Additional Request Types Available to all ePR Users

The ePR Pilot Phase is officially over!  Everyone who has access to Employee and Non-Employee Reimbursements now has access to TEN other request types.

Our efforts to expand ePR is part of our overall objective to eliminate paper Payment Requests.

NOTE: The paper PR form will be eliminated by December 1, 2017.

The only transactions that cannot be completed using ePR at this time are Wire Transfers and Petty Cash requests, and we are currently developing these solutions.

What do you need to do?

Please use ePR to submit ALL other PR requests.  We are looking forward to your feedback as you use ePR!

ePR Resources:

  1. Since there are several ePR request types, USE THIS GUIDE to decide which type you will use: http://fbs.admin.utah.edu/download/ePR/epr-roadmap.pdf
  2. Within the ePR application, the “tips” link will provide other training materials, guides, etc.
  3. Quick Start Preparer Guide (Most AP Request Types):  http://fbs.admin.utah.edu/download/ePR/epr-general-payment-request.pdf
  4. Quick Start Preparer Guide (Employee Reimbursement):  http://fbs.admin.utah.edu/download/ePR/epr-howto-preparer.pdf

How do you find and use ePR?

ePR is found in CIS – there is a tile with an ePR icon on the Financial and Business Services page.

Who do I contact with questions and feedback?

Please use our ePR Question/Feedback form , or­ you may also use our ASK US form with any processing questions.

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Thank You for your Suggestions! New ePR Version

We appreciate the feedback that we have received from our ePR users, and have incorporated the following enhancements to the ePR system:

  • Approvers can now see and review secure attachments.
  • Request Type and Sub-Types (Purposes) are now listed in alphabetic order for user convenience.
  • More user suggestions will be part of future releases.

We are now in the implementation stage of the 12 Request Types in ePR, refer to the full list below.  If you are ready to use ePR for all these payment types, submit the “Give me more ePR Access” form.

Keep providing your ePR feedback!

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New ePR Guides: Find a Vendor & Format Invoice Numbers

We have heard from many of our ePR users, and we love and appreciate the feedback!

Use ePR for all your Payment Requests!

Do you have all 12 Payment Types in your access? If not, submit the Give Me More Access to ePR form and ditch the paper PRs!

2 New ePR Guides:

We hope these two new guides will help ePR users save time and submit accurate ePR requests:

Don’t forget that other helpful tips are found from within the application using the TIPS link.

Please refer to the following page for other guides and information:

ePR Training

Continue to Share Your ePR feedback!

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Are You Ready? (To use ePR for more Request Types)

The Paper Payment Request will no longer be accepted for processing by Accounts Payable beginning December 1, 2017, and will be replaced by ePR.

If you currently:

  1. Have access to the Employee Reimbursements and the Non-employee Reimbursements, and
  2. Would like to request early access to the 10 additional Request Types aside from Employee and Nonemployee Reimbursements…

Please submit a “Give Me More ePR Access” Form, here.

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Requests left in “Preparing” State will be “Cancelled”

Attention: ePR Preparers
Effective immediately, ePR requests left in PREPARING state for longer than 60 days will be CANCELLED.

We do this to be certain that those that are submitted into workflow will be approved according the most recent Approval Rules.

Please submit your ePR requests in a timely manner – we may need to change this policy as we respond to a higher volume of ePR requests.

Preparers should retain:

  • Digital copies of attachments at least until the request has been PAID.
  • Physical copies of ePR documentation should be retained in the originating office for 3 closed fiscal years, plus the current year. (between 3 – 4 fiscal years)

Questions? Please submit using our ASK US form.

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Year-end requirements for ePR Reimbursements

Travel & Reimbursement Services will process, with June 2017 dates, any ePR employee reimbursement request which meets ALL of the following requirements:

  • Receipts have an old year (fiscal year 2017) date
  • Request is complete and contains all required information and attachments
  • All approvals (excluding final Reimbursement Services approval) are complete by 5:00 PM on July 11, 2017
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Guideline Effective May 1: Approvals necessary for Sales Tax and Business Meal Reimbursement

ePR better allows us to monitor submissions related to:

  • Reimbursement of Business Meals – see Policy 3-031
  • Reimbursement of Utah Sales Tax in situations where a more preferred procurement method should have been used by the employee – see Rule 3-010A

Jeff West, Associate Vice President has published a memo meant to clarify the approvals necessary for these types of reimbursements, and beginning May 1, we will return ePR submissions to the Preparer to correct the approvals.

New: Departmental Deans may now delegate their authority related to approving Sales Tax reimbursement.

Clarification – Meal and food reimbursements:

  • Business Meals where employees host vendors, contractors, recruits, etc. require approval from VP, Dean, or Director.
  • Other food or meal reimbursements typically do not require additional approvals beyond GFA approvals.

Reminder: Expense and reimbursement reporting of meal and food purchases requires:

  • Clearly stated business purpose
  • List of those in attendance for 10 or fewer individuals, or a description of the group and approximate number of participants if over 10 individuals.

Please circulate this information to the necessary people within your area.

Memo: Guideline for approvals necessary for Business Meal and Sales Tax Reimbursements

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Quick ePR Tips & Paper PR Deadline

The deadline for paper Payment Requests for Non-Travel Employee Reimbursements is tomorrow, March 31. Beginning Monday, April 3, employees will be required to use the ePR system for non-travel reimbursements. NOTE: this deadline is for non-travel Employee Reimbursements ONLY.  Deadlines for other payment types will follow over the next few months.

If you need access to ePR, please complete the required training process.

This system has been developed specifically for the University of Utah, and will continue to grow as we continue to eliminate paper Payment Requests. User feedback is an important piece in the development, and we encourage users to continue to tell us how ePR is working. Below are some quick tips for using ePR based on user feedback:

•  The Payee is required to approve the request before it can move any further. The Payee is notified by email, which will contain a link to approve. Make sure your preferred email address is current in CIS to avoid any problems, as this is the email address ePR uses for notifications. For new users, these messages could end up in your Junk folder – so be sure to check and make the necessary changes to email settings.

•  You can choose which GFA approvers will receive the email notifications while it moves through workflow. This is done by adding an approver and selecting the “GFA Email Override” option from the Approval Type list. Once this is done, only the selected approvers will receive the notifications in their email.

•  In the Approval Sequence, A/P Pre-Approval happens in central administration. This step is where we audit the reimbursement to University policy and will notify the requestor of any errors or missing items.  A/P Final Review happens in central administration after everyone has approved the reimbursement.  After all workflow steps are complete, the request cannot be changed.

•  Clicking on Functions ->Validate, will show you what is missing and/or required before submission.

•  When entering information in the AD Shortcut, avoid using the tab button – the system is designed for key ahead look-up, and tabbing in and out of this field disables the look-up functionality.

•  Due to the University’s security policy, dual authentication is required to for logging into ePR. Some users have reported that their processes “freeze” or stop loading after having the window open for a certain amount of time. If this happens, please click Home and see if you need to re-login to complete the process.  ePR is saving your progress each time the “next” button is selected.

ePR Homepage.

 

 

 

 

 

 

 

 

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ePR Notification URL Errors

All approval notification emails currently being generated by ePR are resulting in the following error.  Approvers should select “My Worklist” to review all requests currently pending their approval.  We are working to correct this notification issue.

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Web Management Report Now Links Directly to ePR

All completed payments made using ePR are now linked directly in your Web Management Report!  

Simply click on the ePR image in your Management Report to access the full transaction record in ePR.

NOTE: Only those with the appropriate Web Management Report or Preparer access will be able to view the full ePR record.

This notice has been sent to all active ePR users. We will be posting helpful information to this blog as we expand the use of ePR.

REMINDER: Beginning April 3, 2017, we will require all non-Travel Employee Reimbursements to be submitted using ePR.

Coming Soon: More payment types to help eliminate the paper Payment Request form.

Ask UsPlease ASK US if you have any questions.

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