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A-Team Meeting

This agenda includes important topics such as payroll processing, year-end processing, helpful tips, sole source purchases, payroll deadlines, eLeave update, travel query update, and HUB reminder. It also provides key dates and deadlines for procurement services.

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A-Team Meeting

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  1. A-Team Meeting July 25, 2017

  2. Agenda • Fall Payroll Processing – Provost • End of Year Processing • Helpful Tips • Sole Source/Proprietary Purchases • Payroll Deadlines and Floating Holiday Reminder • eLeave Update • Travel Query Update • HUB Reminder • ePAR Update • ePAR Phase II Update

  3. Procurement Services Year End Deadlines (FY17) Key Dates • Friday, July 21, 2017 - ePro requisitions of amounts greater than $25,000 require formal bids and must be received by Procurement Services by 5:00 PM. • Friday, August 11, 2017 - ePro requisitions that involve signature authority must be received by Procurement Services and must have the contract/agreement attached to the requisition. Business Support Services will obtain the necessary signatures. • Monday, August 21, 2017 - ePro requisitions of $25,000 or less using FY17 funds must be created and approved by 5:00 PM. Goods/Services should be expected to be received prior to August 31, 2017 or the PO should be created with a requisition reflecting a FY18 budget date. • Tuesday, September 5, 2017 - Pcard data entry into the Global Card Management System (GCMS)/CitiBank for August transactions using FY17 funding must be completed by 5:00 PM for transactions with a posting date of 8-03-17 through 8-31-2017. • Tuesday, August 29, 2017 - Payment of invoices and travel vouchers using FY17 funds must be received by Accounts Payable by 5:00 PM. • Friday, September 15, 2017 - Pcard entry inGCMS/Citibank for September transactions using FY17 funding must be completed by 5:00 PM for transactions with a posting date of 09-01-2017 through 09-03-2017.

  4. Helpful Tips • Review and cancel department requisitions that will not be approved and forwarded to Procurement Services by 8/21/17. • Ensure budget date is changed to 9/1/2017 on all FY18 requisitions before submission. • FY18 ePro requisitions and blanket orders may now be entered. Note that the budget date should reflect 9/1/2017. Please add a statement “For delivery and invoicing after 9/1/2017.” Contact your Budget Office for override. • For FY18 blanket purchase orders, please be sure to check the “Amount Only” block on the “Line Details screen of the requisition. This will allow multiple invoices to be paid against the line.

  5. Payroll Deadlines 2017 • Friday, August 4, 2017 - Deadline for final approval of ePAR for all payroll reallocations. • Friday, September 8, 2017 - All vacation time taken through 8/31/17 should be entered and approved. • Friday, September 1, 2017 - Special Hourly Payroll. Deadline to submit special hourly payroll is Noon.

  6. Leave Accruals • Starting June 1, 2017, vacation and sick leave accrual program runs on the first day of the month, even if the first day is a holiday or a weekend. • Leave balances in the system will reflect the accruals on the first day of the month and no longer have to wait until the mid-month to see leave balances increased. • Reminder, if an employee used all of their eligible time in a month, next month’s accruals cannot be used in the current month. For example, if an employee had exhausted all of their vacation/sick leave in the month of June then July leave accrual cannot be used in June. • Note: Vacation leave should be requested prior to taking the time and sick leave should be recorded as soon as possible.

  7. eLeave Update • WHAT IS eLeave? eLeave provides employees, timekeepers and approvers an online tool for requesting, approving and tracking leave. The new process replaced the previous paper forms, and is accessed through your portal at myunt. • WHAT ARE THE BENEFITS? • • Saves time and removes need for paper forms • • Access available from multiple devices with internet access • • Automated workflow including email notifications • UNT will have a phased rollout • Business & Facilities - 5/15/17 • Facilities – 6/1/17 • President, Finance & Administration and Provost offices - 7/17/17 • UNT Division of Finance & Administration (excl. Parking & Police) - 8/1/17 • Police & Parking tentatively scheduled to go live on 9/1/17 & 10/1/17 respectively

  8. Supplier Payments & Travel Expense Claims 2017 • Tuesday, August 29, 2017 – Invoices and Travel Claims. Submit supplier invoices and travel claims with proof of payment. • Reminder: • Travel claims need to be submitted to travelvouchers@untsystem.edu • Supplier invoices need to be submitted to invoices@untsystem.edu

  9. Department Travel Query • Query does not replace Cognos. It is a tool to help identify when a traveler has been paid, the date of the payment, the amount of payment, and method (check or EFT). • To view detailed charges to a specific chart string, Cognos will still be your best resource. The query will only show vouchers entered into EIS for payment. You can use the voucher number to reference the charges in Cognos. • The query will not show recently submitted vouchers. The current process requires the travel team to review the voucher and enter into EIS. In fairness to all employees, the travel team works first in, first out. Voucher processing varies throughout the year depending on heavy travel seasons and vouchers submitted that are missing information. Typically allow 5-7 business days for the voucher to appear in EIS.

  10. Step 1: Under Main Menu choose Reporting Tools, Query and Query Viewer

  11. Step 2: Enter Query Name Step 3: Enter Business Unit, Department, From and To Dates

  12. Below is the information this query will return

  13. Final Stretch of Fiscal Year 2017 Need to increase Historically Underutilized Businesses (HUB) utilization for UNT! The HUB Area is available to assist you and your departments. Contact us for assistance. Email: HUB@UNTSystem.edu Or call Greg Obar: 940-369-5647 or toll free at 855-868-4357

  14. Finding and Utilizing HUB Vendors • Upon request, the HUB area will: • Search the Centralized Master Bidders List (CMBL) and local networks to find HUB vendors. • Gather quotes/bids and submit them to the department for selection, or… • Provide the HUB vendor information to the department for coordination (Two quotes from HUB Vendors are required for purchases greater than $5,000) • HUB Area staff will: Visit with you or your departmental staff to review opportunities to increase HUB utilization.

  15. Opportunities for Greater Success Areas where spending can be re-directed to HUB vendors. • Summus (HUB Vendor) is now a provider of all VWR products- (Contact the HUB area for assistance in using Summus) • Dell/IT Products/Software • Chemicals/Medicines/Lab Supplies • Lowes/Home Depot/Amazon • Copier Contracts/Printers/Electronics • NEW: Apple Computer Repairs • Staffing/Temporary Services • Coming Soon: Apple Products!

  16. ePAR Update 1). New Warning Message – ePAR now provides a warning when you are entering an employee change and there is a future status change (LOA, SWB, Term). 2). Identified Issue - Pushback Pullback: we were made aware that when an ePAR gets pushed/pulled back, inserted approvers were disappearing. This has been corrected 3). Effective Dates – Effective dates can not be changed once an ePAR has been saved. Exception: Terminations

  17. ePAR Phase II Current ePAR System: Employee Transactions • Hire • Terminate • Employee Changes • Transfers • Phase II ePAR System: • Position Transactions • Create New Position • End/Inactivate Position • Position Changes • Position Overlap • Post/Advertise a position/job • Note: These transactions are intended for ‘vacant’ or ‘soon to be vacant’ positions once the ePAR has been submitted.

  18. ePAR Phase II Timeline • Fall 2016 – finalize functional specifications • April – June 2017– programming and design • July – September 2017 – testing • Fall 2017 – Go-live

  19. BUSINESS SUPPORT SERVICES Questions and Answers presented during the presentation Payroll Deadlines 2017 – Lapsing Vacation Leave Q: How long do we to have before we will need to enter and approve vacation usage for FY2017? A: All leave taken through 8/31/17 needs to be entered and approved by 5 PM on September 8, 2017 Q: If you know that you are going to have more vacation hours by the end of August than you can carry forward, can you enter time now for FY18 and have it reduce you current balance to prevent you from having that time lapse to sick? A: No, the system will only look at the current fiscal year usage to determine what amount of leave should lapse. Q: How does this effect what goes into your balance on September 1st? If I have 10 vac. hours that will lapse on September 1st and then get another 10 hours on September 1st will that show in my balance account as 20 hours? A: On September 1st you will see 20 hours. But not after September 8, when the process runs it will move that 10 hours to your sick leave balance.

  20. BUSINESS SUPPORT SERVICES Questions and Answers presented during the presentation Q: If I had used leave in July will it show in my balance if it has not been approved yet on August 1st? A: If you are using self service and you have submitted that leave request, your balance will be reduced at that time. If you are using eLeave; as soon as you submit the leave, your balance reduces. If you are using a paper timesheet and it has not been entered in the System by the timekeeper, then it will still show that you have those hours until the timekeeper enters them and submits the timesheet. Q: For eLeave, when do you anticipate it being rolled out to everyone on the UNT Campus? A: Hopefully by the end of the year; December 2017.

  21. BUSINESS SUPPORT SERVICES Questions and Answers presented during the presentation New Travel Query Q: When you go to the Query Manager tab, and are ready to enter your search criteria, what do you put in the “department”? A: You will use whatever Organization Department you listed on the accounting sheet tab of the travel voucher. Q: Is Travel looking at any opportunities to move the Travel Reimbursement process online? A: We are. At this time we are reviewing options but have been experiencing some hurtles. We hope to have an online version implemented sometime during FY18.

  22. BUSINESS SUPPORT SERVICES Questions and Answers presented during the presentation ePAR and ePAR Phase II Q: What is the anticipated roll out date? A: Fall of 2017; between October– November 2017 Q: Will we use this process to do a reclassification? Will there be training available? A: Yes, it can be used for reclassifications and training will be provided both face to face and online Q: Would I need to post an hourly job through ePAR and with the Career Center? A: Student hourly jobs are posted through the Career Center. ePAR Phase II will be used to post non-student hourly jobs. Q: Would we be able to follow the approval process ? A: Yes, it will show the workflow at the bottom just like current ePAR transactions. Q: When can we start entering FY18 ePARs? A: As soon as the budget is loaded and approved by the board. We will send email notification.

  23. BUSINESS SUPPORT SERVICES Misc. Questions/Updates Q: It was stated from a previous A-Team meeting that Procurement was looking at moving Pcard reconciliation out of the banking system (GCMS). Is this still occurring? A: We are still proceeding with this and are looking into our options. We are hoping to roll out a new process sometime in November through EIS or another 3rd party vendor.

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