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UR Financials Newsletter Vol. 36 03.16.2026

In this issue:
  • myURHR, UR Financials, UR Procurement, and UR Student Upgrade Successful
    The semi-annual Workday upgrade was completed this past weekend with no changes to the user interface. For information on specific changes and support information for your service area, please refer to the announcements within Workday.
  • Workday Access Audit – Awaiting your action in your Workday “My Tasks”
    This initiative targets users with roles in their current responsibilities with UR Financials, UR Procurement and UR Student (Excluding FLH – recently went live with Workday Financials)
  • 奥辞谤办诲补测听Expenses听(University only, excluding affiliates)
    • Policy clarification topics
    • Acceptable Documentation
    • Receipts in a foreign language and foreign currency
    • Expense Report Memos
    • Expenses User Group Meeting 鈥� Wednesday, April 8, 2026 1:00pm-2:00pm
    • Helpful links
  • Accounts Payable听(University only, excluding affiliates)
    • New policy defining Honorarium payments
    • Training sessions
      • Candex
      • Receipt
      • Create Invoice from Receipt
      • EFT Training
    • Tips and Tricks

Workday Expenses

  • Policy clarification topics
    Payees, Initiators, Managers, and Financial Approvers are responsible for complying with the IRS guidelines and the BETR policy. Expense Reports that do not comply should be Sent Back for revision or Denied. Accounts Payable no longer reviews every expense report submitted in Workday.
  • Acceptable Documentation
    A merchant receipt is required for all purchases $50 or more.听 Debit/Credit card statements are not a substitute for a merchant receipt.听 Contact the merchant and request a copy of the receipt or check for an email copy. Pictures and scans of receipts are accepted. 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).
    Expense Date= the purchase date listed on the merchant receipt except for airfare, lodging, car rental, and conference registrations. 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.

      • Preferred payment method
        • Conference registrations- department Pcard
        • Supplier Invoices- Supplier Invoice Request (SIR), or Requisition
        • Software- UR Tech Store
      • Meal documentation
        • Itemized receipt
        • Transaction receipt
        • List of attendees
      • Alcohol amounts must be charged to Expense Item Alcohol
      • Mileage reimbursement requests
        • Completed Mileage Log Form
      • Foreign currency purchases
        • Each receipt must list a description of the purchase in English AND the US Dollar amount
  • Receipts in a foreign language and foreign currency
    Receipts in foreign languages and foreign currency must be translated to English and the USD equivalent. Each receipt should be translated to English if the type of expense is not clear, indicating the type of purchase (ex: meal, transportation, supplies, hotel, etc.) AND the US dollar equivalency.听

    • Reimbursement must be requested in US dollars at the exchange rate that was applied to the actual payment by the traveler.
    • Purchase receipts will reflect the currency in which the purchase was made. Ex: CAN, EUR
    • Debit/Credit card statements convert those amounts to US dollars and may list additional foreign currency fees. You do not need to use an online currency converter for debit or credit card purchases. The credit card company will automatically convert the transaction to USD.
    • Foreign currency transaction fees are allowable for reimbursement.
    • For expenses paid in foreign cash, the exchange rate at which the traveler bought the foreign currency applies, The purchase date on the receipt should be the date you enter on the currency converter.

     

  • Expense Report Memos
    Workday Expense will trigger an error when the Memo fields are the same.The Memo on the Header page and the Memo(s) on the Expense Item Lines page should not be the same.

    • The Header Memo on page 1 of the expense report is the business purpose/justification statement.听 The business purpose statement must be specific enough that a third-party reviewer (auditor) can understand it. One to two sentences.
        • The instructional text on the right side provides additional information.
    • The Expense Item Line Memo on page 2 of the expense report is specific to the receipt.听 It is a brief description of the purchase. Each expense item line should have a different memo. Brief description of the item purchased. 30 character maximum
        • Each expense item will display instructional text on the right side with information on entry.
  • Expenses user group meetings (held monthly)
    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.听 These meetings are more about discussing what is/is not working well to identify enhancement opportunities.听 Upcoming meetings: Link to join meeting Microsoft Teams

  • Helpful Links

Accounts Payable

  • New policy defining Honorarium Payments
    Updates regarding a new policy defining Honorarium payments were provided at the March P2P User Meeting. Since the policy is not yet effective, please be on the lookout for additional updates once an effective date has been determined. You can also review details regarding honoraria as well as updates to Candex as they pertain to this category. The slides shared at the meeting can be found here:
  • Upcoming Training Sessions
    Accounts Payable is offering a variety of recurring training sessions in 2026. We recommend that anyone who is involved with the activities below attend.

    • 2026 Candex Training

      Making Payments with Candex 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.

      March 23rd 9-10am

      June 23rd 9-10am

      September 22nd 9-10am

      December 15th 9-10 am

      Zoom Meeting Link:

    • 2026 Receipt Training

Accounts Payable will provide the following training sessions to go over the which provides instructions regarding creating, adjusting, and cancelling receipts as well as monitoring receipts. In addition, departments are encouraged to review the听 which defines expectations for management of purchase orders including receipts, invoice discrepancies/match exceptions, and closing of purchase orders and receipts.

May 27th 9-10am

August 18th 9-10am

November 17th 9-10am

Zoom Meeting Link:

    • 2026 Create Invoice from Receipt Training Sessions: Training on how Organization Requisition Initiators can create Invoices from Receipts. See

March 19th 2-3pm

August 19th 2-3pm

Zoom Meeting Link:

    • 2026 EFT Training Sessions: Training on EFT transactions and the EFT Questionnaire for SIRs and Purchase Order Invoices. See

April 7th 10-11am

September 15th 10-11am

Zoom Meeting Link:

  • Tips and Tricks
    In order to route your inquiries to the right department, utilize . The chart will identify when to contact P2P Service Center and when to contact Accounts Payable. Sending your questions to the right department will avoid delays and help you get a quicker response. The chart also provides links to self service resources available to you.听