Management Reports System Upgrade – View Documents

Posted July 13, 2023 in Financial Reporting and Accounting, Financial Services and tagged , , , .

A system upgrade has caused some issues with the spyglass functionality in Management Reports. Users may find they receive the following message when trying to view a document.

OnBses

 

We are working to address this immediately, but in the meantime, ePR documents can be accessed directly in the ePR system. UShop documents can be accessed directly in UShop. Please use the search functionality available in both systems to locate documents. Items and documents from all systems will be available via the spyglass link in Management Reports as soon as the fix has been deployed. If you need our assistance accessing a document, please reach out to fis@utah.edu. We apologize for any inconvenience this has caused. Please reach out to Financial Services Technology Support (FSTS) with any questions.

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Accounting Month Closed for May 2023-You may now review your Management Reports in EOR

Posted June 12, 2023 in Financial Reporting and Accounting, Financial Services, Grants and Contracts Accounting and tagged , , .

The most recent accounting month is now closed. Your Management Reports are complete and ready for your review. For most departments/units, review and approval should follow the steps outlined in this memo. Some departments/units have alternate procedures in place to accomplish review and approval. Check with your unit’s accountant and/or the liaison listed at the bottom of your Management Report if you have questions about review and approval.

To proceed, please check both your PROJECTS and ACTIVITIES.

TO MAKE CHANGES, correct errors, etc.: Contact your departmental administrator as soon as possible (e.g. to prevent delay in posting your changes, please do not wait for the PAR forms).

MARK the Projects/Activities you have reviewed. (This does not necessarily indicate the transactions are correct, only that you reviewed them). There are only two approved methods to indicate Evidence of Review, and both are completed using the EOR web application

  1. Select reviewed activities/projects, and click button “Mark Reviewed,”
  2. Select reviewed activities/projects, and click button “Indicate Review PDF.”

Either action leaves a data indicator that review is complete. Signed review PDFs should be retained in your files for as long as you retain other Management Report documentation.

A new Guideline has been published to offer clarification to Policy 3-003: Authorizations and Approvals Required for Financial Transactions.

This Guideline is meant to improve internal controls across campus as it outlines:

  1. Account Executives (AEs) and PIs remain primarily responsible for monthly review of their Management Report and submission of EOR (Evidence of Review) – even if they have chosen to delegate this authority.
  2. This responsibility cannot be delegated to an individual who also has the authority to initiate financial transactions.
  3. GFA (Granting Financial Authority) is an application found on CIS that has been recently enhanced to allow AEs and PIs to make separate delegations for financial transaction approval and Management Report Review. (Follow these instructions to delegate authority)

Review and approval of these monthly reports is a key element in the University’s system of internal controls, and is further explained in University Policy 3-003, Authorizations and Approvals Required for Financial Transactions. – See Section III.F.

Please help us by providing feedback by clicking here.

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May 2023 BPAG Minutes Are Available

Posted May 15, 2023 in Communication, Training, and Outreach, Financial Services, Procurement and Supply Management, UShop and tagged , , , , , .

The BPAG minutes from the May 12, 2023 BPAG meeting are now available on the Financial Services Technology Support website.

May 2023 Meeting Minutes

  • Communication, Training & Outreach Updates
  • Proposed New Small Service Agreement
  • Searching and Reporting in UShop
  • Year End Deadlines

To learn more about BPAG, click here.

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Accounting Month Closed for April 2023-You may now review your Management Reports in EOR

Posted May 10, 2023 in Financial Reporting and Accounting, Financial Services, Financial Services Technical Support, Grants and Contracts Accounting and tagged , , .

The most recent accounting month is now closed. Your Management Reports are complete and ready for your review. For most departments/units, review and approval should follow the steps outlined in this memo. Some departments/units have alternate procedures in place to accomplish review and approval. Check with your unit’s accountant and/or the liaison listed at the bottom of your Management Report if you have questions about review and approval.

To proceed, please check both your PROJECTS and ACTIVITIES.

TO MAKE CHANGES, correct errors, etc.: Contact your departmental administrator as soon as possible (e.g. to prevent delay in posting your changes, please do not wait for the PAR forms).

MARK the Projects/Activities you have reviewed. (This does not necessarily indicate the transactions are correct, only that you reviewed them). There are only two approved methods to indicate Evidence of Review, and both are completed using the EOR web application

  1. Select reviewed activities/projects, and click button “Mark Reviewed,”
  2. Select reviewed activities/projects, and click button “Indicate Review PDF.”

Either action leaves a data indicator that review is complete. Signed review PDFs should be retained in your files for as long as you retain other Management Report documentation.

A new Guideline has been published to offer clarification to Policy 3-003: Authorizations and Approvals Required for Financial Transactions.

This Guideline is meant to improve internal controls across campus as it outlines:

  1. Account Executives (AEs) and PIs remain primarily responsible for monthly review of their Management Report and submission of EOR (Evidence of Review) – even if they have chosen to delegate this authority.
  2. This responsibility cannot be delegated to an individual who also has the authority to initiate financial transactions.
  3. GFA (Granting Financial Authority) is an application found on CIS that has been recently enhanced to allow AEs and PIs to make separate delegations for financial transaction approval and Management Report Review. (Follow these instructions to delegate authority)

Review and approval of these monthly reports is a key element in the University’s system of internal controls, and is further explained in University Policy 3-003, Authorizations and Approvals Required for Financial Transactions. – See Section III.F.

Please help us by providing feedback by clicking here.

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Accounting Month Closed for March 2023-You may now review your Management Reports in EOR

Posted April 12, 2023 in Financial Reporting and Accounting, Financial Services, Financial Services Technical Support, Grants and Contracts Accounting and tagged , , .

The most recent accounting month is now closed. Your Management Reports are complete and ready for your review. For most departments/units, review and approval should follow the steps outlined in this memo. Some departments/units have alternate procedures in place to accomplish review and approval. Check with your unit’s accountant and/or the liaison listed at the bottom of your Management Report if you have questions about review and approval.

To proceed, please check both your PROJECTS and ACTIVITIES.

TO MAKE CHANGES, correct errors, etc.: Contact your departmental administrator as soon as possible (e.g. to prevent delay in posting your changes, please do not wait for the PAR forms).

MARK the Projects/Activities you have reviewed. (This does not necessarily indicate the transactions are correct, only that you reviewed them). There are only two approved methods to indicate Evidence of Review, and both are completed using the EOR web application

  1. Select reviewed activities/projects, and click button “Mark Reviewed,”
  2. Select reviewed activities/projects, and click button “Indicate Review PDF.”

Either action leaves a data indicator that review is complete. Signed review PDFs should be retained in your files for as long as you retain other Management Report documentation.

A new Guideline has been published to offer clarification to Policy 3-003: Authorizations and Approvals Required for Financial Transactions.

This Guideline is meant to improve internal controls across campus as it outlines:

  1. Account Executives (AEs) and PIs remain primarily responsible for monthly review of their Management Report and submission of EOR (Evidence of Review) – even if they have chosen to delegate this authority.
  2. This responsibility cannot be delegated to an individual who also has the authority to initiate financial transactions.
  3. GFA (Granting Financial Authority) is an application found on CIS that has been recently enhanced to allow AEs and PIs to make separate delegations for financial transaction approval and Management Report Review. (Follow these instructions to delegate authority)

Review and approval of these monthly reports is a key element in the University’s system of internal controls, and is further explained in University Policy 3-003, Authorizations and Approvals Required for Financial Transactions. – See Section III.F.

Please help us by providing feedback by clicking here.

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GASB 96, a New Governmental Accounting Standard For Subscription-Based Information Technology Agreements (SBITA)

Posted March 16, 2023 in Controller, Financial Reporting and Accounting and tagged , , , .

Per GASB 96 effective for fiscal year 2023 we must identify and start reporting on any subscription based IT arrangements (SBITA). This is retroactive, meaning we have to not only do this for any new agreements we enter into, but we must identify and report on any existing agreements that meet the definition of a SBITA. The university is taking a two pronged approach to this new requirement. For any new agreements, starting on or after 3/15/2023, the Controller’s office will be notified of potential SBITA’s by Purchasing/Contracts. For any existing agreements we need the departments across campus to help us identify them. The Controller’s office has created a Power Point presentation as well as a decision tree to help departments determine if an agreement for use of a vendor’s software potentially meets the definition of a SBITA. If it does, the Controller’s Office has also created a Potential SBITAs Reporting Form, that we are requesting the departments fill out and send to Wei Hsiung. Please use the date 7/1/2023 as you are determining dollar amounts and subscription term (length left on agreement).
If you have any questions you can reach out to Wei Hsiung or Steven Phillips whose contact information is available in the slides.

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March 2023 BPAG Minutes Are Available

Posted March 13, 2023 in Controller, Financial Reporting and Accounting, Financial Services Technical Support, Procurement and Supply Management and tagged , , , .

The BPAG minutes from the March 10, 2023 BPAG meeting are now available on the Financial Services Technology Support website.

March 2023 Meeting Minutes

  • Contract Signature Authority and Contract Review
  • GASB 96, a New Governmental Accounting Standard For Subscription-Based Information Technology Agreements (SBITA)
  • Encumbrances

To learn more about BPAG, click here.

Subscribe to the BPAG mailing listSubscribe to the BPAG mailing list

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Accounting Month Closed for February 2023-You may now review your Management Reports in EOR

Posted March 10, 2023 in Controller, Financial Reporting and Accounting, Financial Services, Grants and Contracts Accounting and tagged , , .

The most recent accounting month is now closed. Your Management Reports are complete and ready for your review. For most departments/units, review and approval should follow the steps outlined in this memo. Some departments/units have alternate procedures in place to accomplish review and approval. Check with your unit’s accountant and/or the liaison listed at the bottom of your Management Report if you have questions about review and approval.

To proceed, please check both your PROJECTS and ACTIVITIES.

TO MAKE CHANGES, correct errors, etc.: Contact your departmental administrator as soon as possible (e.g. to prevent delay in posting your changes, please do not wait for the PAR forms).

MARK the Projects/Activities you have reviewed. (This does not necessarily indicate the transactions are correct, only that you reviewed them). There are only two approved methods to indicate Evidence of Review, and both are completed using the EOR web application

  1. Select reviewed activities/projects, and click button “Mark Reviewed,”
  2. Select reviewed activities/projects, and click button “Indicate Review PDF.”

Either action leaves a data indicator that review is complete. Signed review PDFs should be retained in your files for as long as you retain other Management Report documentation.

A new Guideline has been published to offer clarification to Policy 3-003: Authorizations and Approvals Required for Financial Transactions.

This Guideline is meant to improve internal controls across campus as it outlines:

  1. Account Executives (AEs) and PIs remain primarily responsible for monthly review of their Management Report and submission of EOR (Evidence of Review) – even if they have chosen to delegate this authority.
  2. This responsibility cannot be delegated to an individual who also has the authority to initiate financial transactions.
  3. GFA (Granting Financial Authority) is an application found on CIS that has been recently enhanced to allow AEs and PIs to make separate delegations for financial transaction approval and Management Report Review. (Follow these instructions to delegate authority)

Review and approval of these monthly reports is a key element in the University’s system of internal controls, and is further explained in University Policy 3-003, Authorizations and Approvals Required for Financial Transactions. – See Section III.F.

Please help us by providing feedback by clicking here.

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February 2023 BPAG Minutes Are Available

Posted February 13, 2023 in Financial Services, UShop and tagged , , , .

The BPAG minutes from the February 10, 2023 BPAG meeting are now available on the Financial Services Technology Support website.

February 2023 Meeting Minutes

  • Chart of Accounts
  • Change Request will be replacing the Change Order
  • Campus Listening Sessions

To learn more about BPAG, click here.

Subscribe to the BPAG mailing listSubscribe to the BPAG mailing list

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Accounting Month Closed for January 2023-You may now review your Management Reports in EOR

Posted February 10, 2023 in Controller, Financial Reporting and Accounting, Financial Services, Grants and Contracts Accounting and tagged , , .

The most recent accounting month is now closed. Your Management Reports are complete and ready for your review. For most departments/units, review and approval should follow the steps outlined in this memo. Some departments/units have alternate procedures in place to accomplish review and approval. Check with your unit’s accountant and/or the liaison listed at the bottom of your Management Report if you have questions about review and approval.

To proceed, please check both your PROJECTS and ACTIVITIES.

TO MAKE CHANGES, correct errors, etc.: Contact your departmental administrator as soon as possible (e.g. to prevent delay in posting your changes, please do not wait for the PAR forms).

MARK the Projects/Activities you have reviewed. (This does not necessarily indicate the transactions are correct, only that you reviewed them). There are only two approved methods to indicate Evidence of Review, and both are completed using the EOR web application

  1. Select reviewed activities/projects, and click button “Mark Reviewed,”
  2. Select reviewed activities/projects, and click button “Indicate Review PDF.”

Either action leaves a data indicator that review is complete. Signed review PDFs should be retained in your files for as long as you retain other Management Report documentation.

A new Guideline has been published to offer clarification to Policy 3-003: Authorizations and Approvals Required for Financial Transactions.

This Guideline is meant to improve internal controls across campus as it outlines:

  1. Account Executives (AEs) and PIs remain primarily responsible for monthly review of their Management Report and submission of EOR (Evidence of Review) – even if they have chosen to delegate this authority.
  2. This responsibility cannot be delegated to an individual who also has the authority to initiate financial transactions.
  3. GFA (Granting Financial Authority) is an application found on CIS that has been recently enhanced to allow AEs and PIs to make separate delegations for financial transaction approval and Management Report Review. (Follow these instructions to delegate authority)

Review and approval of these monthly reports is a key element in the University’s system of internal controls, and is further explained in University Policy 3-003, Authorizations and Approvals Required for Financial Transactions. – See Section III.F.

Please help us by providing feedback by clicking here.

Comments Off on Accounting Month Closed for January 2023-You may now review your Management Reports in EOR