{"id":22302,"date":"2023-05-15T18:19:42","date_gmt":"2023-05-15T22:19:42","guid":{"rendered":"https:\/\/www.rochester.edu\/adminfinance\/urfinancials\/?page_id=22302"},"modified":"2023-05-15T18:23:48","modified_gmt":"2023-05-15T22:23:48","slug":"ur-financials-newsletter-vol-5-05-15-2023","status":"publish","type":"page","link":"https:\/\/www.rochester.edu\/adminfinance\/urfinancials\/ur-financials-newsletter\/ur-financials-newsletter-vol-5-05-15-2023\/","title":{"rendered":"UR Financials Newsletter Vol. 5 05.15.2023"},"content":{"rendered":"<h5>In this issue:<\/h5>\n<ul>\n<li><strong>Workday Expenses<\/strong> (University only, excluding affiliates)\n<ul>\n<li>Expenses questionnaire<\/li>\n<li>New Workday application (app) &#8211; Expenses hub<\/li>\n<li>2023 reimbursement calendar<\/li>\n<li>Business purpose statement &#8211; Header memo on expense report<\/li>\n<li>How to find the status of your reimbursement in Workday<\/li>\n<li>Employee advanced airfare reconciliation<\/li>\n<\/ul>\n<\/li>\n<li><strong>Accounts Payable<\/strong> (University only, excluding affiliates)\n<ul>\n<li>Supplier invoice viewing permission form (onBase)<\/li>\n<li>Departments need to resolve invoice discrepancies<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<hr \/>\n<h3>Workday Expenses<\/h3>\n<ul>\n<li><strong><u>Expenses Questionnaire<br \/>\n<\/u><\/strong>Beginning May 2, 2023, Initiators are required to complete a questionnaire when international expense items are added to an expense report.<\/li>\n<\/ul>\n<p style=\"padding-left: 40px;\">&#8211; Airfare<span style=\"font-size: inherit;\"> \u2013 <\/span>International<br \/>\n&#8211; Hotel<span style=\"font-size: inherit;\"> \u2013 <\/span>International<br \/>\n&#8211; Car Rental<span style=\"font-size: inherit;\"> \u2013 <\/span>International<br \/>\n&#8211;<span style=\"font-size: inherit;\"> Per Diem Lodging \u2013 International<br \/>\n&#8211; Per Diem Meals \u2013 International<br \/>\n<\/span><\/p>\n<p style=\"padding-left: 40px;\">The questionnaire is required to capture information needed for 990 reporting purposes.<\/p>\n<ul>\n<li><strong><u>New Workday Application (app) &#8211; Expenses hub<br \/>\n<\/u><\/strong>Workday created a new application (app) called Expenses Hub to replace the current application (app) Expenses.\u00a0 The Expenses Hub provides a single location from which users can access expense tasks and reports to manage their expenses.\u00a0 The Expenses Hub app is a dynamic display customized to the user.\u00a0 The sections displayed on the user\u2019s Expenses Hub depend on:<\/p>\n<ul>\n<li>The user&#8217;s security permissions<\/li>\n<li>Whether the user has relevant expense data (expense reports, expense transactions, or spend authorizations that need attention\/action)<\/li>\n<\/ul>\n<p><em>Delegated-to Initiators and Approvers will continue using the Delegation Dashboard.<\/em><\/li>\n<li><strong><u>2023 Reimbursement Calendar<br \/>\n<\/u><\/strong>The reimbursement calendar provides the date of processing for expense report reimbursements.\u00a0 Included are the dates direct deposits will be available in the bank account and the date checks are mailed (via USPS).<a href=\"https:\/\/www.rochester.edu\/adminfinance\/finance\/wp-content\/uploads\/2023\/01\/2023-Reimbursement-schedule-HRMS-and-Workday.xlsx\">https:\/\/www.rochester.edu\/adminfinance\/finance\/wp-content\/uploads\/2023\/01\/2023-Reimbursement-schedule-HRMS-and-Workday.xlsx<\/a><\/li>\n<li><strong><u>Business Purpose Statement &#8211; Header memo on expense report<br \/>\n<\/u><\/strong>To comply with IRS guidelines, every Expense Report is required to have a business <span style=\"font-size: 1.25rem;\">purpose statement, which should be entered in the Expense Report Header Memo field on the first page of the expense report, should be <\/span><u style=\"font-size: 1.25rem;\">one to two sentences detailing the <strong>WHAT, WHEN, WHERE, and WHY<\/strong> for all of the expenses that are being reimbursed<\/u><span style=\"font-size: 1.25rem;\">. \u00a0<\/span><strong style=\"font-size: 1.25rem;\"><a href=\"https:\/\/www.rochester.edu\/adminfinance\/finance\/employee-reimbursements\/employee-reimbursements-policies-and-procedures\/\" target=\"_blank\" rel=\"noopener\">BETR Policy<\/a> requirements have not changed <\/strong><span style=\"font-size: 1.25rem;\">as a result of the automation of Expense Report submissions.\u00a0 The business purpose statement will appear in the Header Memo field on ledger\/transaction reports.\u00a0 Thought should be given to the quality and length of information provided in this summary field knowing that Line Memos can be used to explain in more detail if needed.<\/span><\/li>\n<\/ul>\n<ul>\n<li><strong><u>How to find the status of your reimbursement in Workday<br \/>\n<\/u><\/strong>Workday expense report payments do not appear on your paystub or on your HRMS record. The reference guide <strong style=\"font-size: 1.25rem;\">How to check the status of a Workday expense report<\/strong><span style=\"font-size: 1.25rem;\"> provides instruction on how to navigate to the tab <\/span><span style=\"color: #283faf;\"><strong style=\"font-size: 1.25rem;\">Expense Payment<\/strong><\/span><span style=\"font-size: 1.25rem;\">.\u00a0<\/span><br \/>\n<a href=\"https:\/\/rochester.box.com\/s\/5rqyyk8uwcj17bcng08xe89w9n02i6zm\" target=\"_blank\" rel=\"noopener\">https:\/\/rochester.box.com\/s\/5rqyyk8uwcj17bcng08xe89w9n02i6zm<\/a><\/li>\n<li><strong><u>Employee Advanced Airfare Reconciliation<br \/>\n<\/u><\/strong>Advanced airfare charges from Deprez and Town &amp; Country Travel for employees are located in HRMS and not Workday. \u00a0Employees are required to account for (reconcile) airfare charges that the University pays for.To clear an employee\u2019s advanced airfare charge (ticket and agency fees):<\/p>\n<ol>\n<li><strong>Employees should create a Workday Expense Report for out-of-pocket expenses only (purchases made using personal funds).\u00a0 <\/strong><\/li>\n<li>Once the expense report is submitted in workday, an email should be sent to <a href=\"mailto:business_expense_reimbursement@finance.rochester.edu\">business_expense_reimbursement@finance.rochester.edu<\/a> with the information below*.\u00a0 Accounts Payable will use the email to clear the advance in HRMS on the employee\u2019s travel and expense record.<\/li>\n<li>The Workday Spend Authorization (SPA#) should be closed by the employee or expense report initiator.<\/li>\n<\/ol>\n<p><strong><u>*Send this info to AP who AP will enter the information in HRMS, and the employee advance will be cleared.<br \/>\n<\/u><\/strong>&#8211; Amount of airfare ticket and travel agent fees<br \/>\n&#8211; Employee id<br \/>\n&#8211; Employee name<br \/>\n&#8211; SPA#<br \/>\n&#8211; EXP#<br \/>\n&#8211; Spend category to charge<br \/>\n&#8211; FAO to charge<br \/>\n&#8211; Attach the itinerary from Town &amp; Country or Deprez that includes the amount charged to the University\u2019s credit card<\/li>\n<\/ul>\n<hr \/>\n<h3>Accounts Payable<\/h3>\n<ul>\n<li><strong><span style=\"text-decoration: underline;\">Supplier Invoice Viewing Permission Form (onBase)<\/span><\/strong><br \/>\nThis form allows the user to view stored PDFs of Supplier Invoices within UR Financials.\u00a0\u00a0Complete the form, including signatures, and scan \/send or return to\u00a0<a href=\"mailto:UnivITHelp@ur.rochester.edu\"><strong>UnivITHelp@ur.rochester.edu<\/strong><\/a>.\u00a0 Watch this quick reference video that instructs users on <a href=\"https:\/\/youtu.be\/TepuLQqvm1A\"><strong>how to view Supplier Invoices in UR Financials using OnBase<\/strong><\/a>.<\/p>\n<ul>\n<li>Access termination requests should be emailed to the UnivITHelp\u00a0<a href=\"mailto:UnivITHelp@ur.rochester.edu\"><strong>UnivITHelp@ur.rochester.edu<\/strong><\/a>.<\/li>\n<li>For technical issues with OnBase or security access questions please contact the University IT Helpdesk at 275-2000.<\/li>\n<li>Supporting documentation for electronic invoices are not stored in UR Financials: Visit the\u00a0<a href=\"https:\/\/rochester.box.com\/s\/vxss9abxowh6mr5oye5rqdc270plx5co\" target=\"_blank\" rel=\"noopener\"><strong>Electronic Invoice Reference\u00a0<\/strong><\/a>page to view the supplier\u2019s email address to use if you need to request copies of electronic invoices.<\/li>\n<\/ul>\n<\/li>\n<li><span style=\"text-decoration: underline;\"><strong>Departments Need to Resolve Invoice Discrepancies<\/strong><\/span><br \/>\nSupplier Invoice Discrepancies in Allscripts and Match Exceptions in Workday must to be resolved within a week of when they are assigned to you.\u00a0 Invoices cannot be paid until discrepancies\/match exceptions are resolved and many times only require you to enter Receipts confirming the quantity of the items you received. \u00a0Delaying your action delays payments to our suppliers and interrupts our ongoing good standing and relations with them. Credits holds caused by non-payment affect all UR departments. \u00a0Don\u2019t hold up someone else\u2019s order because you didn\u2019t take care of yours.<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>In this issue: Workday Expenses (University only, excluding affiliates) Expenses questionnaire New Workday application (app) &#8211; Expenses hub 2023 reimbursement calendar Business purpose statement &#8211; Header memo on expense report&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-22302","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. 5 05.15.2023 - 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-5-05-15-2023\/\" \/>\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. 5 05.15.2023 - UR Financials\" \/>\n<meta property=\"og:description\" content=\"In this issue: Workday Expenses (University only, excluding affiliates) Expenses questionnaire New Workday application (app) &#8211; 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