Budget Amounts Listed on Management Reports

Posted August 7, 2008 in Financial Reporting and Accounting, Financial Services Technical Support and tagged , .

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).

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Steps to ensure that “Auto-numbered” forms work correctly in Internet Explorer 7

Posted August 4, 2008 in Accounts Payable, Financial Reporting and Accounting, Grants and Contracts Accounting, Procurement and Supply Management and tagged .

It has been discovered that when creating multiple Journal Entries, that the auto-numbering feature may not work correctly. If a user is creating Journal Entries and clicks “Reset Form” after the first form is complete, the next form does have the correct number. Hitting “Reset Form” after the second form is complete, may cause the auto-numbering feature to reuse the second number. This duplicate problem may cause confusion when posting the Journal Entries to the General Ledger. This is happening in Internet Explorer 7 and not in Firefox.

A setting in Internet Explorer 7 can cause “Auto-numbered” forms to reuse previously used numbers. Please follow these instructions to ensure that Internet Explorer 7 has the proper settings when you use “Auto-numbered” forms.

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Who can initiate/approve ePAF’s in my department?

Posted July 30, 2008 in Financial Services Technical Support, Payroll and tagged .

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.

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Easier to Read Documents in Management Reports

Posted July 28, 2008 in Accounts Payable, Financial Reporting and Accounting, Financial Services Technical Support, Grants and Contracts Accounting and tagged , .

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.

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Credit Card Security Standards (PCI DSS)

Posted July 17, 2008 in Income Accounting and tagged .

All departments accepting credit card payments by any means, including third party software are subject to Payment Card Industry Data Security Standards. (PCI DSS) The Income Accounting and Student Loan Office along with the Compliance Office of OIT will be developing mandatory procedures to help University departments understand these security standards and to remain compliant in order to protect both the University and our customers.

An Administrative Rule has been developed to describe the basis for and plan to incorporate these compliance procedures:

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Online Request for pickup from University Surplus and Salvage

Posted July 14, 2008 in Procurement and Supply Management, Property Accounting and tagged .

You can now make a request to send excess surplus property to University Surplus and Salvage online. An Online Form has been added to University Surplus and Salvage’s website to allow online request. The new form is located on the University Surplus and Salvage Department FAQ page. This will make it easier to communicate your needs to University Surplus and Salvage.

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D-Jobs enhancement allows downloading distributions to Excel

Posted July 9, 2008 in Payroll and tagged .

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.

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Mileage Rate Increase: 58.5 cents per mile

Posted June 27, 2008 in Travel and tagged .

Due to rising fuel costs, the IRS has increased the mileage rate to 58.5 cents per mile for business related private automobile expenses incurred after July 1, 2008. Please refer to the Schedule of Allowable Rates.

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ePAF Related Rule – Responsible Delegation

Posted June 25, 2008 in Payroll and tagged , .

Associate Vice President Jeff West has published an official Rule meant to serve as authoritative clarification for departmental decisions and procedures surrounding electronic initiation and approval of payroll transactions.

This Rule coincides with the related implementation of the ePAF system and the editorial changes to PPM 3-7. These changes are to strengthen statements, minimize financial risk to the University, and to update terminology allowing for electronic work-flow procedures.

We encourage departments to review both PPM 3-7 and the associated Rule entitled, “Initiating and Approving Electronic Transactions,” and to carefully consider procedures of signature authority and responsible delegation.

Policy link: https://www.admin.utah.edu/ppmanual/3/3-7.html

Thank you for your attention to these issues; please distribute as you deem appropriate.

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Ability to print multiple PAN’s is back

Posted June 20, 2008 in Financial Services Technical Support, Payroll and tagged .

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.

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