{"id":32322,"date":"2025-11-17T18:11:56","date_gmt":"2025-11-17T23:11:56","guid":{"rendered":"https:\/\/www.rochester.edu\/adminfinance\/urfinancials\/?page_id=32322"},"modified":"2025-11-20T10:50:33","modified_gmt":"2025-11-20T15:50:33","slug":"ur-financials-newsletter-vol-33-11-17-2025","status":"publish","type":"page","link":"https:\/\/www.rochester.edu\/adminfinance\/urfinancials\/ur-financials-newsletter\/ur-financials-newsletter-vol-33-11-17-2025\/","title":{"rendered":"UR Financials Newsletter Vol. 33 11.17.2025"},"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>Workday Spend Authorizations<\/li>\n<li>Software Purchases on Pcards<\/li>\n<li>Expenses User Group Meeting \u2013 Tuesday, November 18th 3:05-4:00pm<\/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>Candex\n<ul>\n<li>Training Sessions:\n<ul>\n<li>All Candex Payment Categories &#8211; Thursday, November 20th 11:00-12pm<\/li>\n<li>Honoraria &#8211; Thursday, December 4th 2:00-3:00pm<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<li>Workday Receipt Accrual Rollout Preparations<\/li>\n<li>A\/P Tips<\/li>\n<\/ul>\n<\/li>\n<li><strong>Tips and Tricks<\/strong>\n<ul>\n<li>Import Accounting Journal EIB<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<hr \/>\n<h3>Workday Expenses<\/h3>\n<ul>\n<li><strong><u>Workday Spend Authorizations<br \/>\n<\/u><\/strong>Employees need to create and submit a workday spend authorization before contacting the travel agent to book airfare that the University\u2019s credit card will be charged. The spend authorization amount is an estimate and does not need to be updated to match the actual amount.\u00a0 FAOs are never directly charged; credit card transactions must be added to an expense report and processed for the charges to post to the ledger.\u00a0 When the expense report is processed, the advance for airfare is cleared, the FAO is charged but the employee does not receive reimbursement.\u00a0 Employees are responsible for reconciling their charges.\u00a0 Students and non-employee charges are reconciled by accounts payable.<\/li>\n<li><strong><u>Software Purchases on Pcards<br \/>\n<\/u><\/strong>The Pcard Manager will be sending communication to Pcard users that the software merchant code will be hard blocked beginning in January.\u00a0 Departments should prepare by connecting with their respective IT contacts in their division and category managers in Purchasing to identify the preferred payment method.\u00a0 Employees and students should be notified what the preferred purchasing method is for Software. Software should not be purchased with personal funds.<\/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, November 18th, 2025 3:05-4:00pm<\/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><span style=\"text-decoration: underline;\"><strong>Candex<\/strong><\/span><br \/>\nThe new <strong>Candex<\/strong> platform for one-time payments (study subject payments, honoraria, and non-employee reimbursements) is now live through Workday Marketplace. If you missed one of the prior training sessions, please refer to the upcoming schedule below.\u00a0 Departments can also refer to the <a href=\"https:\/\/www.rochester.edu\/adminfinance\/urprocurement\/candex\" target=\"_blank\" rel=\"noopener\">Making Payments with Candex<\/a> webpage for an overview of the process, a list of upcoming training sessions, links to procedure documentation, as well as FAQs and other resources.<em>Upcoming Training Sessions: <\/em><\/p>\n<ul>\n<li><strong>All Candex Payment Categories<br \/>\n<\/strong>Thursday, November 20<br \/>\n11:00 a.m.-noon<br \/>\n<a href=\"https:\/\/rochester.zoom.us\/j\/93055539776?from=addon\"><strong>Join Zoom Meeting<\/strong><\/a><\/li>\n<li><strong>\u00a0Session Focus: Honoraria<br \/>\n<\/strong>Thursday, December 4<br \/>\n2:00-3:00 p.m.<br \/>\n<a href=\"https:\/\/rochester.zoom.us\/j\/93055539776?from=addon\"><strong>Join Zoom Meeting<\/strong><\/a><\/li>\n<\/ul>\n<p>&nbsp;<\/li>\n<li><span style=\"text-decoration: underline;\"><strong>Workday Receipt Accrual Rollout Preparations<\/strong><\/span><br \/>\nTo prepare for quality data in our Workday Receipt Accrual, attention needs to be given to open POs and Receipts.\u00a0 We are reaching out to departments to guide them on review and maintenance of their Receipts and Purchase Orders as well as providing reports and useful resources made available.\u00a0 The <a href=\"https:\/\/rochester.app.box.com\/s\/1tk84ix2t43k0mr2hz6qhu3nuse18cuj\" target=\"_blank\" rel=\"noopener\">Purchase Order and Receipt Maintenance Guide for Departments<\/a> and <a href=\"https:\/\/rochester.app.box.com\/s\/csxp0kc7rsfdedzt4nx000c4fkmfczj5\" target=\"_blank\" rel=\"noopener\">Receipt Maintenance Reference Guide<\/a> are intended to define expectations as well as provide information and instructions on accurately creating, adjusting, cancelling, and overall monitoring receipts.<em>You have support! <\/em><\/p>\n<p>-In addition to the Receipt Maintenance Training session provided recently, we will continue to share reminders and demos at <a href=\"https:\/\/www.rochester.edu\/adminfinance\/urprocurement\/p2p-monthly-workshops\/\" target=\"_blank\" rel=\"noopener\">P2P User Group meetings<\/a> on the 2nd Tuesday of each month from 10:00 \u2013 11:00 am.<\/p>\n<p>-One-on-one training will also be provided as needed.<\/p>\n<p>-Emails identifying POs and Receipts that need attention will be sent to departmental Requisition Requesters and those adding Receipts as we approach your WD Receipt Accrual Implementation month.<\/li>\n<li><span style=\"text-decoration: underline;\"><strong>A\/P Tips<\/strong><\/span><br \/>\n<strong>Match Exception resolution: <\/strong>If a match exception is assigned to you, ensure you click on the task itself to see the <em><u>Help Text <\/u><\/em>which will guide you on how to resolve the exception.\u00a0 It\u2019s important to look at this Help Text as we\u2019ve covered instructions for all scenarios.\u00a0 Please don\u2019t send questions on resolving match exceptions to the person in AP who processed the invoice or perform a send back and ask your question as a send back comment.\u00a0 If you still need help, the Help Text also lets you know who to contact.\u00a0 In addition, resources related to match exceptions can be located in the Procurement website under <a href=\"https:\/\/www.rochester.edu\/adminfinance\/urprocurement\/p2p-resources\/invoice-match-exceptions-support-tools\/\" target=\"_blank\" rel=\"noopener\">Invoice Match Exception Support Tools<\/a>.<\/li>\n<\/ul>\n<hr \/>\n<h3>Tips and Tricks<\/h3>\n<ul>\n<li><span style=\"text-decoration: underline;\"><strong>Import Accounting Journal EIB<\/strong><\/span><br \/>\nThe Enterprise Interface Builder (EIB) is a powerful tool designed for uploading financial transactions in batch mode, making it ideal for high-volume data entry.\u00a0 Access to this tool is restricted to users who have been assigned the appropriate security role.The EIB template is divided into two key tabs:<\/p>\n<ol>\n<li><strong>Import Accounting Journal Tab<\/strong>: This tab contains the journal\u00a0<em>header<\/em>\u00a0information.<\/li>\n<li><strong>Journal Entry Line Replacement Tab<\/strong>: This tab lists the journal\u00a0<em>line<\/em>\u00a0details.<\/li>\n<\/ol>\n<p>To ensure accuracy, you can upload the EIB template in\u00a0<strong>Validation Only Load<\/strong> mode by selecting the corresponding checkbox.\u00a0 This mode allows you to review and correct any errors in the template without creating the journal.\u00a0 Once all errors are resolved, re-upload the EIB template, ensuring the <strong>Validate Only Load<\/strong>\u00a0checkbox is\u00a0<em>unchecked<\/em>. This step will finalize the process and create the journal.<\/p>\n<p><img decoding=\"async\" src=\"https:\/\/www.rochester.edu\/adminfinance\/urfinancials\/wp-content\/uploads\/2025\/11\/EIB-validation-mode2.jpg\" \/><\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>In this issue: Workday\u00a0Expenses\u00a0(University only, excluding affiliates) Workday Spend Authorizations Software Purchases on Pcards Expenses User Group Meeting \u2013 Tuesday, November 18th 3:05-4:00pm Helpful links Accounts Payable\u00a0(University only, excluding affiliates)&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-32322","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. 33 11.17.2025 - 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