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A team meeting august 23, 2013
- 1. Business Service Center A-Team August 23, 2013
- 2. 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
- 3. Questions, ePAR Update • Warning message about a future dated row is just a reminder for you – it does not prevent you from completing the ePAR. • Question: I tried to do an ePAR for an hourly 1705 and it required a Career Center req#. That used to not be required for 1705’s. What am I supposed to do? • Donna Asher said that is a recent change requested by Career Center. The nomenclature has also changed to Eaglenet Job ID#. She suggested that they contact Beverly Wilkes in the Career Center. She will send you a form to return to her and she’ll send you a Job ID#. • Donna Shell noted that we are working on a change for hourly hires in ePAR. The supervisor will not automatically populate on hourlies. Students often have jobs in other departments or move to another department, and there were instances where the new department did not update Supervisor on the new ePAR and it cause issues for time reporting, etc. We will change that Rield to not automatically populate with a supervisor anymore.
- 4. Questions, continued • Question re whether it’s been discussed that we could have the option to Cancel a submitted ePAR like when there’s an error and we want to pull it back before the approver sees it, etc. and just redo it. • Donna Asher said that is on the list to consider. They are looking at adding that feature. • Donna Shell also said that we are looking at how to modify the workRlows for employee changes for positions funded on multiple deptids or projids. If you are making a change to only one funding source for a position, there is no value in that ePAR going to all the other deptid holders in the workRlow if they have nothing to actually approve (plus it could get held up in another department). • Question – we have been told that employees are going to enter their own time in the near future. Is that true? • Yes, but we aren’t there yet. When that time comes, we will have focus groups to get your feedback. We are looking at automating the entire process to replace the UPO 15, 24 and 25
- 5. Inbound Freight Savings with How you save on your inbound shipping costs Presented by: Debbie Reynolds Exec. Director of Procurement Services
- 6. • 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
- 7. • 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
- 8. Will we really save money on shipping? Let’s look at an example… Procurement Services
- 9. 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
- 10. 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
- 11. 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.
- 12. Save with vendors like these And many more! Procurement Services
- 13. Many other institutions are already fighting back to save significantly on freight! Procurement Services
- 14. Questions, Vantage Point Logistics • Question – will we get a receipt from VPL if they handle the shipping on a PCard purchase so that we have that for our PCard reconciliation? • You should get a receipt. If you do not, contact Debbie Reynolds. • VPL will not ship assets (those items that are controlled/get tagged and placed on your inventory). • Question – will there be a delay between the shipping and purchasing transactions posting? • There shouldn’t be, but this is a new process. We will see how it works and appreciate your feedback.
- 15. 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.
- 16. Corporate Travel Planners Login Go to www.concursolu2ons.com In the User Name field, type (your EUID)@unt.edu Password is: welcome (no caps)
- 17. 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.
- 18. 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.
- 19. Questions, Corporate Travel Planners • Question – is CTP open to all of the campus? • It is still in soft launch but if you call the BSC at x5500 and ask for the Travel team they will get you set up. • Question – I purchased two tickets in July and they said they would show up in the next credit card cycle, which has already posted – but it hasn’t. I need those two tickets to go through on FY13 funds. • Susan Sims assured her that she had just approved that one and it will be on FY13. Debbie mentioned that we have until September 3rd for FY13 travel to be Rinalized. • Debbie mentioned that we are working on automated the deptid holder to show up as approver on all transactions but right now it is set to populate with your actual supervisor so you need to change that to your deptid holder if the deptid holder is not your supervisor. • Question – can you limit it to only certain deptid numbers? • Right now we can’t – we don’t own the software but if we do end up being able to purchase that software we will be able to do many more customizations. Right now we are paying for a service but we don’t own the system. • Question – can you insert other (additional) approvers? • It is limited to one – we are just concerned with the budget aspect (that you have the funds) so that’s why the approver is the deptid holder.
- 20. Reminders
- 21. Fiscal Year End • Remember to review your outstanding requisi2ons…
- 22. Remember to Budget Check to Release Funds You do not want to see this:
- 23. • 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
- 24. PAYROLL UPDATES
- 25. 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.
- 26. 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.
- 27. 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
- 28. 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.
- 29. 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.
- 30. Questions, Payroll Update • Question – by what time do we have to have the hourly time approved for FY13? • 5:00 PM • When do we have to have it entered so that it can be approved then? • Before 11:00 AM on the day of the deadline (Time Admin runs at 11:00 AM)
- 31. QUESTIONS?