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UR Financials Newsletter Vol. 38 05.18.2026

In this issue:
  • °Â´Ç°ù°ì»å²¹²âÌýExpensesÌý(University only, excluding affiliates)
    • Airfare expense reconciliation – Employees
    • FY2026 deadline for Expenses
    • Expenses User Group Meeting

Wednesday 06/03/26 1:00pm – 2:00pm
Wednesday 07/29/26 1:00pm – 2:00pm
Wednesday 09/23/26 1:00pm – 2:00pm
Wednesday 11/18/26 1:00pm – 2:00pm

    • Helpful links
  • Accounts PayableÌý(University only, excluding affiliates)
    • Candex Requisitions for Prizes and Awards
    • FY2026 June year-end close schedule
    • Training sessions
      • Receipt Maintenance Training: May 27th 9-10 am via
      • Candex Training: May 28th 2-3 pm via
    • Tips and Tricks

Workday Expenses

Airfare expense reconciliation – Employees

Per the IRS and the Reimbursement policy Airline ticket and travel agency booking fee charges and refunds are considered an advance and must be accounted for (reconciled) within 60 days of the return date of travel.Ìý The employee or their initiation delegate will add the credit card transactions for airfare and booking fees that load into workday to an expense report.Ìý The spend authorization does not automatically post charges or reconcile actual airfare expenses.Ìý Advances that are outstanding more than 120 days may be reported to myURHR as taxable unaccounted for travel expenses.

Regularly, employees and their Initiation delegates should check for outstanding airfare expenses that need to be accounted for (reconciled).Ìý A Workday Spend Authorization does not automatically reconcile the credit card transactions.Ìý A Workday expense report must be submitted to clear the advanced airfare charges. The credit card transactions for your airfare are also available. Workday allows users to link their Spend Authorization to their Expense Report when you select the creation option, Create New Expense Report from Spend Authorization.

Credit card transactions that need to be added to a Workday expense report and submitted are located:

  • In the employees Expenses Hub in the Expense Transactions section. Select the tab labeled Credit Card Transactions (xx)
  • The credit card transactions will also appear at the bottom of each expense report below the Header information in the Credit Card Transactions section. Scroll to the bottom of the first page of the expense report.
    • Check the box next to the transaction(s) you want to include on the expense report. Workday will automatically add the selected transactions to the Expense Lines tab.
    • Each transaction will be listed as an item in the Expense Lines tab
    • Select the first expense item
      • Attach the backup: itinerary with amount(s) charged to the University’s credit card listed at the bottom. Verify the transaction date and amount(s) are correct
      • Add the required expense line fields:
        • Expense date= first day of travel
        • Expense item- Airfare Domestic or International
        • Memo- brief description of the expense. Ex: airfare for XYZ conference
          • Item Details
          • Departure Date= first date of travel
          • Arrival Date= return date of travel
          • Origination- city, state or country where travel begins
          • Destination- city, state or country destination
        • Click on the next Expense item for airfare and complete the required information (see above)
      • The credit card transactions are marked Company Paid; the employee will NOT receive reimbursement because the University paid for the expense
      • Once the expense report is approved by the department and processed by Accounts Payable:
        • The advance is cleared
        • The department account (FAO) is charged
  • FY2026 deadline for Expenses
    The Expense Report must have an expense report date before 6/30/26 and fully approved by the department by 5pm on Monday, July 6 , 2026, to post in FY26.The Expense report date is located on the first page of the expense report, Header page.Ìý The default is today’s date.Ìý Remember to change the date to 06 / 30 / 2026 when the expense report is created on or after July 1st, 2026.
    This includes credit card transactions for advanced airfare and Amex corporate cards. Employees and their Expense Report creators should check the Expense Transactions report and submit an Expense Report for advanced airfare and Amex corporate card transactions before the year-end deadline.

Accounts Payable

  • Candex Requisitions for Prizes and Awards
    As of May 1st, a new category for Prizes and Awards has been added in Candex making it easier for departments to request these types of payments moving forward.The Making Payments with Candex webpage has been updated to reflect this new category
  • FY2026 June year-end close schedule is now available on . Please refer to this schedule on important deadlines. The deadlines that pertain to Accounts Payable are as follows:
    • Supplier Invoice Requests must be fully approved in Workday no later than 5pm on Monday, June 22, 2026.
    • All other Supplier Invoices must be received in Accounts Payable no later than 5pm on Monday, June 22, 2026 by emailing to AccountsPayable@finance.rochester.edu.
  • Upcoming Training Sessions
    • Receipt Maintenance Training: May 27th 9:00-10:00 am
      Accounts Payable will review theÌýÌýwhich provides instructions regarding creating, adjusting, and cancelling receipts as well as monitoring receipts. In addition, departments are encouraged to review theÌýÌýwhich defines expectations for management of purchase orders including receipts, invoice discrepancies/match exceptions, and closing of purchase orders and receipts.Zoom Meeting Link:Ìý
    • Candex Training: May 28th 2:00-3:00 pm
      The next scheduled Candex training session is on May 28th from 2-3 pm where Accounts Payable will cover this new category as well.Zoom Meeting Link:
  • Tips and Tricks
    • Referring to the Help Text when handling Match Exceptions assigned to you, Supplier Requests you submit, SIRs you submit, etc. is beneficial to you as it allows you to see steps needed to complete an action, additional resources you can use, as well as who to contact and their contact information if you need additional assistance.It is important to go to your My Tasks to see the Help Text as opposed to just viewing it from your Homepage in the Awaiting Your Action summary (this won’t show you any details).

Match Exceptions: There are several types of match exceptions, and the help text for each is different. Refer to it before sending invoices back to Accounts Payable which only delay resolution of that match exception.

Supplier Requests: If these are sent back to you or you attempted to submit it and due to a critical error the system didn’t allow you to do so, using the Help Text in your My Tasks will help you understand what action to take.

Supplier Invoice Requests: If you leave a SIR in draft status, or if a SIR is sent back to you by one of the approvers, or if you attempted to submit the SIR but a critical error prevented you from being able to do so, using the Help Text in your My Tasks will help you understand what action to take.