New On-Line Termination Process

Posted March 8, 2005 in Payroll and tagged .

Effective March 7th, 2005 Payroll Reporters now have the ability to terminate employees through the web, but this process of termination SHOULD NOT be used to terminate Faculty employees on 9/12, 10/12, or 11/12 contracts.

The Payroll Office requests that you continue to send all Faculty contract PAN form CHANGES AND TERMINATIONS to the PAN Office located in 145 Park for processing due to the complexity of contract pay.

Please remember that if a Faculty member’s 9/12, 11/12, or 11/12 contract is terminated prematurely or incorrectly this can result in the Faculty member receiving incorrect pay or no pay, due to the nature of contract pay. Incorrect pay may be in the form of an overpayment or underpayment. Terminating a Faculty contract may also cause loss of of the Faculty employee’s benefits.

Each Faculty contract must be dealt with on a person-by-person basis, therefore, it is still necessary to submit a paper PAN form to terminate a Faculty member on a contract.

If you have questions please call the Payroll Office PAN Office at 585-5968.

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Training Has Begun for New Travel System!

Posted March 2, 2005 in Travel.

We are excited to report that as of March 1, 2005 the Travel Department will be scheduling training for all employees on the new, online system. The link for the travel system is under the “Administrative Financials – Processing” heading on the employee tab of the portal. In order to access the new online form, each employee will be required to attend training beforehand.

Departments will be responsible for identifying which employees should attend the training. We recommend that larger departments arrange training for up to 20 persons at a time.

Please continue to process travel requests the same way you always have until you attend training.

You may call 581-7142 to schedule training or for any other questions you may have.

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WEB View PAN

Posted February 23, 2005 in Payroll and tagged .

Many have raised a concern about the Annualized Base Amount (ABA) that is printed on the turn-around PAN forms, and the amount displayed on the WEB PAN. There are those who have notified us that for some employees the amounts are different.

We have identified the cause of this discrepancy and taken corrective action.

Please notify Payroll or your HR Service Team if you see any other discrepancies or problems.

We would like to promote the use of the WEB PAN form for many reasons. A few of the reasons are:

  • The information on the WEB PAN is always current.
  • Since the PAN is accessible through the WEB, you can choose whether you would like to print it.

We encourage you to take advantage of this PAN feature on the WEB. Please contact you HR Generalist to sign up.

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Limited Purchase Check Positive Pay

Posted February 23, 2005 in Accounts Payable and tagged .

In October 2004 many Limited Purchase Check custodians tested a WEB application that would allow them to promptly enter their issued LPC’s into a collective database from which central administration could prepare a positive-pay report for the bank. A few enhancements and simple modifications came about as a result of this pre-production process, and the daily report to the bank is now being generated from this system.

The WEB application is now available for live custodial activity. This is not a test. We populate the LPC positive pay system with the payment information that is available from the PeopleSoft AP Module and the custodians’ data entry. It is important for each custodian to log into the WEB application through the employee portal to review the available data and to enter check information that does not appear on the issue list. Custodians are now responsible to enter their daily LPC issues and other LPC activity into the positive pay system by the end of each business day. Click here for a tutorial  if you have forgotten how to use the positive pay application.

While we expect a smooth transition into this process, we also suspect that errors and omissions will happen. Secondly, many custodians have recently returned outdated check stock for new checks. We are doing our best to record these conversions, but we will not be done by the 25th. Therefore, all fees or penalties associated with the LPC positive pay program will be waived until further notice.

Kindly pass this message on to other custodians who may have trouble accessing their email or internet access. Questions and comments can be Emailed to ap@admin.utah.edu.

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Vulnerability

Posted February 23, 2005 in Purchasing Card.

Vulnerability

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Limited Purchase Check Recall

Posted February 18, 2005 in Accounts Payable.

Because of the merger of First Security Bank and Wells Fargo Bank in 2002, Accounts Payable needs to gather all blank check stock that has the name “FIRST SECURITY BANK OF UTAH, NA” at the top of the check.

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Adding FBS News to your PeopleSoft Tab

Posted February 15, 2005 in Financial Services Technical Support and tagged , .

This message is intended for individuals with a My Page tab in the Campus Information System. If you only have an Employee or Student tab, please disregard this message.

The FS News pagelet is required on the Employee tab of the CIS. If you have access to PeopleSoft through the Enterprise Menu, you can optionally add the FS News pagelet to the My Page tab. Below is an example of an individual who has access to the My Page tab, Employee tab, and Student tab.
cis tabs
Here are the steps to add the FS News pagelet to the My Page tab on the CIS.

  1. Signon to the CIS. If you are currently signed on to the CIS, click on the My Page tab if it is not your current tab.
  2. Click the Content link.
  3. Check FS News under the Employee Menu items group.
  4. Click Save.
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Acrobat Reader Upgrade

Posted February 9, 2005 in Financial Services and tagged .

Adobe Reader 7.0 now supports opening a PDF file within the Safari browser on Macintosh OS X. This is good news for many of us using the “unique.cgi” method of dynamically creating unique numbers for your PDF forms. This should apply to the check request, scholarship/fellowship form, cost transfer form, general journal entry, debit memo form, departmental deposit form, retirement/transfer form, and the requisition. Please contact your LAN/PC support for help with installing the Adobe Reader upgrade.

PC users can right-click on the pre-numbered document link and select ‘Open In New Window…‘ if just clicking the link does not work. This can be repaired by inserting the exact form address (URL) into your pop-up blocker’s list of allowable web sites. For example: Add ‘https://cgi.cc.utah.edu/cgi-bin/cgiwrap/acctpay/unique.pl‘ into the list of allowable web sites for the auto-numbered check request.

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Payroll Office Employee Self Service

Posted February 7, 2005 in Payroll.

All University of Utah employees now have the ability to view their current and past paychecks as well as view and make changes to their W-4 tax information through the Campus Information System.

For information about how to login to see your paycheck or W4 information click here

We are encouraging all University of Utah employees to start using these self-service functions. More self-service functions, like Direct Deposit, will be available in the near future.

If you need any assistance, please contact Payroll at 581-7873

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W2 Form Information

Posted January 25, 2005 in Payroll, Tax Services and tagged .

The Payroll Office web site has a complete description of each box on the W2 form and what is in each box.

Some of the most common questions are answered:

  • What is FSA?
  • What is taxable gross?
  • Which numbers do I use on my 1040 form?

The W2 information also includes:

  • Change Your Mailing Address
  • W2 Reprint request form
  • Frequently Asked Questions
  • Request for W2 Discrepancy Review
  • W2 Reprint Schedule
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