Post on 25-Jan-2015
description
Business Service Center
UNT Health Science Center Partner Meeting
August 23, 2013
ePAR Updates
• Now able to do 9/1 transac2ons • Warning messages vs.
Error messages • No need to create 9/1 transac2ons for current
employees with no changes • Transac2ons currently in the works = Transfers to
Another Department • New How To’s….on website
Questions and comments ePAR Update • Donna Shell noted the difference between a warning and an error. Many of you have
probably gotten a warning about “future dated rows.” That does not stop you from submitting the ePAR
• On hourly ePARs there is a selection box now and you must make a selection or you will get
an error and not be able to submit the ePAR. • On salaried ePARS there is also a selection box that must be completed if you are making a
change to salary, like an increase. If you don’t, you will get an error that will cause your ePAR to not process properly.
• Also on salaried ePARs when you are increasing someone’s salary, you will get a warning to
include a comment about the source of funding. Budget needs that information, so please include it. It will not inhibit you from submitting the ePAR.
Questions were asked about end dates for positions paid on grants (projids). • 8/31 end date on many of your jobs • If your funding has ended, you need to put in the new source of funding, regardless of
whether it’s for 9/1 or middle of the year or any other time. You have to take action and indicate where the funding is coming from to continue paying that position when funding ends.
Questions and comments • Question was asked about grants ending on varied/different dates and accounts going into
suspense when they shouldn’t – Donna Shell asked that they send her examples and she will be glad to look into it and conference call with them.
• Question/issue with employee changes being made due to multiple departments/multiple
funding sources for one position. The other department is unable to see the end date that was previously entered when they do the ePAR for the part they are funding so the funds are not encumbering correctly (it is not recognizing the end date and is encumbering for the remainder of the Uiscal year).
• Donna Asher noted that when you go in to make a change, instead of seeing an end date you
should see a Suspense date on a new row (a future dated DBT row) for the date after the end date. She said that we need to look into the DBT process and how encumberances are working. Donna Shell said she will pull together a meeting with stakeholders for this situation because that should not be happening so we need to look into it.
• Question: if we have salary changes effective 9/1, do we need to do ePARs for those? • Donna Shell suggested that you go ahead and look in Job Data to see if there is a future dated
row (that it was part of the roll over). If there is not one, then Yes, you need to do an ePAR to make that salary change.
• Jennifer Trevino addressed the Reappointment process and how it is being rolled into ePAR
in the future. A message went out yesterday about the budget packets and that the date is loaded but you should go and double check to make sure.
Questions and comments • Donna Shell noted that if you made a change in July or August, you should double check that it carried
forward. There were timing issues with some of the changes being made at the same time that FY14 was loaded and we ran queries to catch those but we do ask that you double check.
• Question/comment was made about the workUlow/approval process and the fact that a change to just one funding source means the ePAR has to go through all of the deptid/projid approvers when there is nothing for them to approve. They’d like that looked at to see if we can change that.
• Additional pay also has to be approved by all in the workUlow even if it is only on one of the funding sources. It can really hold up the approval of the additional pay to have so many approvers in the workUlow who don’t really have anything to approve. Donna Shell said that we will look at what can be done to address these two issues.
• Transfers to Another department are in the works and will be just one transaction but both departmental approvers will be in the workUlow.
• Question re hourlies on stipends and transferring them to another department – how to handle; do they term their old appointment? A department is going away and their positions are moving to our department.
• Donna Asher said that HR has been working on that because it is a reorganization and the funded positions have to be moved from one department to another. Work with your HR and Budget department and yes, you will have to do HRMs for these. It is still a manual process.
• For regular hourlies who are leaving your department and going to work for another department, you just terminate them in your department and the other department does an ePAR to Hire them. It is not like the transfer of a staff person, in other words.
Questions and comments • Question re an adjunct hourly job – person transferring from a
department to their department. They were told to terminate them in the other department, post the job, have them apply, and then hire them. It turned out they just had to do a paper HRM to change the “H” department. Donna Shell noted that ePAR does not handle that type of transaction and would not have advised to take that action and the staff person indicated the information did not come from BSC.
• Request to make supervisor Uield mandatory due to routing issues
with, for example, students on multiple jobs or going to another job. • Donna Asher said they will work with the programmers to make sure
that on Hires for Hourly that it will no longer pre-‐populate with a supervisor. It was not the intent for that to be Uilled, but it is currently so they will work with the programming team to change that.
• Donna Shell noted there are more resources available on our ePAR
page now – we have added some more help documents.
Inbound Freight Savings with
How you save on your inbound shipping costs
Presented by:
Debbie Reynolds
Exec. Director of Procurement Services
• Vantage Point Logis2cs (VPL) is helping UNTS save money on shipments received everyday from suppliers
• Suppliers significantly mark-‐up charges to UNTS when they bill for shipping
• VPL works directly with your suppliers to u2lize UNTS’ strong discounted rates with FedEx
Procurement Services
• How you place orders or receive shipments does not change
• Shipping charges will now come from VPL, at an average savings of 35%
• VPL will match shipping charges back to the appropriate GL, department, grant, etc. associated with the PO
Procurement Services
Will we really save money on shipping? Let’s look at an example…
Procurement Services
Will we really save money on shipping?
Shipping comparison
Supplier shipping rate: $41.00 VPL Shipping rate: $22.16 Savings: $18.84 (over 45%!)
Procurement Services
What other benefits do you get with VPL? Ø Vendor Management Ø Carrier Invoice and Alloca2on • VPL audits your shipments for correct
pricing Ø Proac2ve Account Management Ø Repor2ng and Analy2cs, as needed
Procurement Services
Two Financial Transactions
• One for your original requisi2on/purchase order paid to vendor furnishing the product.
• A second for your shipping costs paid to VPL.
Save with vendors like these
And many more!
Procurement Services
Many other institutions are already fighting back to save significantly on freight!
Procurement Services
Procurement Services
Questions on Vantage Point Logistics:
• Question -‐ this is just for ePRO requisitions, not PCard transactions? • Yes, but if you do buy something on your PCard from a vendor that VPL has contracted with
it is possible that VPL is actually handling the shipping piece.
• VPL will not handle the shipping on controlled assets (those particular assets that are tagged for inventory).
Questions on Corporate Travel Planner:
• Debbie noted that when approving in CTP, that approval MUST start with the word “Approve” and no space before that word. They can add as many words after that as they want, but the Uirst word must be “Approve” or it will not be conUirmed (ex: “I Approve” caused a reservation to be cancelled and a cancellation fee to be charged).
• Question – most of our travel is on a grant. Does Grants receive that to approve in addition
to the deptid holder? • Yes – that is a manual process we have added behind the scenes.
Corporate Travel Planners (CTP)
The BSC has contracted with Corporate Travel Planners (CTP) to serve as the preferred vendor for advance travel planning. In addi2on to the convenience CTP provides, using the preferred vendor alleviates paperwork submission required to pay for advance travel, and increases the level of customer service offered to travelers.
Corporate Travel Planners Login Go to www.concursolu2ons.com
In the User Name field, type (your EUID)@unt.edu
Password is: welcome (no caps)
Corporate Travel Planners Reminders
First Dme users – be sure the appropriate approver is listed under your profile. If you travel using different depDd/projid’s you must do this each Dme.
Corporate Travel Planners Homepage
Once you are logged in you may begin to search flights, car rentals and hotels. From this page you make your reserva2ons and also see your upcoming trips. Please call the Travel Department if you need to book for guest travelers or need any further assistance.
Reminders
Fiscal Year End • Remember to review your outstanding requisi2ons…
Remember to Budget Check to Release Funds You do not want to see this:
• We suggest no Pcard transac2ons acer today, August 23rd.
• Travel Vouchers to be paid from FY13 funds are due to BSC by 5:00pm, Tuesday, September 3rd.
• Payments from FY14 funds will begin Monday, August 26th.
• Pcard data entry in GCMS for FY13 must be completed by 5:00pm, Wednesday, September 4th
PAYROLL UPDATES
Payroll Update – End of Year Deadlines • Hourly Time & Labor Deadline – Tuesday, September 3,
2013 Ø All hourly 2me through Saturday, August 31, 2013 must be entered and approved.
Ø Any 2me entered/approved acer this deadline will be paid with fiscal year 2014 funds.
• Salaried Time Deadline – Friday, September 13, 2013 Ø All salaried 2me through Saturday, August 31, 2013 must be entered and approved.
Ø Time must be entered and approved so lapsing of vaca2on leave will be processed correctly.
Payroll Update – Payroll Processing Changes • Changes Beginning with FY ‘14 Processing
Ø Slight enhancements to increase efficiency and provide greater flexibility in 2ming of supplemental paycheck processing.
Ø Hourly deadline for approvals will be a few days sooner. Ø Hourly supplemental to be paid on regular pay date will be added.
Ø Informa2on will be distributed to 2mekeepers and posted on website soon. We will no longer u2lize the MS Outlook calendars for deadline informa2on.
Payroll Deadlines for ePAR TransacDon Type Pay Period Final Approval Deadline Pay Date Semi-‐Monthly Salaried 9/1 -‐ 9/15 Thursday, 9/5/13 9/16/13 Monthly Salaried 9/1 – 9/30 Monday, 9/16/13 10/1/13 Task Payments 9/1 – 9/30 Monday, 9/16/13 10/1/13 S2pend Payments 9/1 – 9/30 Monday, 9/16/13 10/1/13 Semi-‐Monthly Salaried 9/16 – 9/30 Monday, 9/16/13 10/1/13 Hourly (ePAR) 9/1 – 9/15 Monday, 9/16/13 10/1/13
Hourly Payroll Deadlines for Time & Labor Payroll Pay Period Final Approval Deadline Pay Date Regular Hourly 8/16 – 8/31 Tuesday, 9/3/13 9/16/13 *Supplemental 8/16 – 8/31 Tuesday, 9/10/13
9/16/13 Regular Hourly 9/1 – 9/15 Thursday, 9/19/13 10/1/13 *Supplemental 9/1 – 9/15 Tuesday, 9/24/13
10/1/13 *Supplemental payroll will be processed for late approvals. No addi2onal hourly payrolls will be processed un2l the next regular payroll date.
Salaried Payroll Deadlines for Time & Labor Payroll Pay Period Final Approval Deadline Monthly & Semi-‐Monthly 8/1 – 8/31 Friday, 9/13/13 Monthly & Semi-‐Monthly 9/1 – 9/30 Monday, 10/14/13 *Deadline is for all leave 2me to be entered for salaried employees.
QUESTIONS?
Questions and Answers