Expenses Reference Guide – Spend AuthorizationJune 2020

This guide is provided to clarify process and details for obtaining authorization to travel. University business travel should not occur without an approved Spend Authorization. F2 Advance Airline Travel Tickets cannot be utilized and F3/F34 Expense Report reimbursement will not occur without an approved Spend Authorization.

Contents Pages Create Spend Authorization 1 - 4

Spend Authorization Approvals 5 – 8

Create Spend Authorization for Another Worker 9 – 10

My Spend Authorizations Report 11

Create Spend Authorization1) Log into Workday with your NetID and password

https://wd5.myworkday.com/rochester/d/home.htmlda. All employees, even those who have never logged into Workday previously and

do not have any roles assigned, can log in to complete a Spend Authorization.

2) In the Workday search bar type Spend Auth

3) Select Create Spend Authorization

or

4) Help Text is provided to guide you through what to enter in each field:

In accordance with the International and domestic University travel updates, use this electronic form to request permission to make reservations for travel and lodging accommodations or incurring any expenses for future conference or other trip expenses. Ensure documentation, procedure and other Business Expense and Travel Reimbursement Policy guidance (see BETR policy) is followed to avoid reimbursement delays or potential taxation of non-compliant submissions.

Reminders and best practices:•Make air and car rental reservations through UR's travel agents to obtain UR rates and agent support.

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•Completed/Approved Spend Authorization and F2 Advance Travel Tickets forms should be submitted to the travel agent to secure reservations.•Trip cancellation insurance should be purchased to recover all costs due to the uncertainty of airline and country restrictions and requirements.•In order to avoid delays when requesting reimbursement for travel-related expenses, approved Spend Authorizations must be submitted with your corresponding F3/F34 Business Expense Report. Approved expense reports and/or questions can be submitted to Business_Expense_Reimbursement@finance.rochester.edu .•As a reminder, all international University-related travel (for work purposes) should be registered with the Office for Global Engagement through the Travel Registry.

The following fields are required:Company: Enter the Company where you expect the majority of expenses will be charged.

Start/End Date: Enter the departure and return dates for your travel.

Description: Enter a very brief trip type such as Research or Meetings.

Spend Authorization Total: Enter estimated total expenses for the trip.

Justification: Please copy the below into the Justification field and provide the answers for each section.

Destination: General Itinerary:Proposed Covid-19 risk mitigation measures:Explanation why travel is mission-critical to UR:Identify source of funding (UR or specify other source):

Be sure to fill in your information for each of the prompts. Do not just copy the prompts to the Justification field.

If you need further guidance or clarification for completing the Spend Authorization, please contact Erin Johnson, Travel Accountant at (585) 275-0668 or Business Expense Reimbursement .

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With all travel, individuals are expected to follow all relevant social-distancing policies. Individuals must also adhere to standards and travel advisories set by New York State and the CDC and meet any additional restrictions required by the state and local jurisdiction to which they are traveling. It is incumbent upon the traveler to be aware of local social-distancing guidelines.

5) Attachmentsa. An attachment can be optionally attached. An attachment such as emails

discussing the trip or other documentation may help clarify any questions that the approvers may have.

6) Spend Authorization Lines should not be added. A validation will force you to remove any lines/information added before submission.

7) 3 actions buttons are available:a. Click Cancel to discard your entries.b. Click Save for Later to save your entries for completion/submission later.c. Click Submit when you have filled in all the required information and want the

Spend Authorization to route for approval.

8) Upon successful submission, you will see that the Spend Authorization has routed to the Expense Partner International.

Otherwise, you might have gotten an error message. Click on the red indicator to review

the error details: a) All fields in the Header are required and you should not include any Lines.

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9) Upon approval, you will be sent an email with instruction on how to print the fully approved Spend Authorization as well as reminders to submit it with your F2 to our travel agent for advance airline reservations and for F3/F34 expense report submissions. You will not be reimbursed for travel-related expenses if the approved spend authorization does not accompany your expense report.

a. The email will contain a link that you can click that will bring you to the Workday login screen.

b. You can locate the status of your Spend Authorization in Workday by going to My Spend Authorizations

i. Click on the magnifying glass of the spend authorization you want to use for F2 and/or F3/F34 purposes.

ii. Upon locating the approved Spend Authorization, click on the printer icon

in the upper right-hand corner and save the document as a PDF. 1. Select Click to download

2. Save the Spend Authorization as a PDF for submission with F2 or F3/F34.

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Spend Authorization Approval1) The Expense Partner International (EPI) evaluates spend authorizations with regard to

locations of travel, their restrictions, quarantine requirements and similar considerations. a. Help Text is provided for the EPI:

Domestic and International Travel Review The Destination of the trip should be designated in the Justification field. If that or other

information is missing, click Send Back and explain what information is needed. If the destination is domestic, Emergency Preparedness should action the task. If the destination is international, Global Travel Risk Management should action the task. In the comment area, add your guidance to the traveler as appropriate to address precautions

or other information regarding potential travel interruptions, border issues, or quarantine requirements. This comment will display on the approved Spend Authorization.

Contact the appropriate cabinet representative or divisional finance officer if you have serious concerns about the trip on which they should be directly informed.

2) Upon Approval the Spend Authorization will route to the Company Procurement Manager for the company designated on the spend authorization

3) Help Text is provided for the Company Procurement Manager:Cabinet & Financial Review

First consider the guidance received from the appropriate Cabinet member to determine if further consultation with them is needed prior to approving/denying the spend authorization.

Next consider the University’s and your division’s financial situation to determine if the travel is critical and financially justified.

o If the trip is funded by an outside agency or organization, then you only need to be concerned with the review/guidance provided by Emergency Preparedness/Expense Partner International for the location(s).

o Approval by the Expense Partner International only indicates that travel locations have been considered and guidance provided as appropriate given the travel dates. It is up to you, given this guidance, to determine whether the nature of the trip is significant enough to be justified.

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If Denying, it is highly recommended that you contact the traveler to let them know you are Denying the Spend Authorization and discuss the situation.

Click Add Approver if the traveler is at the same or higher level than you as the Company Procurement Manager. This includes deans, cabinet members, the senior leadership group and other executives. In these situations, it has been determined that you will always chose Holly Crawford as the additional approver. If Holly happens to be the traveler, she will be instructed to attach email correspondence to the Spend Authorization approving the travel. In that case, after reviewing the documentation approving, you can approve the Workday Spend Authorization.

Click Approve to authorize the trip.

a. The Company Procurement Manager has the following responsibilities: b. If the traveler is the Company Procurement Manager, the CPM step will escalate

to the Company Chief Financial Officer for 50 and to the Consolidated Chief Financial Officer for all other companies.

c. Verify with the appropriate Cabinet member(s) their guidance to you with regard to approval of spend authorizations. For example, the cabinet member may leave travel for certain staff to your discretion but want to discuss prior to your approval certain other staff, or certain travel situations (research vs meetings for example).

d. Determine if the travel is mission-critical given the University’s and your division’s financial situation.

i. Remember, travel is still restricted as of June 2020 and expected through December 2020, except for travel funded by an outside agency or organization, and should only occur with your approval.

e. Use the Add Approver functionality so that higher-level executive spend authorizations receive higher-level approval.

4) Note that if the traveler is the Company Procurement Manager, that instead of routing to the Company Procurement Manager, the spend authorization routes to the Consolidated

Chief Financial Officer

5) Approvers should select the Spend Authorization from their Workday Inbox and review the information and attachment(s), if any, provided.

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6) Click Cancel to leave the screen. This does not cancel the Spend Authorization.7) Click Deny if you are not approving the Spend Authorization. You must provide a

reason when denying. It is also highly recommended to follow up via phone or email with the requester to let them know they are not approved for the requested travel.

8) Click Add Approver if the traveler is at the same or higher level than you as the Company Procurement Manager. This includes deans, cabinet members, the senior leadership group and other executives.

a. In these situations, it has been determined that you will always chose Holly Crawford as the additional approver. If Holly Crawford happens to be the traveler, she will be instructed to attach email correspondence to the Spend

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Authorization approving the travel. In that case, after reviewing the documentation approving, you can approve the Workday Spend Authorization.

9) Click Send Back if you want additional information from the requester that is necessary for the approval.

a. Since some requesters may be less familiar with Workday functionality, unless the additional info you are interested in is critical to approval, instead of doing a Send Back it is highly recommended that you reach out to the requester via phone or email to get the clarifying information you desire.

10) Click Approve to authorize the trip, permitting the requester to travel and incur expenses.

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Create Spend Authorization for Another WorkerThere are two methods for a user to create Spend Authorizations for another employee:

Users with the Accountant role can create a Spend Authorization for any other employee.

o Select o The only difference in the creation/submission process is to designate the person

for whom you are completing the spend authorization. Type in the employee’s name in the box:

Alternatively, users can set up a Delegation with a Start and End Date. The End Date cannot be more than 1 year into the future.

o A primary Delegate and an Alternate Delegate can be designated. This Delegation is slightly different from approval delegations because the user needs to indicate the task that can be started on their behalf.

o When an initiation task such as this is delegated, the delegate needs to switch accounts within Workday to act on the other person’s behalf.

Click on your cloud icon in the upper right-hand corner of your Workday screen

Click on Switch Account Click on the name of the person you want to act on behalf of

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In the upper left-hand corner of your screen it will indicate who you are

acting on behalf of Now when creating a spend authorization Workday displays who you are

creating it for: When acting on another user’s behalf, you can also run My Spend

Authorizations (see next page) to see the status of their requests. Remember to switch your account back to yourself (click on your name)

after you have completed tasks on behalf of the other user

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My Spend Authorizations Report

To bring up a listing of your spend authorization, search for “spend auth”

Click on or

To view the spend authorization you can click on the magnifying glass. Other related actions include Cancel or Change:

Changeo You also have the ability on the far right to click on Change Spend Authorization

If you do so and you submit a change, the Spend Authorization will re-start the approval process, even if it was already fully approved.

Cancelo Selecting this will terminate the Spend Authorization process, including any

pending approvals. Once Canceled, the Spend Authorization cannot be reused or re-started.

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