New in ePR… February 2018

We are pleased to announce the following enhancements to ePR:

  • Approval notification emails are now labeled with “ACTION REQUIRED.”
  • Ended Projects – Preparers are now able to submit ePR requests during the time period past the end date and prior to the closed date.
  • NUDGE and EMAIL SUMMARY are now functions available to those with Viewer role. Viewers are typically those that have Web Management Report Access.
  • We have made it more clear what request type abbreviations mean. (NR means Non-Employee Reimbursement, for example).
  • We have made minor adjustments to the EMAIL SUMMARY report to clarify “New Supplier” requests.
  • We have made changes to address some of the browser issues with “My Request” and “All Request” lists.
  • ORG and $amount of request are now available in “Find Request” lists.

Coming soon:

We will be taking “ACTION REQUIRED” off the notification to preparers sent when all workflow is complete – we recognize that this is causing some confusion.

If you have any questions, concerns or ideas for improvements, please let us know. 

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New Request Type Available: Petty Cash

We are pleased to announce the launch of the Petty Cash request type in ePR!

This will allow established petty cash custodians to submit petty cash reimbursement requests. See the Petty Cash Fund Procedures and policy 3-011: Petty Cash Funds.

The Petty Cash request type is currently live so it will be the exclusive method for submitting a petty cash reimbursement as of January 1. Receipts submitted through ePR should be retained and filed by the requesting department for three fiscal years.

There are a few special requirements for submitting a Petty Cash request in ePR, which can be found in the How-to Guide here.

This payment type will only be available to petty cash custodians.

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ePR Changes Effective December 1, 2017

Most Paper Payment Requests have been eliminated:

Effective December 1, 2017, Accounts Payable will no longer accept paper Payment Requests unless the request is for Petty Cash, Wire Transfers or Traineeships.

Development of these request types are currently underway, and they will be available in the coming months.

Expedited ePR Requests:

Also available December 1: Ability to expedite ePR requests.  If your department has the need to rush a request, the option will be active. Users can select either Same Day ($24 fee) or Next Day ($12 fee) service for expedited requests.

Expedited requests must be pending a central approval by 12pm each business day in order to be guaranteed for the expedited time frames. Preparers will need to work with all departmental approvers to rush the request through their approvals.  Once an expedited request is in our central queue, we will do what is necessary to complete the request within the required time frame.

Expedited requests will continue to be unavailable for Employee or Non-Employee Reimbursements.

ePR Training:

We appreciate all those who have participated in ePR during the pilot and implementation phases.  We have been distributing reference materials and assigning access to the system upon request during these phases.  Beginning December 1, we will be returning to a more traditional training strategy.  We ask that those needing access to ePR first review training materials and then submit a form requesting access.

If you do not have access to ePR, complete the training and form here.

Questions? Use our ASK US form.

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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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