All Financial systems will be unavailable 10/13-10/15

We want to inform each of you that all financial systems will be unavailable this weekend beginning Friday, October 13, at 7 pm in order to conduct the 9.2 PeopleSoft upgrade. UIT and key functional FBS personnel have been preparing for this upgrade for several months.

Be advised that you will not be able to use any of our web applications such as Credit Card Services, ePR, UShop, Travel Systems, Management Reports and many more, while the system is down. Please refer to the official UIT post for more detail.

We plan to restore access to all applications by Monday morning, October 16, 2017.

If you have any questions, we encourage you to use our ASK US form.
Please forward this message as necessary to those in your area.

Thank you,
9.2 Upgrade Team

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New Manager of Grants & Contracts Accounting , Effective October 15, 2017

Financial & Business Services is pleased to announce that Robert Allen has assumed an additional interim role, including the responsibilities as Manager of Grants and Contracts Accounting. Rob will continue to report directly to Ken Erickson, Director of Research Management & Compliance.

Rob joined the Research Management & Compliance department on April 1, 2016 as the Manager of Cost Accounting & Analysis. Rob is also the Manager of Property Accounting. Rob is a licensed CPA and has extensive professional experience in government regulations, compliance, reporting, financial management, budgeting, cost accounting and auditing.

Rob is familiar with our research portfolio, costs and rates at the University of Utah (he manages the data preparation, review and submissions in our F & A Rate Proposals).

Dawn Atterbury is leaving the university, effective October 14, 2017, and is currently transitioning her Grants & Contracts Accounting roles to Rob. Rob is in Park 416 and his telephone number is 801-581-5635.

Rob is a graduate of the University of Utah with a Bachelor of Science degree in Accounting and holds an MBA degree as a graduate of Utah State University. Rob’s employers (prior to the University of Utah) included the Defense Contract Audit Agency, Hercules Incorporated, Dyno Nobel and TATC.

Please join Financial & Business Services in welcoming Rob as he integrates his experiences into the research mission of the University of Utah.

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Change in Leadership

Dawn Atterbury, Associate Director for Grants & Contracts Accounting, is leaving the University of Utah

Financial & Business Services announces that Dawn Atterbury has resigned her position, effective October 14, 2017, in the Research Management & Compliance group.  Dawn has accepted a position as Senior Consultant with Logistics Specialties, Inc. (LSI), providing services under the Utah Governor’s Office of Economic Development.

Dawn will be part of a Procurement Technical Assistance Center to increase Utah small business participation in government contracting.  Dawn will assist small businesses with multiple phases of Government contracting – federal, state and local.  She will also assist socioeconomically disadvantaged small businesses.

Dawn brought government contracting experiences with her when she joined our team four years ago.  Dawn will be missed.

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Issue with PDF Management Reports from EOR **RESOLVED**

This issue has been resolved. Journal Detail is now available in the PDF bundle from EOR.

It has come to the attention of Financial and Business Services that printed Management Reports obtained through the Evidence of Review application are not generating properly. We are looking into this issue and will provide an update when available. Management Reports accessed on-line are not experiencing any issues at this time.

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Work-Study Deadline 09/29/17

Work-Study funded students must be placed in their first fiscal-year job no later than 09/29/17. Departments intending to employ a work-study student for the 16/17 fiscal-year must submit their Job Referral Notice (JRN) requests no later than 09/29/17. Students without a current fiscal-year JRN by 09/29/17will lose their work-study funding and cannot be hired in the work-study program.

Payroll accounting for work-study employees must be correct by the pay period ending 09/30/17. 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 09/30/17.

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 chartfield distribution on the e-PAF 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 reports. Errors not resolved with the FWS Coordinator during 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.

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Wire Transfer Changes

Physical Addresses now required for Wire Transfers.

Wire Transfer Changes

Wire Transfer Changes

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New Changes to e-Journal Entry

General Accounting has revamped the e-Journal application process to be more user-friendly and added new and improved reference materials for new and existing users.

New Changes include:

New users seeking access to e-Journals can click on the e-Journal Home page and select the New Preparers tile (see below).  To gain access to e-Journals, read through the Quick Reference guide and complete the quiz. After completing the quiz, a link will be provided to the access form that when completed, will be automatically sent to General Accounting for setup.

Individuals with current access to the e-Journal system can go directly to their e-Journal home page via the “e-Journal Entry” link on the CIS page. Please contact General Accounting with any questions regarding the e-Journal application.

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Invoice Approvals & Fiscal Year Cut-Off

As we approach the deadline for invoice processing, please be aware that invoices exceeding $50,000 require approval by the account executive or approved alternate as defined by GFA. Invoices that are approved after the deadline will be processed and accounted for in the new year. Whether you have an invoice over $50,000 or one that you flagged as requiring approval, please review and approve those for FY2017 as soon as possible. The deadline for FY2017 invoice approvals is Tuesday, July 11th.

Ask UsPlease ASK US if you have any questions.

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Capital Equipment Inventories – Return by July 18

Any orgs that have not returned their completed FY17 Capital Equipment Inventories (over $5,000) to Property Accounting will need to do so by the year-end closing date of July 18. In order to avoid backup and promote efficiency, please return them as soon as possible. 

 

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***UPDATE***Management Reports Documents Now Available

Maintenance is now complete and documents are now available to view in Management Reports. 

When clicking on the spyglass icon in Management Reports, users receive this error: “Fatal error: Uncaught exception ‘com_exception’ with message……”.  The server that stores the documents is having unplanned necessary maintenance.  The server should be back online Monday.     

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