{"id":27742,"date":"2025-02-17T13:53:19","date_gmt":"2025-02-17T18:53:19","guid":{"rendered":"https:\/\/www.rochester.edu\/adminfinance\/urfinancials\/?page_id=27742"},"modified":"2025-02-17T13:53:19","modified_gmt":"2025-02-17T18:53:19","slug":"ur-financials-newsletter-vol-26-02-17-2025","status":"publish","type":"page","link":"https:\/\/www.rochester.edu\/adminfinance\/urfinancials\/ur-financials-newsletter\/ur-financials-newsletter-vol-26-02-17-2025\/","title":{"rendered":"UR Financials Newsletter Vol. 26 02.17.2025"},"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>Expense Report Default Page\/Header Tab<\/li>\n<li>Expense Item Date<\/li>\n<li>Expense Report Memos<\/li>\n<li>Attachments<\/li>\n<li>2025 Mileage Log Form<\/li>\n<li>Locating Emplid and URid Numbers in Workday<\/li>\n<li>Receipts in a Foreign language and Foreign Currency<\/li>\n<li>Expenses User Group Meeting \u2013 Tuesday, February 18th 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>Invoice Submissions<\/li>\n<li>Discrepancies in Allscripts and Match Exceptions in Workday<\/li>\n<li>Supplier Invoice Request<\/li>\n<li>Training: Create Supplier Invoice from Receipt Zoom Session-February 20th from 2:00-3:00pm<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<hr \/>\n<h3>Workday Expenses<\/h3>\n<ul>\n<li><strong><u>Expense Report Default Page is now the Header Tab<br \/>\n<\/u><\/strong>Beginning 2\/3\/2025, the default page on the expense report is the Header page.\u00a0 The header tab contains information and instructions for initiators and approvers.\u00a0 The benefits of this change are:<\/p>\n<ul>\n<li>Business purpose statement compliance<\/li>\n<li>Easily identify\/verify the reimbursement payment type- direct deposit or check<\/li>\n<li>Provides Approvers with additional information: business purpose statement compliance, approver certification, payee approval for expense reports created by their initiation delegate, expense reports dated more than 60 days, expense report total amount is greater than $5,000<\/li>\n<\/ul>\n<\/li>\n<li><strong><u>Expense Item Date<br \/>\n<\/u><\/strong>Each expense item date on a Workday expense report defaults to today\u2019s date.\u00a0 The date for each expense item line (receipt) should be changed to:<\/p>\n<ul>\n<li>The purchase date listed on the receipt <strong>OR<\/strong><\/li>\n<li>The first date of travel for Conference Registration, Airfare, Hotel, and Car Rental.\u00a0 These items must be purchased well in advance of the trip.\u00a0 When you use the purchase date for these expenses you will unnecessarily trigger the 60-day rule.\u00a0 The expense date is the budget date listed on the ledger.\u00a0 Remember to change the expense date when you Itemize an expense line.<\/li>\n<\/ul>\n<\/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>not<\/strong> be the same.<\/p>\n<ul>\n<li>The <strong>Header Memo<\/strong> on page 1 of the expense report <strong>is the business purpose\/justification statement.<\/strong>\u00a0 <u>The business purpose statement must be specific enough that a third-party reviewer (auditor) can understand it<\/u>.\u00a0 One to two sentences.<br \/>\n<em><br \/>\nThe instructional text on the right side provides additional information.<\/em><\/li>\n<\/ul>\n<ul>\n<li>The <strong>Expense Item Line Memo<\/strong> on page 2 of the expense report is specific to the receipt.\u00a0 It <strong>is a brief description of the purchase<\/strong>.\u00a0 Each expense item line should have a different memo. Brief description of the item purchased.\n<p><em>Each expense item will display instructional text on the right side with information on entry.<\/em><\/li>\n<\/ul>\n<\/li>\n<li><strong><u>Attachments<br \/>\n<\/u><\/strong>Workday allows Users to attach receipts (backup) on the expense item line OR in the Attachment tab.\u00a0 Approvers should check both places for backup.<\/li>\n<li><strong><u>2025 Mileage Log Form<br \/>\n<\/u><\/strong>The 2025 Mileage Log form is available in a fillable pdf only.\u00a0 Download the form to your computer and complete all fields at the top of the form. Once you enter the number of allowable miles for reimbursement hit the tab button on your keyboard twice to view the reimbursement amount.<\/p>\n<p><a href=\"https:\/\/www.rochester.edu\/adminfinance\/finance\/employee-reimbursements\/employee-reimbursements-forms\/\">https:\/\/www.rochester.edu\/adminfinance\/finance\/employee-reimbursements\/employee-reimbursements-forms\/<\/a><\/li>\n<li><strong><u>Locating your Emplid and URid numbers in Workday<br \/>\n<\/u><\/strong>Employees (Faculty and Staff) must provide their employee id number and URID number along with their Spend Authorization number (SPA#) to the Travel Agent to book airfare that will be charged to the University\u2019s credit card.<\/p>\n<ul>\n<li><strong>EMPLID and URID numbers<\/strong>\n<ol>\n<li>Log into workday<\/li>\n<li>Select the profile icon in the upper right corner (may be your picture)<\/li>\n<li>Select PERSONAL on the left side<\/li>\n<li>Select the tab labeled IDs on the top of the screen<\/li>\n<\/ol>\n<\/li>\n<\/ul>\n<\/li>\n<li><strong><u>Receipts in a foreign language and foreign currency<br \/>\n<\/u><\/strong>Receipts in foreign languages and foreign currency must be translated to English and the USD equivalent.\u00a0 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.) <strong>AND<\/strong> the US dollar equivalency.<\/p>\n<ul>\n<li>Reimbursement must be requested in US dollars at the exchange rate that was applied to the actual payment by the traveler.<\/li>\n<li>Purchase receipts will reflect the currency in which the purchase was made. Ex: CAN, EUR<\/li>\n<li>Debit\/Credit card statements convert those amounts to US dollars and may list additional foreign currency fees.\u00a0 <strong>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.<\/strong><\/li>\n<li>Foreign currency transaction fees are allowable for reimbursement.<\/li>\n<li>For expenses paid in foreign <strong><u>cash<\/u><\/strong>, 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.<\/li>\n<li>Currency converters: Google converter, OANDA.com, or search \u201ccurrency converter\u201d<\/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, <a href=\"https:\/\/rochester.zoom.us\/j\/97336120393\" target=\"_blank\" rel=\"noopener\">https:\/\/rochester.zoom.us\/j\/97336120393<\/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><u>Invoice Submissions<br \/>\n<\/u><\/strong>We have updated the guidelines for users who need to submit invoices to AP for processing. The <a href=\"https:\/\/rochester.box.com\/shared\/static\/x68ssxzul420na2br5qqj9duk1avoz4r.pdf\">Guidelines for Emailing Invoices to Accounts Payable <\/a>can be found in the Accounts Payable Procedures and Resources webpage and should be reviewed before you continue submitting invoices to AP to ensure you\u2019re following the instructions and to avoid returned invoices as well as delays with invoice processing.<\/li>\n<li><strong><u>Discrepancies in Allscripts and Match Exceptions in Workday<br \/>\n<\/u><\/strong>The discrepancies must be resolved within a week of when they are assigned to you as delaying action on your part delays payments to our suppliers and interrupts our ongoing good standing and relations with them.\u00a0 Credits holds caused by non-payment affect all UR departments.<\/li>\n<li><strong><u>Supplier Invoice Request<\/u><\/strong><strong><u><br \/>\n<\/u><\/strong>Before utilizing the Supplier Invoice Request process to pay for an invoice, take a look at the <strong><a href=\"https:\/\/rochester.app.box.com\/s\/1isajvlynbxrizikpcnltvj9yhk4i28t\">Buying and Paying Guide<\/a><\/strong> to ensure you are not submitting SIRs for activity that is not acceptable on a SIR.\u00a0 All qualified suppliers should be paid via the Requisition process unless the activity is acceptable on a SIR.\u00a0 You can find out if a supplier is qualified by going to the Supplier Record, then referring to the Overview-Summary tab to see if it\u2019s in the \u201c4 Qualified Supplier\u201d Supplier Group. Accounts Payable will be sending back SIRs that should have been handled via the Requisition process if the supplier is qualified and your department has surpassed the 25K threshold.<\/li>\n<li><strong><u>Create Supplier Invoice from Receipt Zoom Training Session-February 20th from 2-3PM\u00a0<\/u><\/strong><strong><u><br \/>\n<\/u><\/strong>Accounts Payable will be holding another training session on Create Invoice from Receipt functionality on February 20<sup>th<\/sup> from 2-3PM. If you would like to join this training session, please utilize the Zoom details below. We encourage all users who utilize this functionality to attend, as well as anyone who is not familiar with the process currently but would like to take advantage. Users can feel free to review the training material posted on the P2P website ahead of this meeting by utilizing the links below. Please email Kristina Mano in Accounts Payable if you have any questions.<\/p>\n<p>Meeting URL:\u00a0<a href=\"https:\/\/rochester.zoom.us\/j\/3625131184?pwd=eS9iZ3BMa05WYlVDSmdsdms2RHlqZz09\"><strong>https:\/\/rochester.zoom.us\/j\/3625131184?pwd=eS9iZ3BMa05WYlVDSmdsdms2RHlqZz09<\/strong><\/a><\/p>\n<p>Links to PDF guide: <a href=\"https:\/\/rochester.app.box.com\/s\/plly7bntmmqoj3va4grae7n9k6euywr3\">https:\/\/rochester.app.box.com\/s\/plly7bntmmqoj3va4grae7n9k6euywr3<\/a><\/p>\n<p>Link to video: <a href=\"https:\/\/rochester.app.box.com\/s\/kc1topz91wxdvpqkz52abb3mgghwvra2\">https:\/\/rochester.app.box.com\/s\/kc1topz91wxdvpqkz52abb3mgghwvra2<\/a><\/li>\n<li><strong><u>Tips and Tricks<\/u><\/strong><strong><u><br \/>\n<\/u><\/strong><strong>WalkMe<\/strong> is a virtual help assistant guiding you step-by-step through certain tasks within UR Financials and P2P.\u00a0 It is recommended that users download WalkMe using the instructions located here: <a href=\"https:\/\/rochester.app.box.com\/s\/883dn09pozvsdxoro6eab5pn3ol1erir\">https:\/\/rochester.app.box.com\/s\/883dn09pozvsdxoro6eab5pn3ol1erir<\/a><\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>In this issue: Workday\u00a0Expenses\u00a0(University only, excluding affiliates) Expense Report Default Page\/Header Tab Expense Item Date Expense Report Memos Attachments 2025 Mileage Log Form Locating Emplid and URid Numbers in Workday&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-27742","page","type-page","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.5 - 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