A new WEB Server now hosts the University Financial Applications (Management Reports, Chartfield Lookups, etc.). This change should be transparent to the End-User.

Please contact someone in Financial and Business Services immediately if you experience any problems. 

Financial and Business Services is excited to announce the addition of the “Payment Card Acceptance/eCommerce” pages to its Web Presence.  You can view the new content at http://fbs.admin.utah.edu/index.php/payment_card.  This additional information will be helpful for departments across the University,  as they engage in business transactions using either Payment Cards or eCommerce.

We are pleased to announce the launch of two new queries in the Financial and Human Resources Information Library, under a new PROCURE/PAYMENT category:

• PO’s not Vouchered by Org - Lists Purchase Orders where no PO vouchers have been created.
• Unpaid PO Vouchers by Org - Lists Purchase Order vouchers that have not been paid.

These queries are available to users with Management Report Security at the OrgID level or above. You can access the Information Library from either the Financial Information Library or Human Resources Information Library link on the Campus Information System. Check out the query details from the “Description” tab.

Two new FORMS pages have been added to the FBS web presence.  This will enable visitors to have access to all the FBS forms in one place.  The forms are sorted alphabetically and by department.  A FORMS link on the top row of the FBS website has been added.  This will make it easy to find the form you need especially if you are not sure which department to look in for that form.  This is similar to the FORMS pages in the FBS pagelet in CIS.  On September 15, 2008, the FORMS links on the FBS pagelet will be changed to direct users to the new FBS FORMS pages.

Work Study Deadline 09/30/08

Payroll accounting for potential Work Study employees MUST be correct by the pay period ending 09/30/08.  If the payroll accounting is not correct, the student may lose their Work Study funding and the employer will not be able to hire the student as a Work Study employee after 09/30/08.

Please review your records for the following:

1) You must have a current JRN.  The JRN authorizes the student to work for a specific department for a specified period of time.  The JRN also indicates the authorized account number that must be used in order to utilize Work Study funding.

2) The employee’s chartfield distribution (submitted via e-PAF or PAN Distribution) must include the Org ID and account number that is authorized on the JRN.

3) Please be aware that wages charged to any ORG ID and/or account number other than those authorized on the JRN, are an indication that the student is not set up as a Work Study employee.  Carefully review your Payroll Earnings, Benefits, and Taxes reports.  Errors not corrected within the subsequent pay period may cause the student to lose their Work Study funding.

If you have any questions regarding this notice or about a student’s Work Study status, please contact the FWS coordinator at faws@sa.utah.edu.

Budget Amounts Listed on Management Reports 

In connection with the implementation of the VISION budget system, budget amounts on monthly Management Reports may reflect budgeted amounts through the current month as opposed to an annual amount. This is a change from prior year reports where an annual budget amount was listed for all Activities.

Budget amounts for Activities in Funds other than 1001 will show a budgeted amount equal to the amount budgeted through the current month (fiscal year-to-date). If you submitted monthly budget amounts through the VISION system this will reflect the amount you budgeted for each month. If you submitted an annual budget amount then the monthly budget amount will be calculated by dividing the annual amount by 12.

For all Activities in Fund 1001, the budget amount shown on the Management Reports will be an annual amount.

Related to this change is the introduction of a new “Monthly Variance Report” which is available as one of the report options if you are using the online Management Reports. This report will show the budget amount and revenue/expense for the current month, the fiscal year-to-date, and the total budget amount for the entire year. This report can be a valuable tool to assist you in tracking your revenue and expenses compared to your budgeted amounts throughout the year.

If you have questions regarding the budget amount printed on your monthly Management Reports please contact the Budget Office. (Sandy Hughes, 581-6455 or Mark Winter, 585-3982).

You’re now just a click (or two) away from knowing who can initiate and approve ePAF’s in your department. A new query is available in the Financial & Human Resources Information Library that lists employees with access and their specific ePAF roles (dept head, proxy, alternate, initiator) per department. Payroll Reporters and others with HRIL Reporter or HRIL Manager security can access the HR ePAF role by DeptID report from the SECURITY folder, and are encouraged to run it periodically to review/monitor individuals’ ePAF security authorization.

To access the query, log on to the Campus Information System, go to the Employee tab, locate the Human Resources Management pagelet and select the Human Resources Information Library link. Expand the SECURITY folder and click on the HR ePAF role by DeptID query title. You may contact your Service Team if you have any questions.

Documents in Management Reports are now being displayed in PDF format.  The PDF images are clearer and easier to read. 

A new added feature is the ability to view documents where there are duplicates.  If a duplicate exists, more than one link will be available at the top of the page.  Just click on the other links to view the duplicates.

Have you ever wished you could get all of your department’s employee payroll distributions into an Excel spreadsheet? A new feature is now available in D-Jobs that lets you do just that. Check it out! From D-Jobs, select the Show Distributions button then choose the To Excel (Distributions) button. This may be a great way to help you do a final review of your new year payroll distribution assignments to be sure your employees will be paid out of the correct funding source this upcoming first pay period of the new fiscal year.

The error causing the Print PAN(s) function in D-Jobs to fail has been resolved and users can once again select multiple PAN’s to print at a time. This feature is available for current PAN data. To print multiple PAN’s at once, select the checkbox to the left of each employee in D-Jobs you would like printed, then click the “Show Selected” button. When the select group appears on the page, you’ll find the “Print PAN(s)” option near the top of the page.