Solution Source Newsletter - August 2013

In this issue:
  • BSC Briefs
    • Pay Date for September: Tuesday, September 3
  • Year-End Dates for Payments
  • FY14 Transactions May Now Be Processed In ePAR
  • Payroll Deadlines for Fiscal Year End 2013
  • Monthly Hourly Payroll Deadlines
  • FY 13 Year-End Deadlines for Procurement-Related Items


BSC Briefs

NOTE: Pay Date for September

Employees at all UNT System institutions will be paid on Tuesday, September 3, 2013.

The first day of September is on a Sunday and under normal circumstances, the first working day after a weekend is a pay day. Labor Day, which is a Federal Reserve (banking) holiday, is Monday, September 2, 2013. Therefore, the state mandated pay date is Tuesday, September 3.

UNT System Hosts Annual Shared Services Town Hall

UNT System Shared Services Departments, including the Business Service Center, Information Technology Shared Services, and UNT System Human Resources – hosted the annual system-wide shared services town hall at the Gateway Ballroom July 26.

(Pictured at right) Donna Asher, Associate Vice Chancellor for Business Services, gives an update regarding cost savings realized by the UNT System Business Service Center for FY13 during the annual Shared Services Town Hall.  


Payments & Travel

Year-End Dates for Payments
  • UNT Health Science Center
    1. August 26, 2013: Accounts Payable for FY14 opens
    2. September 3, 2013: Travel vouchers must be received for FY 13 processing.
    3. September 6, 2013: Accounts Payable for FY13 closes at 3 p.m.
    4. September 10, 2013: Last day for journals
    5. September 11, 2013: Last day for voucher corrections
    6. September 20-21, 2013: Purchase Order Roll
  • University of North Texas, UNT Dallas and UNT System Administration
    1. August 26, 2013: Accounts Payable for FY14 opens
    2. September 3, 2013: Travel vouchers must be received for FY 13 processing.
    3. September 5, 2012: Last day for voucher corrections.
    4. September 6, 2013: Accounts Payable for FY13 closes at 3 p.m.
    5. September 7, 2013: Purchase Order Roll
    6. September 9, 2012: Last day for journals
CTP Approval Emails

Have you received a request to approve a trip through the CTP process? If you are a Deptid/Projid holder, there is a good chance that you have. As a reminder, approvals must be handled precisely because the system is very automated. Any “extra” space and/or text within the response will cause a trip to be canceled or otherwise rejected.

The following information is provided to assist with future approvals in this process.

The below example email is sent to the person identified in the travelers’ profile as the ‘Approver’. As the email indicates, the trip requires action on the part of the Approver before the trip is finalized. Failure to reply exactly as requested, through time and/or content, will cause a trip cancellation.

The approver has two options for approval – through direct reply to this email and/or or by logging into the Concur website. Replying to the email requires precise response - either “Approve” or “Reject” in the body of the email. There can be no other word or tense of the word used (for example, DO NOT TYPE “I approve” or “Approved” or “Trip Approved”). Because this approval process is automated, the reply email providing the approval (or rejection) is read by the software. If the reply is not typed exactly as either “Approve” or “Reject”, the system will not read it appropriately and the reservation will be canceled. See example below.


Payroll

FY14 Transactions May Now Be Processed In ePAR

Transactions with an effective date of September 1, 2013 or later can now be processed in ePAR. Anyone who has access to initiate an ePAR also has access to view employee data such as Funding Information (Department Budget Table), Job and Compensation Information (Job Data Table), Position Data (Position Data Table), and Additional Pay Items (Additional Pay Table). 

Please Note: Each campus may have specific instructions that will be sent regarding additional fall processing for other salaried and/or hourly appointments.

All FY14 information for individuals in budgeted positions and for salaried graduate students at UNT Health Science Center who are not in budgeted positions have been loaded into EIS. If you have made employee changes since 7/1, you will need to review these tables to ensure they are reflected in the 9/1/13 rows. For instructions on how to view this information, click here. 

Things to remember:

  • You will be able to see future dated rows in Job Data, Position Data and Department Budget Data. 
  • When you now process an ePAR, any changes made with an effective date prior to 9/1/13 to Job Data and Position Data will automatically update any future dated rows.
  • However, Department Budget Data changes will NOT automatically change any future dated rows.  An ePAR change will need to be processed to update any future dated rows.
  • Any corrections to the data for 9/1/13 and later will need to be processed via an ePAR.
  • Time and Labor reports will not show the FY14 information until 9/1/2013.  Any reports run prior to that will show the information as of that day in the system.

Friendly Reminders:

  • The supplemental deadline is 8/28/13 for payment on 9/6/2013. 
  • The hourly time and labor deadline is 5pm on 9/3/13 to be paid 9/16/13 and the deadline to enter salaried leave time to process correctly for the vacation lapsing is 9/13/13.
  • Pay day for September will be on 9/3/13 due to the Labor Day holiday.  The supplemental pay day will be 9/6/2013.

Resources:

If you have any questions or concerns, please do not hesitate to contact the UNT System Business Service Center via email to bsc@untsystem.edu, by phone at 940-369-5500 or toll free to 855-868-4357.

Payroll Deadlines for Fiscal Year End 2013

Hourly Deadline: 5 p.m. Tuesday, September 3

All hourly time through Saturday, August 31, 2013, must be entered and approved by 5 p.m. on Tuesday, September 3, 2013. This will be the last hourly payroll processed for Fiscal Year 2013. Any time that is entered after this deadline will be paid with fiscal year 2014 funds.

Lapsing Time Approval Deadline for FY ‘ 13: Friday, September 13

All salaried time through Saturday, August 31, 2013, must be entered by 5 p.m. Friday, September 13, 2013. This time will need to be entered so that the lapsing of vacation leave will be processed appropriately.

Any time entered through Employee Self-Service for those departments participating in the pilot project for electronic timesheets must also be approved by Friday, September 13, 2013.

Payroll Deadlines

Monthly Pay Date

Deadline

9/3/2013

8/15/2013

Supplemental Pay Date

Deadline

9/6/2013

8/28/2013

Hourly Deadlines

Pay Period

Deadline

Pay Date

7/16/2013 to 7/31/2013

8/9/2013

Thursday, August 15, 2013

8/1/2013 to 8/15/2013

8/27/2013

Tuesday, September 3, 2013

8/16/2013 to 8/31/2013

9/3/2013 by 5 p.m.

Monday, September 16, 2013

ePARs must be in "approved" status by noon on the deadline dates noted above, with the exception of September 3.


Purchasing

eProcurement Fiscal Year End Reviews

Now is the time for all Department ePro Coordinators to review outstanding Requisitions to cancel and release the encumbrance for that requisition and/or submit the requisition for Approval. Remember that all requests for purchase must be submitted and approved within the deadlines set for FY 13, http://bsc.untsystem.edu/epro-year-end-deadlines.

Utilizing the EIS system, open Manage Requisitions and search for Requisitions with a status of Open, Pending, or Denied. Be sure to push out the dates to view all of FY13. 

If Requisition is in a Pending status, review where/why it is pending. If it is pending anywhere other than Purchasing and has been pending greater than 5 days, check to see if there is a possible problem. As necessary, contact the BSC for resolution.

In instances where the requisition needs to be cancelled, please follow the appropriate steps for cancelling and releasing the encumbrance. For additional assistance with cancelling requisitions, refer to http://bsc.untsystem.edu/sites/default/files/Cancelling_Requisition_Ver90.pdf.

FY 13 Year End Deadlines for Procurement-Related Items
(ePRO Requisitions and Contract Processing)

BSC Deadlines for Submission of ePRO Requisitions Fiscal Year 2013 End

Type of ePro Request

ePro Info

Deadline

Regular and routine ePRO requests with no contracts or agreements from FY 13 funds, less than $25,000

ePRO requisitions for any and all items for the remainder of the fiscal year to be paid from FY 13 funds

Wednesday, August 21, 2013, 5 p.m.

Note: Required approvals must be obtained to ensure requisitions arrive in BSC Purchasing on or before the stated deadlines. Requisitions arriving in BSC Purchasing after deadlines will be returned unprocessed and must be changed to Fiscal Year 14 funds and resubmitted.

Contract Processing For Fiscal Year 2013

Agreements or contracts of less than $100,000 from FY 13 funds

Purchasing contracts valued at less than $100,000 must have the contract/agreement attached to the requisition. BSC will obtain the necessary authorized signatures, and then process the requisition.

Tuesday, August 13, 2013, 5 p.m.

Budget errors will most likely occur when you complete budget checks on your requisition since new-year budgets may not be available in EIS. Please email the Budget Office (see below for your campus) and provide the budget date, DeptID/ProjID number, the requisition number and the total amount of the requisition in your email, indicating the budget checking status is in ERROR. The subject of the email should read “FY2014 Requisition Budget Error.” The Budget Office for your campus will work with you on clearing the error.

Contact the following:

Contact the Business Service Center at 940-565-5500 or Toll-Free to 855-868-4357 if you need assistance.

PCard – Year End Deadlines

The BSC recommends that PCard transactions stop by Friday, August 23, 2013 to allow time for transactions to post in FY13.

  • Fiscal Year 2013 payments will be based on the transaction’s posting date, not the transaction date.
  • All transactions posted on or before Saturday, August 31, 2013 will be paid against FY 2013 funds.
  • All transactions posted on or after Sunday, September 1, 2013 will be paid against FY 2014 funds.

Please keep in mind that it is up to the cardholder to be aware of when the vendor actually charges the PCard. BSC Purchasing will adhere to this same deadline for Buyer PCard transactions.

TRANSACTION REPORT INSTRUCTIONS

It is up to the discretion of the department if they want one or two transaction reports for the September 2013 billing cycle:

FY13 transactions (08/03/2013 – 08/31/2013)

  • Data entry into GCMS is due by Wednesday, September 4, 2013 at 5:00 p.m.

FY14 transactions (09/01/2013 – 09/03/2013)

  • Data entry into GCMS is due by Thursday, September 12, 2013 at 5:00 p.m.

Contact the Business Service Center: 940‐369‐5500 or Toll‐Free: 1‐855‐868‐4357 if you need assistance.

For specific questions regarding a purchasing card (PCard), email sherene.long@untsystem.edu or danna.pierce@untsystem.edu

Co-op Spotlight – Vantage Point Logistics

A number of state and privately sponsored buying cooperatives offer special pricing. Purchasing from a cooperative or taking advantage of a state contract may exempt the purchase from bidding requirements. To find a complete list of the cooperative agreements available for University of North Texas System member institutions, access http://bsc.untsystem.edu/contract-pricing.

The Strategic Sourcing Team of BSC Procurement Services would like to introduce Vantage Point Logistics (VPL) as our inbound shipping savings partner for small packages. Controlled and Capitalized Assets will not be included in this program at this time.

Vendors who currently add shipping charges to invoices often mark up these charges – on average 35 percent. VPL works with these vendors to utilize discounts that UNT System already has with FedEx. Instead of vendors adding shipping to invoices, VPL will invoice at the discounted rate.

What does this mean to you? Freight charges that would have been paid on a purchase order will now be paid to VPL directly at a savings of approximately 35 percent!

VPL billing is automatically uploaded into EIS and will be allocated to the Dept./Proj. ID from the purchase order. This freight charge will be applied as a “non-PO” payment to VPL.

The goal of BSC Procurement Services is to realize savings by using a process that is as seamless as possible. Please contact Carolyn Cross at carolyn.cross@untsystem.edu, at 940-369-5500, or toll free to 855-868-4357 with any questions about this new program.


General Information

Upcoming BSC Partner Meetings
  • UNT Dallas/UNT System
    August 19, 2013
    2 – 3 p.m.
    Videoconference Location: BSC 4125, DAL 1 212 and UNTS 104
  • UNT Health Science Center
    August 23, 2013
    10 – 11 a.m.
    Location: EAD 406
  • UNT A-Team
    August 23, 2013
    3-5 p.m.
    Location: UNT (Building TBD)
Stay Informed

UNT System Business Service Center (BSC) sends updates to employees to announce new programs, changes to procedures, or reminders about deadlines. In order to stay up-to-date with news from the BSC, UNT System employees are encouraged subscribe to BSC Updates online at http://bsc.untsystem.edu/Updates.



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Questions or comments?
email: bscfeedback@untsystem.edu
call: 940.369.5500/Toll-Free 855.868.4357
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