Did you ever wish you could move from month to month in Management Reports with just one click of your mouse?  Now you can!  Arrows have been added on each side of the month, which when selected; advance the report to the next (or previous) month.  No longer do you need to select the month in the dropdown box and click on the ‘Run Report’ button.  You can still use that option if you need to jump months.  The red boxes on the screen print below show the placement of the new arrows:

If you have any questions, feel free to

The ‘Check Request’ form has been replaced with a new form entitled ‘Payment Request’. The new form serves the same purpose as the old form, however recognizes that vendor payments are made electronically as well as by traditional check. “Payment Request” better reflects the variety of payment options the University currently supports through its financial system. Another change we hope you’ll notice is in the signature area. We’ve added a certification for the person requesting reimbursement that describes what their signature means. A signature block has also been added for situations where a Vice-President is approving an exception. Both of these additions enhance internal controls over the payment process.

The new form can be found on the Financial and Business Services FORMS page or on the Accounts Payable Online Payment Request page. An overview of the Payment Request form can be viewed at http://fbs.admin.utah.edu/download/AP/PymntRqst Instr.pdf.

Financial Solutions may have found a solution for MAC users with Safari Browsers who wish to use the auto-numbered form. If you are interested in testing this solution on your machine, go directly to the Adobe TECH NOTEs web page and follow the instructions.

Please feel free to contact Accounts Payable at AP@ADMIN.UTAH.EDU or ASK US if you have any comments, questions, or recommendations that you would like to share.

Each department should ensure the appropriate level of effort of Key Personnel on projects. Key Personnel include all Principal Investigators and others specifically listed on the awarding document. Recently the auditors of grants and contracts have been concerned that Key Personnel have not been charged as budgeted on federal awards. Normally a person’s home department has the knowledge of the amount of estimated, accumulated, and reported effort for each Key Person.

Please take the time to review the percent of effort budgeted for Key Personnel on federal awards. Key Personnel must provide effort at the level budgeted. If there is a reduction of effort for Key Personnel greater than 25% of the budgeted amount, it is necessary to obtain the appropriate approval from the awarding agency.

In regards to the management reports, it is important that the reports are reviewed promptly upon receipt and retained in the department. Do not return reviewed reports to the accounting department. It is the responsibility of each responsible person to review his/her monthly Management Reports. Your review (or that of your designee) MUST be documented on the first page of each Activity or Project.

If you have questions, please contact the representative in Grants and Contracts Accounting responsible for your project.

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.

Travel Services is excited to announce the release of 8 new training modules for review in preparation of system improvements to be implemented October 26, 2009.

We recommend review of these modules prior to implementation, but these modules are available anytime for your convenience.

Please share this email with any Accountants, Business Officers, Supervisors or Travelers as appropriate.

Please make time to review these modules prior to October 26th. Once you have had an opportunity to review them, we will be happy to answer any questions you may still have. We will be contacting those who have not taken the quiz by the end of the week.

• Travel Agency Training: (1 Module) [30 minutes]
• Travel Accounting: 7 Modules: (7 Modules)
  • 1 of 7 Register Trip [10 minutes]
  • 2 of 7 Hotel Payment [10 minutes]
  • 3 of 7 Conference Prepayment [10 minutes]
  • 4 of 7 Cash Advance [7 minutes]
  • 5 of 7 Early Reimbursement [7 minutes]
  • 6 of 7 Final Reimbursement [20 minutes]
  • 7 of 7 Trip Info [5 minutes]
• Total time: [1 hour 39 minutes]

You can connect to all Modules from our home page (see below):

Click here for Online Quiz Self-Enrollment Instructions.

Send us your comments/ideas about these training Modules.

if you have any questions.

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.

Accounts 61400 - 61419, previously titled “Equip-Insurable $1,000-$4,999″, has been changed to “Equip-Non Capitl $1,000-$4,999″.

 if you have any questions.

Important information regarding the American Recovery and Reinvestment Act and its implications for the University of Utah can be found here.  All University reporting required by the Act will be done centrally by either the Budget Office or Grants and Contracts Accounting.  Departments are not to register with the CCR (a federal database), obtain a DUNS number, register with FederalReporting.gov, or otherwise provide ARRA-related information outside the University.  At this point, we anticipate obtaining all needed information through existing systems and resources.  If those requirements change, we may request information from departments or principal investigators directly.  However, at this point in time, we do not have the need to do so.  If you have questions regarding the requirements or the impact on your department or faculty, please contact the Controller. 

Thank you and if you have questions, please let me know.  Please distribute this message to whomever you feel is appropriate.

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Please review the attached guidelines and approved process pertaining to overpayments and subsequent collection procedures.  If you have any questions regarding the guidelines, please contact the Payroll office at 801-581-7873.

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Effective October 1, 2009, the Limited Purchase Check (LPC) program will be restricted to payments to human subjects.  After this date, LPC’s cannot be used for anything other than human subjects payments.  Please follow this link for more information on this change.  For questions on implementing this change or for guidance on alternative procurement methods, please contact Accounts Payable

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