BSC Solution Source Newsletter - September 2013

In this issue:

  • BSC Briefs
  • Year-End Dates for Payments
  • Direct Deposit Preferred Method for Payroll Disbursement
    • Establishing an Additional Direct Deposit
  • Additional Medicare Tax on Wages Paid More Than $200,000
  • Payroll Deadlines for Fiscal Year End 2013
    • Deadlines for September 2013
  • Preferred Lodging Vendors in Denton
  • Groundskeeping & Custodial Savings at UNT Dallas


BSC Briefs

EIS Upgrade Kickoff

The Enterprise Information System (EIS) human capital management (HCM)/Campus Solutions Split kickoff event for the upgrade to version 9.2 was hosted live and via video conference August 19.

UNT System Chancellor Lee Jackson said system departments and institutions will use the EIS upgrade to “clean the closets” in processes for business functions. Joey Saxon, Executive Director of Operations at the UNT System Business Service Center (BSC), said that through the upgrade, the BSC would look for ways to utilize the system to be more efficient.

According to Donna Asher, Associate Vice Chancellor for Business Services, this is the first functional upgrade to EIS that has been undertaken since implementing the system on September 1, 2003.

(pictured above-right) Staff and executive team members at the UNT System Business Service Center (BSC) participated in the PeopleSoft HCM Upgrade and HCM/Campus Solutions Split Kickoff meeting via videoconference August 19. BSC staff will serve on the implementation project teams. 


Payments & Travel

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


Payroll

Direct Deposit the Preferred Method for Payroll Disbursements
Employees Can Now Establish an Additional Bank Account for Direct Deposit of their Paycheck

Direct deposit to the employee’s bank account is the preferred method for disbursement of payroll checks. For employees who have not yet signed up for direct deposit, the process is simple in Employee Self Service. For the complete list of instructions, access http://bsc.untsystem.edu/payroll-resources.

The ability for UNT System employees to establish an additional direct deposit authorization from their paycheck into a second account is now available.

Establishing an additional direct deposit authorization is a simple process in EIS. For complete instructions, access http://bsc.untsystem.edu/payroll-resources.

Reminder: Additional Medicare Tax on Wages Paid More Than $200,000 On or After January 1, 2013

Section 9015 of the Patient Protection and Affordable Care Act (PPACA) requires employers to withhold an additional .9 percent Medicare Tax from annual wages in excess of $200,000 beginning with wages paid on or after January 1, 2013. There is no employer match for this additional Medicare Tax. 

For information on the new additional Medicare Tax, see “Questions and Answers for the Additional Medicare Tax” on the Internal Revenue Service website at http://www.irs.gov/Businesses/Small-Businesses-&-Self-Employed/Questions-and-Answers-for-the-Additional-Medicare-Tax.

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 for September 2013

The Payroll deadlines for September 2013 are posted on the BSC website at https://bsc.untsystem.edu/payroll_deadlines. This new format was designed after receiving feedback from our customers regarding the need to place all of the information on one page.  The deadline information will no longer be posted on the shared MS Outlook calendar.  Instead, you can reference this one site and print the monthly calendar if needed.

The deadline for hourly payrolls is slightly different than those used for fiscal year 2013.  A supplemental hourly payroll will be processed.  The supplemental payroll is intended for any special cases where departments have new employees or in other situations where the time is not entered and approved by the first deadline.  The supplemental hourly payrolls will be paid on the regular pay date and the pay will be distributed electronically for employees participating in the direct deposit program.

The entire FY ’14 payroll deadlines will be posted on the website soon.

If you have any questions or need assistance, contact BSC Payroll at bsc@untsystem.edu, by phone to 940-369-5500, or toll free to 855-868-4357. 


Procurement Services

Preferred Vendor Spotlight – Lodging in Denton

Departments at UNT System institutions needing to book lodging in Denton are encouraged to book rooms at either Homewood Suites Courtyard by Marriott (updated as of September 24, 2013) or Holiday Inn on Centre Drive.

Through a process of negotiating savings based on volume bookings, BSC Procurement Services can help departments realize an eight percent savings over booking rooms with non-preferred vendors. In addition to savings, the BSC sought the partnership with these preferred vendors to simplify the booking process and help departments save time.

Departments will be able to use their procurement card (PCard) to book rooms with the preferred vendors. In order to have access to the specialized booking link and have the departmental PCard authorized for purchases at Courtyard by Marriott or Holiday Inn & Suites, contact a BSC PCard coordinator via email to bsc@untsystem.edu, by phone to 940-369-5500 or toll free to 855-868-4357.

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.

Savings Realized for Groundskeeping & Custodial Services at UNT Dallas

The service contract for custodial and lawn maintenance at the UNT Dallas campus has been awarded to GCA Services Group, providing an expected savings of approximately 18 percent over the cost of services from fiscal year 2013.  

GCA is a State of Texas-approved cooperative. Using an approved co-op allowed for the savings of time and processing costs associated with soliciting public bids. Using the co-op also allowed for establishing a new service provider more quickly. Additional savings may be generated from controlled spending, vendor and contract management, and improved vendor performance.


General Information

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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