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.

HR is pleased to announce the Employee EBT by Emplid and Employee EBT by Home Dept queries have been re-published to the HR Information Library (read about their removal in the news archives). The issues prompting their removal have been addressed and the queries now return complete employer paid Earnings, Benefit and Tax detail.

The EBT queries are available to Payroll Reporters and others with HRIL Reporter or Manager security and may be accessed via the Financial Information Library or Human Resources Information Library link on the Campus Information System.

Check them out and just Ask Us if you have any questions or feedback.

As reported in an earlier news post, the Financial Web Apps (located in the FBS pagelet and FBS Admin pagelet) in the Campus Information System have moved to a different WEB Server.

As of today, March 13, 2009, ALL OLD Bookmarks  for  all U of U Web Applications (urls begin with www.acs.utah.edu/prod/financials, www.acs.utah.edu/prod/bin, and www.acs.utah.edu/prod/hrbin) will not work! 

Since these applications are all located inside the CIS, it is always best to select the desired application from the appropriate CIS menu. 

Ask Us if you have any questions.

After hearing from several of you, we have added more filtering options to most of the Financial Information Library (FIL) queries. New prompts give users the option to run an Activity or Project report for just a single Account Executive or PI, a single Activity or Project, or to include future Projects (where applicable). 

Check them out to see for yourself! Share your comments (below) or send us your feedback directly.

You gave us your feedback and we listened…now the Financial and Human Resources Information Library (FIL/HRIL) WEB application is getting easier to use!

New enhancements include:

• ability to enter a date in a variety of formats (i.e. 1/1/08, 01-01-2008, 010108, 1.1.08 and more)
• ability to expand/collapse complete list of queries
• links to report details right where you need them–on the query inputs and results page
• ability to run a report multiple times with different inputs from a single web page

Log in and click around to see what’s new. If you don’t use the Information Library to run your financial and personnel reports, now is the time to finally check it out! Authorized users can access the Information Library from either the Financial Information Library or Human Resources Information Library link on the Campus Information System.

We’d love to hear your thoughts…use our Ask Us form to share what you think of the facelift (it doesn’t have to be a question).

A new page has been added to the FBS Web presence that will allow users to know of any issues with FBS Web Applications.  If known, issues are listed on the new page. If you are experiencing any issue not listed, a link exists on the page to report the issues to FBS.  The link to the new page is a picture of a lifesaver (below). This lifesaver has been strategically placed in various places in the FBS Web presence as well as the FBS pagelet in CIS.

A flaw has been found with two EBT queries in the HR Information Library (HRIL), resulting in their removal from the library: EBT by Employee and EBT by Home Dept. We discovered an issue where some transactions were not returned, especially payroll reallocations. We anticipate the fix to this issue being in place by Spring, 2009.

If you have any concerns or questions about how to meet your EBT information needs without the availability of these reports, you may contact Kirt Hunter in HRIS at kirt.hunter@utah.edu or 587-9024.

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.