\/strong>:<\/span>\n<ul>\n<li><span style=\"color: #00205b;\"><strong>Company: The default is 001 University of Rochester<\/strong>. The Company MUST match the Company for the FAO you anticipate charging upon return from your trip on a Workday Expense Report.<br \/>\n<\/span><\/li>\n<\/ul>\n<\/li>\n<li><span style=\"color: #00205b;\"><strong>Expense Report<\/strong>:<\/span>\n<ul>\n<li><span style=\"color: #00205b;\"><strong>Company- The default is 001 University of Rochester<\/strong>. The Company MUST match the Company for the FAO you want to charge.<\/span><\/li>\n<li><span style=\"color: #00205b;\"><strong>Worktags- The default is Fund: Current Fund-Unrestricted<\/strong>. Select the X next to Fund: Current Fund-Unrestricted to remove, then type the FAO you want to charge and hit enter. Workday will populate the Company, Cost Center, and Fund. The Worktags field must contain a minimum of 4 items: Company, Cost Center, Fund, and FAO.<br \/>\n<\/span><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<li><strong style=\"font-size: inherit;\"><strong style=\"font-size: inherit;\"><u>Policy clarification topics<br \/>\n<\/u><\/strong><\/strong>Payees, Initiators, Managers, and Financial Approvers are responsible for complying with the IRS guidelines and the BETR policy.\u00a0 Expense Reports that do not comply with the BETR policy should be sent back for revision or Denied. Accounts Payable no longer reviews every expense report submitted in Workday.<\/li>\n<\/ul>\n<p style=\"padding-left: 80px;\"><strong>Preferred payment method<\/strong><\/p>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li>Conference registrations- department Pcard<\/li>\n<li>Supplier Invoices- Supplier Invoice Request (SIR), or Requisition<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p style=\"padding-left: 80px;\"><strong>Meal documentation<\/strong><\/p>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li>Itemized receipt<\/li>\n<li>Transaction receipt<\/li>\n<li>List of attendees<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p style=\"padding-left: 80px;\"><strong>Alcohol amounts must be charged to Expense Item Alcohol<\/strong><\/p>\n<p style=\"padding-left: 80px;\"><strong>Mileage reimbursement requests<\/strong><\/p>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li>Completed Mileage Log Form<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p style=\"padding-left: 80px;\"><strong>Foreign currency purchases<\/strong><\/p>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li>Each receipt must list a description of the purchase in English <strong>AND<\/strong> the US Dollar amount<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p style=\"padding-left: 80px;\"><strong>Acceptable Documentation<\/strong>&#8211; merchant receipt is required for all purchases $50 or more.\u00a0 <u>Debit\/Credit card statements are not a substitute for a merchant receipt<\/u>.\u00a0 Contact the merchant and request a copy of the receipt or check for an email copy.\u00a0 Pictures and scans of receipts are accepted.\u00a0 When a copy cannot be obtained, a completed Missing Receipt Form is required. Attach the Missing Receipt Form and proof of payment, debit\/credit card transaction (statement)<\/p>\n<p style=\"padding-left: 80px;\"><strong>Expense Date<\/strong>= the purchase date listed on the merchant receipt except for airfare, lodging, car rental, and conference registrations.\u00a0 For these items that are required to be purchased more than 60 days before travel use the first day of travel as the Expense Date to avoid triggering the 60-day warning in Workday Expense.<\/p>\n<ul>\n<li><strong style=\"font-size: inherit;\"><u>Expenses user group meetings (held monthly)<br \/>\n<\/u><\/strong><span style=\"font-size: inherit;\">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: <\/span>Link to join meeting <strong style=\"font-size: 1.25rem;\">Microsoft Teams<\/strong><\/p>\n<ul>\n<li><strong><a href=\"https:\/\/teams.microsoft.com\/l\/meetup-join\/19%3ameeting_YmFiZTFjNDUtYjA3Zi00MWEyLWJiYjctN2IwNjUzYjRiZDUw%40thread.v2\/0?context=%7b%22Tid%22%3a%22374e17f4-cf11-4ce2-b3ef-5de76bf4ce41%22%2c%22Oid%22%3a%228638b519-9dda-41cb-9290-21aaaf89bfce%22%7d\" target=\"_blank\" rel=\"noopener\">Join the meeting<\/a> <\/strong>Meeting ID: 252 737 574 202 91 Passcode: pc9C2M2P<br \/>\n<table>\n<tbody>\n<tr>\n<td width=\"96\"><strong>Day<\/strong><\/td>\n<td width=\"107\"><strong>Date<\/strong><\/td>\n<td width=\"151\"><strong>Time<\/strong><\/td>\n<\/tr>\n<tr>\n<td width=\"96\">Wednesday<\/td>\n<td width=\"107\">06\/03\/26<\/td>\n<td width=\"151\">1:00pm \u2013 2:00pm<\/td>\n<\/tr>\n<tr>\n<td width=\"96\">Wednesday<\/td>\n<td width=\"107\">07\/29\/26<\/td>\n<td width=\"151\">1:00pm \u2013 2:00pm<\/td>\n<\/tr>\n<tr>\n<td width=\"96\">Wednesday<\/td>\n<td width=\"107\">09\/23\/26<\/td>\n<td width=\"151\">1:00pm \u2013 2:00pm<\/td>\n<\/tr>\n<tr>\n<td width=\"96\">Wednesday<\/td>\n<td width=\"107\">11\/18\/26<\/td>\n<td width=\"151\">1:00pm \u2013 2:00pm<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\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><u>Honorarium policy information sessions<\/u><\/strong><strong style=\"font-size: inherit;\"><u><br \/>\n<\/u><\/strong>The sessions have been scheduled to go over the new policy and Reference Materials including:<\/li>\n<\/ul>\n<p style=\"padding-left: 80px;\"><a href=\"https:\/\/rochester.box.com\/shared\/static\/qccia2t7poer50553tkcwgupojizov3n.pdf\" target=\"_blank\" rel=\"noopener\">Honorarium Process Guide<\/a><\/p>\n<p style=\"padding-left: 80px;\"><a href=\"https:\/\/rochester.box.com\/shared\/static\/00kpr9gbm60yxoxnlleowlxyba6vk6xb.pdf\" target=\"_blank\" rel=\"noopener\">Honorarium Agreement Form<\/a><\/p>\n<p style=\"padding-left: 80px;\"><a href=\"https:\/\/rochester.box.com\/s\/cjg8s0ok197kxteo8k7sa4d72h4undyk\" target=\"_blank\" rel=\"noopener\">B-1\/B-2 or Visa Waiver WB\/WT Visa Holder Payment Certification Form<\/a><\/p>\n<p style=\"padding-left: 80px;\"><a href=\"https:\/\/rochester.box.com\/shared\/static\/tgmhy4x2fqj7kazfyq3x5ks1x2n91355.pptx\" target=\"_blank\" rel=\"noopener\">Honorarium Policy with Candex Updates<\/a><\/p>\n<p style=\"padding-left: 40px;\"><u>Information Sessions via<\/u> <a href=\"https:\/\/rochester.zoom.us\/j\/99713122731?from=addon\" target=\"_blank\" rel=\"noopener\"><strong>Zoom<\/strong><\/a>:<\/p>\n<p style=\"padding-left: 80px;\">Thursday, <strong>April 16 <\/strong>3:00-4:00PM<br \/>\nMonday, <strong>April 20<\/strong> 3:00-4:00PM<br \/>\nThursday, <strong>April 30 <\/strong>2:00-3:00PM<\/p>\n<ul>\n<li><strong><u>Independent Contractor Process Updates<br \/>\n<\/u><\/strong><a href=\"https:\/\/www.rochester.edu\/adminfinance\/urprocurement\/events\/\" target=\"_blank\" rel=\"noopener\">Information sessions<\/a> are being held in April to review what you need to know regarding policy and process changes including forms and procedures.\u00a0 Updates and information can also be found on the UR Procurement Website <a href=\"https:\/\/www.rochester.edu\/adminfinance\/urprocurement\/consultants-independent-contractors\/\" target=\"_blank\" rel=\"noopener\">Independent Contractor<\/a> page.<u><\/u><strong><u><br \/>\n<\/u><\/strong><\/li>\n<li><strong><u>Upcoming Training Sessions<\/u><\/strong>\n<ul>\n<li><strong>Receipt Maintenance Training: <\/strong><em>May 27th 9:00-10:00 am<\/em><br \/>\nAccounts Payable will review the\u00a0<a href=\"https:\/\/rochester.app.box.com\/file\/1969586620235?s=csxp0kc7rsfdedzt4nx000c4fkmfczj5\" target=\"_blank\" rel=\"noopener\"><strong>Receipt Maintenance Reference\u00a0<\/strong><\/a><a href=\"https:\/\/rochester.app.box.com\/file\/1969586620235?s=csxp0kc7rsfdedzt4nx000c4fkmfczj5\"><strong>Guide<\/strong><\/a>\u00a0which provides instructions regarding creating, adjusting, and cancelling receipts as well as monitoring receipts. In addition, departments are encouraged to review the<strong>\u00a0<\/strong><a href=\"https:\/\/rochester.box.com\/s\/1tk84ix2t43k0mr2hz6qhu3nuse18cuj\"><strong>Purchase Order and Receipt Maintenance\u00a0<\/strong><\/a><a href=\"https:\/\/rochester.box.com\/s\/1tk84ix2t43k0mr2hz6qhu3nuse18cuj\" target=\"_blank\" rel=\"noopener\"><strong>Guide<\/strong><\/a>\u00a0which defines expectations for management of purchase orders including receipts, invoice discrepancies\/match exceptions, and closing of purchase orders and receipts.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p style=\"padding-left: 120px;\">Zoom Meeting Link:\u00a0<a href=\"https:\/\/rochester.zoom.us\/j\/98746295370\" target=\"_blank\" rel=\"noopener\"><strong>https:\/\/rochester.zoom.us\/j\/98746295370<\/strong><\/a><\/p>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li><strong>Candex Training: <\/strong><em><em>May 28th 2:00-3:00 pm<br \/>\n<\/em><\/em><a href=\"https:\/\/www.rochester.edu\/adminfinance\/urprocurement\/candex\/\" target=\"_blank\" rel=\"noopener\"><strong>Making Payments with Candex\u00a0<\/strong><\/a>contains information regarding Candex including but not limited to what is in scope for Candex, the procedure documentation, and FAQs. Accounts Payable will provide the following training sessions to go over the procedure documentation.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p style=\"padding-left: 120px;\"><em style=\"font-size: inherit;\">Zoom Meeting Link:\u00a0<a href=\"https:\/\/rochester.zoom.us\/j\/99307361946\" target=\"_blank\" rel=\"noopener\"><strong>https:\/\/rochester.zoom.us\/j\/99307361946<\/strong><\/a><\/em><\/p>\n<ul>\n<li style=\"list-style-type: none;\"><\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>In this issue: Workday\u00a0Expenses\u00a0(University only, excluding affiliates) Fuel\/Gas reimbursements American Express corporate card maintenance Defaults on Spend Authorizations and Expense Reports Policy clarification topics Expenses User Group Meeting Wednesday 06\/03\/26&hellip;<\/p>\n","protected":false},"author":112,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-34972","page","type-page","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.5 - 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