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Finance

Administration and Finance

Accounts Payable News

F2-Advanced Airfare form update

Beginning July 1, 2022, when using the Workday Spend Authorization (SPA#) or the F2 form to book reservations with DePrez Travel and Town & Country, you must provide both your Employee ID and URID numbers. This new requirement will aid in the implementation of Workday Expenses and the American Express transaction integration.

You can find your Employee ID and URID numbers by logging into HRMS. On your homepage in the upper right-hand corner in the Your Information section is a badge with Rocky our mascot. Under your name is your Employee ID and URID numbers.

The revised F2 form can be found on the Reimbursement website in the Forms section.

Visit the Workday Expenses Project site for more information about the new functionality that will be implemented.

Guidelines for Emailing Invoices to Accounts Payable

In order to avoid errors, delayed processing and payments, and missing Invoices, please utilize the guidelines below when submitting Invoices via email.

Accounts Payable Email Address: accountspayable@finance.rochester.edu

  • U and UK Purchase Orders:
    • Sending multiple Invoices within 1 email is acceptable, but you must send 1 PDF per Invoice.
    • Invoices need to be in PDF format.
    • The Purchase Order # should be written on top of the Invoice whenever possible, unless the Supplier already noted it on the Invoice.
    • Label the subject line as needed, but also add the Purchase Order #. If you send multiple Invoices/Purchase Orders within 1 email, it is ok to only indicate “UK” or “U” in the subject line.
  • PUR Purchase Orders:
    •  Sending multiple Invoices within 1 email is acceptable, but you must send 1 PDF per Invoice.
    • Invoices need to be in PDF format.
    • The Purchase Order #, Receipt #, and any allocations should be written on top of the Invoice whenever possible.
      • Due to the new Create Invoice from Receipt functionality, it’s best to provide the RCT # with your invoices to ensure we process the invoice to the correct PO Lines.
    • If you code the Invoice with a different Purchase Order than the one the Supplier noted on the Invoice, cross off the Purchase Order they provided so that only the correct Purchase Order is listed on the Invoice.
    • Approval by way of signing the Invoice is not required by AP, but you can sign the Invoice if you need to for internal purposes.
    • Label the subject line as needed, but also add the Purchase Order #. If you need to send multiple Invoices within 1 email, it is ok to only indicate “PUR” in the subject line.
    • If you submit an Invoice with a Purchase Order that has only 1 line, you do not need to write the Accounting Codes on the Invoice, since the system will default to the Accounting Codes on the Purchase Order and AP cannot make any changes.
    • Continue to write Accounting Codes and amounts on Invoices that are using Purchase Orders that have multiple lines.
      • However, it will save you time of you note the Receipt # instead, since we can create the invoice from that receipt, thus picking up the account codes you intend to use for that invoice.
  • I AND Y Purchase Orders and Library Invoices:
        • Sending multiple Invoices within 1 email is acceptable, but you must send 1 PDF per Invoice.
        • Invoices need to be in PDF format.
        • The Purchase Order #, your approval, and Accounting Codes should be written on top of the Invoice whenever possible.
        • Label the subject line as needed, but also add the Purchase Order #.
  • Avoid submitting Invoices with different types of Purchase Orders, for example UKs and PURs, within the same email.

2021 Fiscal Year-End Finance Announcements

As the University’s fiscal year end approaches for June 30, 2021, there are special timing considerations and actions required on your part in order to ensure that all financial transactions are recorded properly and in the current fiscal year.

Payroll Reallocation Changes – Requests for payroll reallocation changes on Form 800 should be received no later than 4PM on Friday, June 18, 2021. Please send your materials to Laura Bardossi, Box 278893 or email the documents to 800_Forms_Payroll@UR.Rochester.edu.

Supplier Invoice Requests, Payment Request (F-4), and Student Expense Report for University Business (F-34) – AP Cost Transfer Forms and corrections must be received in Accounts Payable no later than 4PM on Friday, June 18, 2021.  F34 Expense Reports can be completed and approved electronically, then emailed to Business_Expense_Reimbursement@finance.rochester.edu.  Other AP forms can be completed and approved electronically, then emailed to AccountsPayable@finance.rochester.edu or sent to Accounts Payable, RC Box 278958.

Employee Expense Reports (F-3) – must be received in Accounts Payable no later than 4PM on Tuesday, June 29, 2021 for posting in FY21 June period.  Please send to Business_Expense_Reimbursement@finance.rochester.edu or Accounts Payable, RC Box 278958.

All Grant related entries – need to be completed by 5pm on Wednesday, June 30 2021

All journal entry forms and 312 requisitions (non-purchasing) – must be received by central finance by 4PM on Thursday, July 1, 2021. Forms can be emailed to GeneralAccounting@UR.Rochester.edu.

Preliminary reports available in the morning on Thursday, July 8, 2021

Final reports available in the morning on Tuesday, July 13, 2021

NOTE: If you should have any questions or need further clarification:

  • Fiscal year end closing, please contact Jen Baker (5-8350).
  • Payment requests & Employee Expense Reports, please contact Marta Herman (5-7880).
  • Payroll Reallocations should be directed to Laura Bardossi (5-7027).

Working Remotely

To accommodate the transition of more staff working remotely, Accounts Payable and General Accounting are making the following changes. We are no longer requiring original signatures.  Scanned, electronic and emailed signatures are acceptable.