1. Business Service Center
UNT Health Science Center Partner Meeting
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 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.

4. 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.

5. 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.

6. 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.

7. Inbound Freight Savings with
How
you
save
on
your
inbound
shipping
costs
Presented
by:
Debbie Reynolds
Exec. Director of Procurement Services

8. • 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

9. • 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

10. Will we really save money on shipping?
Let’s look at an example…
Procurement Services

11. 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

12. 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

13. 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.

14. Save with vendors like these
And many more!
Procurement Services

15. Many other institutions are already fighting back
to save significantly on freight!
Procurement Services

16. 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.

17. 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.

18. Corporate Travel Planners Login
Go
to
www.concursolu2ons.com
In
the
User
Name
field,
type
(your
EUID)@unt.edu
Password
is:
welcome
(no
caps)

19. 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.

20. 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.

21. Reminders

22. Fiscal Year End
• Remember
to
review
your
outstanding
requisi2ons…

23. Remember to Budget Check to Release Funds
You
do
not
want
to
see
this:

24. • 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

25. PAYROLL
UPDATES

26. 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.

27. 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.

28. 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

29. 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.

30. 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.

31. QUESTIONS?

32. Questions and Answers