In a previous news post, Are you ready for Paperless Payroll Advices and EBT Reports?, we announced the EBT reports would be available online only beginning with the November 15th Pay Period. In fact, the October 15th Pay Period will be the last period with paper EBT Report distribution, scheduled to be delivered this week. Beginning with the October 31st Pay Period, the EBT Reports will only be available online.

This is a reminder that the last payroll advices will be printed on October 22, 2009.  Human Resources will stop printing these advices for the November 6, 2009 payroll processing.  Pay Advices can be viewed on the Campus Information System (CIS) by navigating to the Payroll, Taxes and Salary link found in the My Human Resources/Payroll pagelet.

In addition, Payroll Earnings, Benefits, and Taxes (EBT) Reports will only be available online beginning with the November 15^th Pay Period reports. The online reports are already accessible from the Financial and Human Resources Information Library (FIL/HRIL) in CIS. Those who have not received FIL/HRIL training may sign up for the class here. With online reporting, users must now be pre-authorized to view EBT data. Many of you likely already have the appropriate security authorization, but some of you may not. You should secure the appropriate security access in preparation for this deadline and in advance of attending FIL/HRIL training. 

To verify your access you may log onto the CIS and navigate to either the Human Resources Information Library link found in the Human Resource Management pagelet or the Financial Information Library link found in the Financial & Business Services pagelet. Go to the EBT REPORTS (soon to be renamed PAYROLL REPTS) folder and attempt to run the report(s) you need. The reports currently available are: 

• EBT by Activity
• EBT by Emplid (Home Dept security driven)
• EBT by Home Dept
• EBT by Project 

Several more Payroll Reports will be coming online soon, watch for news announcing additional offerings in the coming weeks. 

You do not have appropriate security access to view EBT’s online if: 

• you get a Security Authorization error when you try to open the Information Library application, or
• you do not see the EBT FOLDER or the report you need within the folder, or
• you see the EBT Report you need, but get an error when you attempt to enter in your department or chartfield # 

If you determine you need to gain security authorization and you need to see… 

• EBT’s by Home Department (similar to the current “peach” paper report) or Reporting Department, you’ll need to request the “HRIL Payroll Reporter” role for the Departments you need to see using the PAN/HRIL/FYSC Online Security Authorization Form. To understand how to request the appropriate security, please contact your HR Service Team. 
• EBT’s by Activity (the “blue” paper report), Project (the “pink” paper report), or BU 02/03 Financial Org, use the Payroll Web Earnings, Benefits, & Taxes Reports Security Authorization form. Various levels of access can be requested. To understand how to request the appropriate security, please refer to the Financial Security Overview and Instructions before completing the form. 

If you have any questions, feel free to.

We are pleased to announce two additions to the suite of Payroll Earning, Benefit and Tax (EBT) reports in the Financial and Human Resources Information Library (FIL/HRIL):

• EBT by Activity - similar to the hardcopy blue EBT’s mailed each pay period
• EBT by Project - similar to the hardcopy pink EBT’s mailed each pay period

EBT’s in FIL/HRIL offer many enhancements over the hardcopy and WEB Management Report EBT’s, including:

• ability to pull both current and historical EBT data–you get to specify the range of pay periods to include
• ability to pull detailed information (specific types of earnings, benefits and taxes) or summary data–it’s your choice
• ability to summarize payroll amounts across multiple pay periods at once, or see detail by pay period
• ability to view payroll amounts per complete funding chartfield string, or summarize amounts at the Activity, Project or BU 02/03 Org level (omitting the funding account detail)
• ability to download to Excel

Look for these two new offerings in the Information Library EBT REPORTS folder using the Financial Information Library or Human Resources Information Library link on the Campus Information System.

In support of the recent Human Resources announcement that the hardcopy EBT’s will no longer be distributed beginning November 2009 (see a copy of the memo below), we want to hear if we’ve hit or missed your EBT reporting needs. 

Please(or tell us) what you think!

HR Memo

DATE:          August 31, 2009 TO: Deans, Directors, and Department Chairs 

FROM:         Joan Gines, Interim Vice President, Division of Human Resources 

SUBJECT:  Payroll Reports and Paycheck Advices  

As a result of budget initiatives and in alignment with the University of Utah’s commitment to green initiatives, Human Resources is moving toward suppression of paper reports and advice statements that are available in an online version.  We seek your participation and support in achieving the goals of the University to lessen our environmental impact and to operate within the reduced budget constraints. 

The Payroll Earnings, Benefits, and Taxes Reports are now available through the Human Resources Information Library (HRIL) and the printing of these reports will discontinue in November 2009.  Human Resources will train those unfamiliar with HRIL over the next two months to ensure they are ready to make the online conversion. 

Also, several thousand employees continue to receive a paper copy of their paycheck information.  At this time we are working toward full suppression of these statements.  We will stop printing these advices by the November 6, 2009 payroll processing.  The Human Resources and Administrative Computing Services team have made enhancements to the online view to include all of the information currently on the pay advice statement.  This information can be saved and payroll history can also be viewed.  There are many advantages to the employee viewing their information online, including the security provided and the availability of access 24/7. 

Thank you for your help in supporting Human Resources, the University of Utah, and our environment.

We are pleased to announce that the WEB Management Reports have been enhanced. You can now view historical encumbrance amounts for prior accounting periods. Previously, you could only see the encumbrance amounts for the open (current) accounting period. Note that this historical information is only available for periods back to and including July 2008.

Please contact your friendly cognizant accountant with any questions or concerns or if you prefer,

***Going GREEN***  Employees can elect to only receive their W-2 electronically!!

The University of Utah has just made it possible for employees to elect to only receive the W-2 Wage and Tax Statement electronically.  This has several advantages:

• Employees will be able to access the W-2 a couple of days earlier, because they will not have to wait for it be delivered in the mail.
• Employee’s sensitive personal information will not be sent through the mail.
• Green – natural resources are saved by not printing and mailing W-2 forms.
• Budget Savings – In these tight budgetary times, this will have a positive impact on the budget of the University.

Please encourage employees to sign up to take advantage of this opportunity.  To sign up:

1. Signon to the CIS and click the Employee tab (if it is not your default tab).
2. Click Payroll, Taxes and Salary.
3. Click Paperless W2 and you will have the option to select to receive your W-2 electronically.

If you have any questions,  

The criteria frame at the top of each Activity/Project Management Report has been enhanced to allow users to switch between an Activity and a Project without returning to the Main Criteria Page.

As always, if you have any questions,

The Direct Deposit (ACH) payment option has been available to University employees since 2005. We recently simplified the rules for authorizing this electronic payment method and revised the form for employee sign up. Employees interested in accelerating their travel and expense reimbursements can now sign up for Direct Deposit by using their Payroll Direct Deposit account information without having to provide a blank check, deposit form or bank statement as proof of ownership. The details and authorization form can be found on the Accounts Payable Direct Deposit web page.  If you have any questions,

Financial & Business services values communication.   We have created a webpage which explains all the different ways to communicate with and receive communication from us.  We value reaching out to each of you with whom we conduct our business.  We have developed methods of communication using the technology available to us, and want you to use whichever methods are best for you to create a dynamic and useful dialog between FBS and our campus customers. 

The new webpage has a link up in the Gold bar between CIS and FORMS, so it will be easy to find.  Check it out.  As always, if you have any questions,   

Consider the following questions:

• I wonder if the Accounting Statements have been mailed?  <answer>
• Has the Payroll Journal has been posted to the General Ledger?  <answer>
• When are the Personal Activity Reports (PAR’s) due back?  <answer>
• When was the last time the F & A was posted to the General Ledger?  <answer> 

The answers are just a few clicks away!

$Y$-EVENT$ is a single link where you can find out when the most common Financial System Events occurred.

If you have questions/suggestions, please leave a comment below or Ask Us.

As a part of the American Recovery and Reinvestment Act of 2009, the Internal Revenue Service has provided new wage withholding tables. Beginning with the pay period ending 3/15/09, the University will apply the new tables to employees’ income tax withholding calculations. The new tables will increase take-home pay for most employees, but higher income employees may not see a difference.

If you have any questions, please Ask Us or contact Tax Services at 801-581-3428.