{"id":31762,"date":"2025-10-17T08:48:52","date_gmt":"2025-10-17T12:48:52","guid":{"rendered":"https:\/\/www.rochester.edu\/adminfinance\/urfinancials\/?page_id=31762"},"modified":"2025-10-17T08:48:52","modified_gmt":"2025-10-17T12:48:52","slug":"ur-financials-newsletter-vol-32-10-17-2025","status":"publish","type":"page","link":"https:\/\/www.rochester.edu\/adminfinance\/urfinancials\/ur-financials-newsletter\/ur-financials-newsletter-vol-32-10-17-2025\/","title":{"rendered":"UR Financials Newsletter Vol. 32 10.17.2025"},"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>Maintain your Expenses Hub<\/li>\n<li>Domestic per diem Rates<\/li>\n<li>Reimbursement Runs<\/li>\n<li>Expenses User Group Meeting \u2013 Tuesday, October 21st 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>AP Close Schedule changed to business day 2 at 5:30am<\/li>\n<\/ul>\n<\/li>\n<li><strong>Other Topics<\/strong>\n<ul>\n<li>ACH and Wire Transactions<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<hr \/>\n<h3>Workday Expenses<\/h3>\n<ul>\n<li><strong><u>Maintain your Expenses Hub<br \/>\n<\/u><\/strong>Frequently check your Expenses Hub in Workday for expenses that need your attention.<\/p>\n<ul>\n<li><strong>Overview-<\/strong> Workday will show transactions that need to be submitted and spend authorizations or expense reports that need to be submitted (Draft status) or have been sent back for revision.<\/li>\n<li><strong>Expense Reports-<\/strong> review your list of expense reports, cancel duplicates and reports you no longer need.<\/li>\n<li><strong>Expense Transactions-<\/strong> submit expense report(s) for credit card transactions with a status of NEW or PREPAID<\/li>\n<li><strong>Spend Authorizations-<\/strong> Close spend authorizations that were created before 12\/16\/2024 and for any trip that has already taken place.<\/li>\n<\/ul>\n<\/li>\n<li><strong><u>Domestic per diem rates<br \/>\n<\/u><\/strong>The 2026 domestic per diem rate starts on October 1<sup>st<\/sup>, 2025, and ends on September 30<sup>th<\/sup>, 2026.\u00a0 The new rates have been uploaded into Workday.<\/p>\n<p>You can look up the per diem rate for your destination on the GSA\u2019s website.<\/p>\n<ul>\n<li>Alaska, Hawaii, and U.S. territories <a href=\"https:\/\/www.travel.dod.mil\/\">https:\/\/www.travel.dod.mil\/<\/a><\/li>\n<li>States <a href=\"https:\/\/www.gsa.gov\/travel\/plan-book\/per-diem-rates\">https:\/\/www.gsa.gov\/travel\/plan-book\/per-diem-rates<\/a><\/li>\n<li>International <a href=\"https:\/\/allowances.state.gov\/web920\/per_diem.asp\">https:\/\/allowances.state.gov\/web920\/per_diem.asp<\/a><\/li>\n<\/ul>\n<\/li>\n<li><strong><u>Reimbursement runs<br \/>\n<\/u><\/strong>Accounts Payable processes payment for approved expense reports twice a week.<br \/>\nWednesday mornings for direct deposit and check payments.<br \/>\n<span style=\"font-size: inherit;\">Friday mornings for direct deposit payments.<\/span><\/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, October 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>Accounts Payable close schedule has changed to business day 2 at 5:30am.\u00a0 Please see updated close schedule on <a href=\"https:\/\/rochester.box.com\/s\/a0kdfdgmbycdy4hv2rt241brolopx0ej\" target=\"_blank\" rel=\"noopener\">UR Financials website<\/a><\/li>\n<\/ul>\n<hr \/>\n<h3>Other Topics<\/h3>\n<ul>\n<li><span style=\"text-decoration: underline;\"><strong>ACH and Wire Transactions<\/strong><\/span><br \/>\n<span data-contrast=\"auto\">Treasury Management is the only department allowed to provide banking instructions to Departments expecting external payments.\u00a0 Those who seek banking instructions must notify and obtain them from Treasury Management, <\/span><a href=\"mailto:Treasury@UR.Rochester.edu\"><span data-contrast=\"none\">Treasury@UR.Rochester.edu<\/span><\/a><span data-contrast=\"auto\">.\u00a0 Banking Instructions should never be shared without permission from Treasury Management, even internally. <\/span><span data-ccp-props=\"{&quot;335559739&quot;:0}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">Once a payment agreement is confirmed with an external payer, Departments must reach out to the appropriate Finance Department to allocate the funds in UR Financials.<\/span><span data-ccp-props=\"{&quot;335559739&quot;:0}\">\u00a0<\/span><\/p>\n<ul>\n<li aria-setsize=\"-1\" data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"2\" data-list-defn-props=\"{&quot;335552541&quot;:1,&quot;335559685&quot;:1800,&quot;335559991&quot;:360,&quot;469769226&quot;:&quot;Symbol&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;\uf0b7&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}\" data-aria-posinset=\"1\" data-aria-level=\"2\"><span data-contrast=\"auto\">Deposits meant for grants are processed by ORACS<\/span><span data-ccp-props=\"{&quot;335559739&quot;:0}\">\u00a0<\/span><\/li>\n<\/ul>\n<ul>\n<li aria-setsize=\"-1\" data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"2\" data-list-defn-props=\"{&quot;335552541&quot;:1,&quot;335559685&quot;:1800,&quot;335559991&quot;:360,&quot;469769226&quot;:&quot;Symbol&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;\uf0b7&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}\" data-aria-posinset=\"2\" data-aria-level=\"2\"><span data-contrast=\"auto\">Charitable donations are processed by Advancement<\/span><span data-ccp-props=\"{&quot;335559739&quot;:0}\">\u00a0<\/span><\/li>\n<\/ul>\n<ul>\n<li aria-setsize=\"-1\" data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"2\" data-list-defn-props=\"{&quot;335552541&quot;:1,&quot;335559685&quot;:1800,&quot;335559991&quot;:360,&quot;469769226&quot;:&quot;Symbol&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;\uf0b7&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}\" data-aria-posinset=\"3\" data-aria-level=\"2\"><span data-contrast=\"auto\">Student payments are processed by the Bursar\u2019s Office<\/span><span data-ccp-props=\"{&quot;335559739&quot;:0}\">\u00a0<\/span><\/li>\n<\/ul>\n<ul>\n<li aria-setsize=\"-1\" data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"2\" data-list-defn-props=\"{&quot;335552541&quot;:1,&quot;335559685&quot;:1800,&quot;335559991&quot;:360,&quot;469769226&quot;:&quot;Symbol&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;\uf0b7&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}\" data-aria-posinset=\"4\" data-aria-level=\"2\"><span data-contrast=\"auto\">All other ACH or EFT payments are processed by General Accounting<\/span><span data-ccp-props=\"{&quot;335559739&quot;:0}\">\u00a0<\/span><\/li>\n<\/ul>\n<p><span data-contrast=\"auto\">If a deposit needs to be processed by General Accounting, please send a completed Banking Entry form to <\/span><a href=\"mailto:Generalaccounting@ur.rochester.edu\"><span data-contrast=\"none\">Generalaccounting@ur.rochester.edu<\/span><\/a><span data-contrast=\"auto\">. A Banking Entry form can be found here: <\/span><a href=\"https:\/\/www.rochester.edu\/adminfinance\/finance\/wp-content\/uploads\/2018\/11\/Banking-Entry-110618.pdf\"><span data-contrast=\"none\">Banking Entry Form Link<\/span><\/a><span data-contrast=\"auto\">. Or a Department can send an email containing the required booking information to General Accounting.<\/span><span data-ccp-props=\"{&quot;335559739&quot;:0}\">\u00a0<\/span><\/p>\n<ul>\n<li><span data-contrast=\"auto\"><span style=\"text-decoration: underline;\">Required information includes<\/span>:\u00a0<\/span><span data-ccp-props=\"{&quot;335559685&quot;:1800,&quot;335559739&quot;:0}\">\u00a0<\/span>\n<ul>\n<li><span data-contrast=\"auto\">Name of payee<\/span><\/li>\n<li><span data-contrast=\"auto\">Amount of payment in USD<\/span><span data-ccp-props=\"{&quot;335559685&quot;:1440,&quot;335559731&quot;:720,&quot;335559739&quot;:0}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">Company code (CM number)<\/span><span data-ccp-props=\"{&quot;335559685&quot;:1440,&quot;335559731&quot;:720,&quot;335559739&quot;:0}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">Financial Activity Object (FAO)\u00a0<\/span><span data-ccp-props=\"{&quot;335559685&quot;:1800,&quot;335559731&quot;:360,&quot;335559739&quot;:0}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">Revenue, spend or ledger category (SC, RC or LA)<\/span><span data-ccp-props=\"{&quot;335559685&quot;:1440,&quot;335559731&quot;:720,&quot;335559739&quot;:0}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">Anticipated date of receipt\u00a0<\/span><span data-ccp-props=\"{&quot;335559685&quot;:1800,&quot;335559731&quot;:360,&quot;335559739&quot;:0}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">University contact name and email<\/span><span data-ccp-props=\"{&quot;335559685&quot;:1440,&quot;335559731&quot;:720,&quot;335559739&quot;:0}\">\u00a0<\/span><\/li>\n<li><span data-contrast=\"auto\">Payee bank name and address (if possible)<\/span><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p style=\"padding-left: 40px;\"><span style=\"font-size: 1.25rem;\" data-contrast=\"auto\">A Department expecting a payment can also provide General Accounting anticipated payment information.\u00a0 Notifying General Accounting in advance about an incoming payment allows timely allocation of funds.\u00a0 If General Accounting cannot identify an ACH or EFT payment within 120 days, the payment will be dispositioned according to University policy. <\/span><span style=\"font-size: 1.25rem;\" data-ccp-props=\"{&quot;335559685&quot;:0,&quot;335559739&quot;:0}\">\u00a0<\/span><span style=\"font-size: 1.25rem;\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">Please reach out General Accounting for additional information regarding receiving EFT or ACH payments, <\/span><a href=\"mailto:Generalaccounting@ur.rochester.edu\"><span data-contrast=\"none\">Generalaccounting@ur.rochester.edu<\/span><\/a><span data-contrast=\"auto\">.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>In this issue: Workday\u00a0Expenses\u00a0(University only, excluding affiliates) Maintain your Expenses Hub Domestic per diem Rates Reimbursement Runs Expenses User Group Meeting \u2013 Tuesday, October 21st 3:00-4:00pm Helpful links Accounts Payable\u00a0(University&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-31762","page","type-page","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.5 - 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