News and Messages - 2015

About PeopleSoft Financials and its related business processes

Please note that information on these EFS Updates may have changed since they were posted. Certain content referenced on this page may also have been removed from the website (old, obsolete, or no longer correct).

Messages are listed in order by date (most recent at the top).

PeopleSoft Financials 9.2 messages

Audience Date Message
All
November 11, 2015

Planned Service Interruption January 9-10, 2016 (Saturday and Sunday)

There will be a planned service interruption for maintenance of the University's primary data center. This time will be used to perform critical maintenance on our IT infrastructure. Read more on IT's website: http://it.umn.edu/news/scheduled-interruption-2016

All

December 29, 2015

FOR

January 9 - 10, 2016

January 9 - 10 EFS will be unavailable

EFS (PeopleSoft Finance) will be unavailable for much of the weekend on January 9 and 10 because of maintenance being performed on OIT's primary data center. Many systems campus-wide will be down from 6:00 a.m. Saturday through noon on Sunday that weekend. EFS will likely be down an additional two hours, until 2:00 pm, for our usual weekend central maintenance window.

  • PeopleSoft Finance will not be available. Employees won't be able to enter or approve any financial transactions during that time, including creating requisitions related to U Market orders.
  • MyU will be unavailable.
  • The Reporting Center and all the underlying reports will be unavailable, including the data warehouse.

You can see OIT's complete list of impacted services at Annual Data Center Maintenance Outage: Affected Services.

If you have any finance-related questions about this scheduled downtime, please contact controller@umn.edu or 612-624-1617.

Imaging
December 29, 2015 RESOLVED: ImageNow issue

A few minutes before 10am this morning customers began reporting receiving "File Not Found" errors when trying to retrieve files with creation dates between June 29th and December 19th, 2015. The ImageNow support team took the application offline to restore the database index references. This work began at 11:30am today (December 29th) and required approximately 10 minutes to complete. During that time, ImageNow was unavailable.

Expenses
December 21, 2015

Release notes: changes made December 20, 2015

These print issues with Expense Reports have been fixed--these problems occurred when people followed a particular navigation path:

  • Printed Expense Reports didn't include comments unless they were associated with a Travel Authorization (fixed).
  • Expense Reports were sent to ImageNow without comments (fixed).
  • The View Printable Version of Expense Reports associated with Travel Authorizations displayed duplicate comments (fixed).
  • Print jobs would run to "No Success" in cases where there were too many characters in the notes (fixed).
External Sales
December 17, 2015

New Sales Tax Rates effective January 1, 2016

The Tax Management Office has asked us to share that new sales tax rates take effect on January 1, 2016. A list of those new rates is available here: http://finsys.umn.edu/news/SystemCampusSalesTaxRates2016.pdf

Purchasing
December 14, 2015

Purchasing Newsletter: Dollars and Sense, Winter 2015

Read all about it here: http://purchasing.umn.edu/dollarsandsense/2015_12.html

  • U Market Update
  • Buying Scientific Equipment?
  • Donate Used Computers
  • Reminder: Office Equipment Services Copier Maintenance Transition
  • EFS Requisition Tip: How to Correctly Add Attachments
  • New Policy: Entering into Contracts
  • Strategic Sourcing
  • Spend Analysis
  • What is MBid?
All
December 9, 2015

Period 5 is Closed

Accounting period 5 of fiscal year 2016 is closed in the General Ledger. Period 6 is now open. The Reporting Center will be updated tomorrow morning with period close data.

Payroll Accounting
December 7, 2015

Payroll Encumbrance Issues

Fixed: On Sunday December 6th a fix was made that corrected the issue of partial paid leaves (like sabbaticals) being encumbered as fully paid. These should now be calculating correctly.

Pending fixes: Since April 2015 we have been actively working through all known issues with the payroll encumbrance calculation process. There are still a handful of known issues remaining:

Displaying the encumbering end date on reports

Although the encumbrance transaction calculates correctly, if a distribution for a payroll encumbrance ends prior to the fiscal year, the encumbrance process does not record the correct end date. It records the fiscal year end date, which is displayed on some encumbrance reports incorrectly. (Fix planned for December 20th release.)

Employee class no longer matches the Account of combo code

If an employee has changed employee classes but sponsored or cost share combo codes on their distributions have not been updated, the salary payroll encumbrances will automatically move to the suspense chartstring (program 21853). As a temporary solution, updating the distribution combo codes to reflect the appropriate Account will prevent the encumbrances from hitting suspense. (Fix planned for January 24th release.)

Sponsored project not reading effective dates past fiscal year

When calculating sponsored encumbrances, the system will calculate correctly through the end of the fiscal year but then will continue to encumber to the project end date. At this time the system does not take into consideration any expected end date or funding distribution changes that are later than the current fiscal year end but prior to the project end date.

Sensitivity to additional sequence number and effective dates in additional pay

When setting up additional pay, the payroll encumbering process is sensitive to the setup of effective date and sequence number. Make sure that the most recent effective date contains all additional sequence numbers that are still in effect. Set an end date on any prior effective dates that contain the same additional sequence numbers. This will ensure payroll encumbrance transactions are correct.

Online encumbering view

The online pages UM Encumbering by Combo Code and UM Encumbering by EmplID are displaying the combo code that was targeted but not necessarily the the combo code that was charged. If the chartstring had a fringe redirect, or a reason for it to hit the departmental suspense chartstring (program 21853), these will not display correctly. Please refer back to UM Reports for the correct information.

All
December 2, 2015

The New Supplier Authorization Form (UM 1679) is Available

A new version of the Supplier Authorization Form (SAF) (pdf) is now available in the Forms Library. Highlights of the changes to the form:

  • Some fields have been removed. Disbursement Services will obtain the information directly from the W-9 form (pdf).
  • A Special Instruction/Comments field has been added.
  • Purchasing Services has decided to limit the PO dispatch method to email only for all new suppliers going forward.
  • Begin using the new form immediately. Disbursement Services will no longer accept other version of the form beginning December 11, 2015.

The following was previously published but contains important information about the process:

  1. Using outdated forms is prohibited. People have saved old versions of the Supplier Authorization and W-9 forms on their computers and continue to use them over the years. Using outdated W-9 forms is a violation of IRS regulations and puts the University at risk. As a result, Disbursement Services will return any old forms submitted.

  2. Forms submitted are often incomplete or have errors. A clear explanation of the Description of Services/Reason for Payment is required. Disbursements cannot accurately complete requests without the required information. Incomplete forms will be returned to the requester.

  3. When sending in requests to change supplier information, include a copy of any invoice, notification of a change of address, or other notification of change from the supplier along with the Supplier Authorization/Change form to support the request.

  4. Before submitting a Supplier Authorization/Change Request, search EFS to determine if the supplier's information is already in the system. The path to search in EFS is:
    Supplier > Supplier Information > Add/Update > UM Review Suppliers

  5. It is extremely important for people to ensure W-9s are legible.

  6. The new form has a comments field available. This will be especially helpful in communicating additional information for change requests, such as whether the new address replaces an existing address or should be an additional address, etc.

  7. To minimize errors, the SAF should be typed.
All
November 23, 2015

Release Notes, Changes Made November 22, 2015

Accounts Receivable/Billing: There were two performance issues on the Customer Request pages. We've made changes that should improve the speed of the initial page load and improve the response time when the "Cancel" button is selected when existing a New Customer Request.

Purchasing: The UM Review Supplier page is now available in the reporting instance of EFS (Main Menu > Suppliers > Supplier Information > Add/Update > UM Review Suppliers). Anyone who needs to find Supplier numbers or information in EFS will find this comprehensive page very useful. New features available in both production and the reporting instance:

  • Leading zeros no longer required when searching by Supplier ID.
  • Results can be sorted by column.
  • All remittance addresses can be viewed on one screen.
  • Payment terms are displayed.

Search by:

  • One or more fields.
  • Supplier Name (or partial name).
  • Address (or partial address).
  • Tax ID (the "ID Number" field).

Click on the Supplier Details icon to find:

  • PO dispatch method for the supplier.
  • Supplier contact, if available.
Change Order Approvers
November 19, 2015 Purchasing Approval for Change Orders

Change orders for purchase orders over $50,000 or FFATA orders (purchase orders greater than $25,000 and paid for by a federal contract) should NOT be sent back by approvers. If these transactions are sent back, they will achieve a "terminated" status and the PO will need to be re-entered. To work around this defect, please contact the procurement specialist directly to have them make the necessary modifications, then approve the change order after it is resubmitted.

Change orders for purchase orders under $50,000 or non-FFATA orders can be sent back without issue. This problem only affects POs which route to Purchasing Services for approval.

We are working on a resolution for this defect.

All
November 11, 2015

Planned Service Interruption January 9-10, 2016 (Saturday and Sunday)

There will be a planned service interruption for maintenance of the University's primary data center. This time will be used to perform critical maintenance on our IT infrastructure. Read more on IT's website: http://it.umn.edu/news/scheduled-interruption-2016

All
November 10, 2015

Period 4 is Closed

Accounting period 4 of fiscal year 2016 is closed in the General Ledger. Period 5 is now open. The Reporting Center will be updated tomorrow morning with period close data.
All
November 9, 2015

Payroll Accounting

On Sunday, November 8th, fixes were made to the payroll encumbrance process to correct a few known issues. Payroll encumbrances will now properly calculate when:

  • an additional pay combo code override exists
  • an additional pay goal amount exists
  • a fringe redirect combo code is the same as the other salary funding combo code.

Additionally, the recent issue where the vast majority of sponsored and cost-share payroll encumbrance transactions incorrectly hit the default suspense combo code has been resolved.

To ensure that October financial reporting is accurate, the original 10/28 payroll encumbrances were reversed and recalculated and are available in reporting. Since the payroll encumbrance process was fixed to accommodate additional pay goal amounts and combo code overrides, the 10/28 payroll encumbrance transactions will now also reflect that activity.

Other payroll accounting fixes introduced:

Direct Retro Distribution Entry

  • When viewing a previously saved direct retro, the page will now display the pay period begin and end dates.

  • The entry of a new direct retro will now be prevented if another retro exists for the same employee and pay period, but has not completely processed to Finance. Preparers will receive the error message 'A pending transaction already exists for this employee and date range.' Once all retro processing has been completed centrally, direct retro entry for the desired employee and pay period range will be allowed.
All
November 3, 2015 No Retro or Encumbrance Processing on Thursday 11/5 and Friday 11/6

Due to the upcoming Veteran's Holiday on Wednesday, November 11th, the banks will be closed and not able to process ACH deposits. To ensure employees are paid on-time and to accommodate a Tuesday, November 10th pay date, the University will be making process scheduling changes to process the payroll one day earlier. As a result, retros and payroll encumbrances will not process on Thursday, November 5th or Friday, November 6th. They will resume processing on their next scheduled day, Saturday, November 7th.

All
November 3, 2015

(Updated Nov 4, 2015)

Problem with Retro Distributions

Retros that were submitted on November 2 and 3 2015 were not processed in HR and sent to Finance. These transactions are not available on reports. Retro transactions were manually processed this morning and will be available tomorrow Nov 5 2015.

All
November 2, 2015 Problem with Encumbering for Payroll on Sponsored Projects

An issue was discovered with the payroll encumbrance process as a result of a modification that was introduced on Sunday, October 25th. The modification caused the vast majority of sponsored and cost-share payroll encumbrance transactions to incorrectly hit the default suspense combo codes. (program 21853). All non-sponsored payroll encumbrance transactions are correct.

We are actively working on a solution to this issue and will be introducing a modification to production on Sunday, November 8th. At that time, we will also be including other planned fixes to the payroll encumbrance process.

Payroll encumbering will now properly calculate when:

  • an additional pay combo code override exists
  • an additional pay goal amount exists
  • a fringe redirect combo code is the same as other salary funding combo codes

Sponsored and cost share payroll encumbrance transactions will be recalculated and corrected on the next pay date the evening of Tuesday, November 10th. The payroll encumbrance transactions will be available in reporting on Wednesday, November 11th.

Until then, the link below contains an excel spreadsheet with all encumbering data as of November 1st. For all chartstrings that contain a project, the ACCT_CD column is the intended chartstring before it was incorrectly moved to the default suspense chartstring (displayed in the UM_ACCT_CD_RECLASS column).

Download Spreadsheet Here

Merchants, External Sales
October 28, 2015 What's New in Local Sales Tax Rates

Beginning January 1, 2016:

  • Freeborn County will have a 0.5 percent Transit Sales and Use Tax
  • Otter Tail County will have a 0.5 percent Transit Sales and Use Tax
  • Rochester sales and use tax rate will increase to 0.75 percent (from 0.5 percent)

Effective October 1, 2015:

  • Lyon County has a 0.5 percent Transit Sales and Use Tax
  • Scott County has a 0.5 percent Transit Sales and Use Tax
  • Hubbard County has a 0.5 percent Transit Sales and Use Tax

Effective April 1, 2015:

  • Carlton County has a 0.5 percent Transit Sales and Use Tax
  • St. Louis County has a 0.5 percent Transit Sales and Use Tax
  • Steele County has a 0.5 percent Transit Sales and Use Tax

For complete information about local sales and use taxes, please access Minnesota Department of Revenue Fact Sheet Number 164, entitled Local Sales and Use Taxes. (pdf)

Contact the Tax Management Office at taxhelp@umn.edu or 612-624-1053 with questions.

All
October 26, 2015

Release Notes, Changes Made 10/25

Attachments: Occasionally people attempt to attach files to transactions and those attachments have formatting issues or potential viruses. The system message that appears has been updated to be more meaningful so people who encounter the problem have a better idea of what's happening.

Payroll Accounting: The open pay calendar error that appeared when someone entered a Retro Distribution for an inactive employee (terminated, suspended) has been fixed. The error will no longer prevent entering a Retro.

Payroll Accounting: Retro Distributions will no longer allow credits against multiple Accounts within a single Retro transaction. If this is done, an error message will appear that prevents further entry. Instead, the adjustment must be split into multiple Retro requests specific to each Account.

All October 19 2015

Financial Reporting Update Appears to be Resolved (12:40 p.m.)
Reports that use the UM Reports architecture were unavailable this morning while technical staff ran system jobs that did not finish last night. Around noon, IT staff took steps to resolve a persistent issue with performance of the underlying database for UM Reports that expanded from Finance to all reporting areas. They temporarily eliminated access to some reporting content to "remove contention on the database". IT staff will monitor reporting performance closely until they are certain the issue is truly resolved.

Please continue to call if you experience issues and thanks for your patience.

HSA preparers in HRMS 8.9 July 27 2015

Process Reminder

Historic Salary Adjustments in HRMS 8.9: As the University moves closer to the time when the old HSA process will no longer be available, more information is now available on the final deadline for processing HSAs, timing of the sunset (October 2015), dealing with HSAs related to active sponsored awards or closeouts, and what happens after October 2015. See this informative PDF: http://finsys.umn.edu/news/SunsetofHSAs.pdf

Travel October 7 2015

Travel: Meals & Incidentals Rates (M&IE) Rate Change October 1 

Reminder: the University follows federal rates for meals & incidentals. The federal government may update its rates periodically. Typically changes in rates coincide with the beginning of the federal fiscal year, October 1. The federal websites are all up-to-date, and the travel.umn.edu rates section has been updated with meal & incidental breakdowns.

GL October, 9 2015

PERIOD 3 IS CLOSED

Accounting period 3 of fiscal year 2016 is closed in the General Ledger. Period 4 is now open. UM Reports will be updated tomorrow morning with period close data.

Travel October 7 2015

Travel: Meals & Incidentals Rates (M&IE)

Reminder: the University follows federal rates for meals & incidentals. The federal government may update its rates periodically. Typically changes in rates coincide with the beginning of the federal fiscal year, October 1. The federal websites are all up-to-date, and the travel.umn.edu rates section has been updated with meal & incidental breakdowns.

Reporting October 7 2015

Financial Reporting

Payroll-related daily encumbrance adjustments were not processed last night and are not available on financial reports today. Payroll encumbrances available on financial reports are current through 10/5/2015.

All October 7 2015

Duo Issues - Appears to be Resolved

People reported that Duo wasn't functioning properly when using landline phones. The vendor was experiencing issues with their service. If this should happen again in the future, you may request a bypass code by contacting 1-HELP (612-301-4357).

All September 28 2015

Release Notes, Changes Made 9/27

Billing: The inquiry page Billing > Review Billing Information > Details now has the Business Unit populated based on what is set up in your personal preferences. For non-sponsored billing specialists, this is UMN01.

Expense Reports: Printing special characters. People will now be able to print Expense Reports where special characters have been used, such as the accented E in café. Expense Reports must be submitted before they can be printed. Once submitted, click "View Printable Version". A new window appears stating "Queued" (the system is preparing to process the transaction), and then as the system finishes processing, it will say "Success." The expense report then appears in that same window. Click "Print". Alternative method: Navigate to Main Menu > Travel and Expenses > Expense Report > View, then select the Expense Report you would like to print. Click "View Printable Version". A new window appears stating "Queued," then "Success." The expense report then appears in that same window. Click "Print".

Expense Reports: Printed expense reports, order of expense lines. The order of the expense lines is now the same whether viewed online in PeopleSoft or on the printed version.

Expense Reports: My Wallet select and sort functions. "Select by Credit Card" has been greatly improved. If you use this feature and want to go back to the full list of your cards, blank out the "Select by Credit Card" field and select "Apply".

Expense Reports: The "Red Box" issue is fixed. Prior to the fix, at times a value in the chartfields section of an Expense Report would be highlighted in red, despite the value being valid. Now if you see a red highlighted chartfield, it is truly an issue that needs to be corrected. Click on the red flag at the beginning of the line to get more information about the error.

Reporting, GL
September 24, 2015

HSA, Retro, and daily encumbering from last night not posted yet

Financial Reporting Update: Payroll daily encumbrance adjustments were not processed last night and are not available on financial reports today. Payroll encumbrances available on financial reports are current through 9/21/2015. 

FIXED

HSA and Retros from 9/22 and 9/23 were processed successfully in Finance and are available on financial reports.

Reporting
September 21 2015

Payroll Encumbering

Payroll Encumbering has not posted to Finance since Thursday September 17. The system processes are set to run today, with data available for reporting tomorrow (September 22).

GL September 10 2015

Accounting period 2 of fiscal year 2016 is closed in the General Ledger. Reports will be updated tomorrow morning with period close data.

Payroll Accounting September 1 2015

FIXED

Change in encumbering timing for payroll. Beginning July 24, a temporary change had to be made to the timing of when payroll encumbrance processes begin running. The related system performance issue is fixed and timing of the encumbrance job has been switched back to its usual start time, approximately 5:00 p.m.

Updated information on encumbring processes for payroll (pdf).

The temporary change information was posted here: http://finsys.umn.edu/news/PA_encumb_timing_change.pdf

Requisition preparers, procurement specialists, voucher specialists August 26 2015

Process Tip

Finding Supplier numbers and information, fast and easy! A new page and search capability was released in EFS with the Upgrade called UM Review Supplier. This page is friendly and will help you locate the correct supplier information quickly. Navigation, once in production EFS: Suppliers > Supplier Information > Add/Update > UM Review Suppliers

New search features include

  • Leading zeros are not required when searching by Supplier ID.
  • Search by:
    • One field or multiple fields
    • Supplier name (or partial name)
    • Address (or partial address)
    • Tax ID Number (ID Number field)
  • Results can be sorted by column.
  • All remit addresses are returned and viewed on one screen.
  • Payment terms are displayed.
  • Click on the Supplier Details icon to find:
    • Purchase Order dispatch method for the supplier.
    • Supplier contact, if available.

Anyone who needs to find Supplier numbers or information in EFS will find this comprehensive page very useful.

August Release notes August 17 2015

Changes Made: The following changes were made on Sunday, August 23:

  • In the event that the process of copying an attachment to ImageNow fails, people will be notified via an email of which attachments failed to transfer over. The email will request that the file be re-attached or scanned into ImageNow.
  • General Ledger attachments will not be moved to ImageNow until the related journal has been posted.

GL
August 11
2015

PERIOD 1 IS CLOSED

Accounting period 1 of fiscal year 2016 is closed in the General Ledger. Period 2 is now open. UM Reports will be updated tomorrow morning with period close data.

Payroll
August 6
2015

The Payroll encumbrance batch run did not complete last night so encumbrance from the last payroll did not reverse and encumbrance for the current (August 5) pay date did not post.

Billing & AR
August 3 2015

Issue Resolved. Correcting Invoices were created to offset the erroneous invoices and were posted to the GL in July. Aging Reports will reflect both the invoice and the offsetting invoice as "open" as of July 31st, but both are "closed" as of August 1st.

July Release notes
July 27
2015

The following changes were made to the system over the weekend:

Accounts Receivable/Billing: Proforma and Invoice Icon for Credit/Rebill Invoices

The issue of Credit/Rebill invoices being removed from Approval Workflow when either the Proforma or Invoice Icon are selected has been resolved. You will no longer need to resubmit a submitted or approved invoice to Approval Workflow if the icons are selected.

Financial Reporting: Transaction Detail Report

Following the PeopleSoft upgrade descriptions for employee expense lines were not displayed on the Transaction Detail report. The description could still be found by drilling to the Expense Detail report. Employee expense descriptions will now be displayed on the Transaction Detail report.

Endowments: Donor Intent link

The Donor Intent link is now active on the Endowment Participant information page.

Purchasing: Emails to Requesters, Requisition Name display

The Requisition Name is now included on the sourcing email to the Requester (the email that notifies a Requester that their requisition has been sourced to a purchase order).

Purchasing: Requester ID display

The Requester ID is now displayed on the Add/Update PO and PO Inquiry pages for non-SPA purchase orders.

Payroll Accounting (HRMS)

There were two changes made to Distribution Entry in HRMS over the weekend:

  1. Combo code override on additional pay is now displayed. If the distribution is overridden at the additional pay level, people will now see the Combo Code used.
  1. Delete capability on the effective date level. People were not able to delete effective dates but requested the ability to do so, so this feature was added. The delete action will trigger a warning message to confirm the deletion. If the row being deleted is the last remaining effective dated record, there will be a second warning providing an alert that the action will delete the entire distribution level. For example, delete the only effective dated appointment funding level and the employee will then revert back to higher levels like position, if defined, or department level funding.

Screen shot showing the two changes to Distribution Entry.

HSA preparers in HRMS 8.9
July 27
2015

Historic Salary Adjustments in HRMS 8.9

As the University moves closer to the time when the old HSA process will no longer be available, more information is now available on the final deadline for processing HSAs, timing of the sunset (October 2015), dealing with HSAs related to active sponsored awards or closeouts, and what happens after October 2015.

Informative Sunset of HSA (pdf)

Payroll Accounting
July 27
2015

Change in encumbering timing for payroll

Beginning July 24, a temporary change had to be made to the timing of when payroll encumbrance processes begin running. See this PDF for important details:

Updated information on encumbring processes for payroll (pdf).

Approvers July 27
2015

FYI on temporary EFS approval delegations

A message will be sent to all EFS approvers later this week raising awareness about what happens when they temporarily delegate their EFS transaction approval authority. If the EFS approver also happens to be a supervisor, their HR approval roles (like time and absence review) are also delegated to the same person. This can pose a challenge if the delegate is not also a supervisor.

Billing & AR
July 23 2015

On July 22nd a number of erroneous invoices were created in the EFS Billing Module and subsequently posted to the AR and the GL. These invoices were NOT sent to customers. Accounts Receivable Services is working on reversing these invoices/entries.

GL July 22
2015

Reminder:  Fiscal Year 2015 is now closed.

No HSAs or Retros are allowed on nonsponsored Funds unless you are moving to/from a sponsored Fund. If you need a combo code set up in 8.9 for a nonsponsored chartstring, please provide the sponsored chartstring that you are moving to/from.

You may continue to do HSAs in 8.9 and Retros in 9.2 related to FY15 expenses for Effort Reporting.

GL July 21
2015

Period 913 of FY15 is closed as of 2:00 p.m.

Thank you to everyone across the University who worked on closing and clean-up activities for the fiscal year.

GL July 20
2015

The amount of enterprise assessment charged to each department for all of FY15, as of the JE posted today, is available. (xlsx)

PCard July 20
2015

There are ten new queries to help you manage PCard activity!

These five will identify all activity still in need of action. Each picks up activity not yet pulled into an Expense Report and activity in an Expense Report that has not been fully processed. The query results show if documentation has been attached, either in My Wallet or at the header level or line level of the Expense Report. If a department skips attaching documentation in EFS, sends it directly to ImageNow, it will not show up on the reports.

The department, ZDeptID, and RRC values reflect those stored on the cardholder profile, as provided on the card application. (Not HR department, not department used on transaction lines.) Columns are available for “Days O/S” (days outstanding) reflecting the number of days elapsed since the transaction was posted in EFS and “Days I/P” (days in process) reflecting the number of days that have elapsed since the transaction was pulled into an expense report.

  • MY_WALLET_TRANS_BY_DCA
  • MY_WALLET_TRANS_BY_DEPT
  • MY_WALLET_TRANS_BY_EMPL
  • MY_WALLET_TRANS_BY_RRC
  • MY_WALLET_TRANS_BY_ZDEPT

These five queries provide all PCard activity for the date range you specify, regardless of processing status, whether the activity is in My Wallet or in an Expense Report.

  • PCARD_POST_DATE_DCA
  • PCARD_POST_DATE_DEPT
  • PCARD_POST_DATE_EMPL
  • PCARD_POST_DATE_RRC
  • PCARD_POST_DATE_ZDEPT

GL, Retro, HSA, Report July 16
2015

HSA and Retro posting issues July 1, 10, 11

Three times there were issues posting the HSA and Retro files from HRMS to the General Ledger in EFS. The July 1 issue was due to an HR system parameter not being set at all. On July 10 the HR system parameter was set incorrectly. And on July 11, a weekend processing task in HRMS reset the parameter to its incorrect setting. The system parameter involved is now set correctly we have assurances that other processes will not reset it to an incorrect setting. Here are the original and correcting entries, for reference:

01-JUL-15 activity

  • RTD0717273 posted to FY16, accounting pd 1. Entire journal should have posted to period 913--it was all FY15 activity.
  • Reversed RTD0717273 with: 0000717745
  • Then posted in Period 913: 0000717756

10-JUL-15 activity

  • RTD0721627 posted to FY16, accounting pd 1. The activity was a combination of Period 1 and 913.
  • Reversed RTD0721627 with: 0000723526
  • Then posted activity as intended in Period 1: 0000723293 and 0000724433
  • Then posted activity as intended in Period 913: 0000723341 and 0000724440

11-JUL-15 activity

  • RTD0721628 posted to FY16, accounting pd 1. The activity was a combination of Period 1 and 913.
  • Reversed RTD0721628 with: 0000722495
  • Then posted in Period 1: 0000722385
  • Then posted in Period 913: 0000722499

GL, Retro, Report July 14
2015

8.9 HSAs that were sent to the GL Friday night (July 10) on JE number RTD0721627 incorrectly posted to FY16 in EFS. We are creating correcting entries in the GL for the original transaction and posting the activity to FY15 as intended. Note: Data in HRMS 8.9 and 9.2 is correct--the transactions appear in HRMS as intended. The only issue was that the activity hit an unintended accounting period in the GL.

All July 10
2015

Do you use a Mac? Do you have occasional trouble attaching/uploading files to EFS?

The Macintosh operating system allows use of certain special characters in file names (like slashes: "/" and "\"). We have confirmed that slashes in file names will stop you from being able to upload files/attach them to activity in EFS. If you are having trouble getting a file to attach, check if there are slashes in the file name. Remove the non-alphanumeric characters and try again. If it still doesn't work, contact the University Financial Helpline 612-624-1617 or controller@umn.edu.

All July 10
2015
Period 12 of FY15 is closed. Period 913 is open.
Report July 7
2015

HSAs processed last night but the information did NOT make it to the reporting instance or reports in the Reporting Center. This information will be available tomorrow. Please contact the University Financial Helpline with questions. 612-624-1617 or controller@umn.edu.

All July 6
2015

The public queries below are again available. They were inadvertently removed from EFS/Finance Reporting, (FSRPT) on July 1. 

  • UM_PCARD_MYWALLET_TRANS_BY_CDR
  • UM_PCARD_MYWALLET_TRANS_BY_DCA
  • UM_PCARD_MYWALLET_TRANS_BY_DPT
  • UM_PCARD_MYWALLET_TRANS_BY_EMP
  • UM_PCARD_MYWALLET_TRANS_BY_RRC
  • UM_PCARD_TRANS_BY_DEPTID
  • UM_PCARD_TRANS_BY_DEPTID_SAVED
  • UM_PCARD_TRANS_BY_EMPLID
  • UM_PCARD_TRANS_BY_EMPLID_SAVED
  • UM_PCARD_TRANS_EMPLID_DETAILS

GL, Report July 2
2015

UPDATE July 2 at 1:55 p.m.:

HSAs and Retros that were sent to the GL last night (July 1) on JE number RTD0717273 incorrectly posted to FY16 in EFS. We are creating correcting entries in the GL for the original transaction over the weekend and posting the activity to FY15 as intended. (Certain edits must be shut off in EFS for this activity to post correctly, so it must be done when the system is in maintenance mode.) Note: Data in HRMS 8.9 and 9.2 is correct--the transactions appear in HRMS as intended. The only issue was that the activity hit an unintended accounting period in the GL.

Encumbrances related to payroll and fringe have been calculated and will be sent to the GL and reporting instances/data warehouse this evening.

These two unrelated issues just happened to occur on the same business day.

Original post:

Encumbrances related to payroll and fringe did not get generated last night as expected. This impacts financial reports. Updates will be posted here as we know more.

Also, HSA and Retro transactions generated last night with a run_dt value of July 1, 2015 were incorrectly assigned to accounting period 1 of FY2016 in Peoplesoft. We are working to address the problem. We will let you know what steps are being taken to resolve the issue.

PO July 1
2015

See information on which POs were closed and which rolled POs have FY16 budget errors.

All
July 1
2015

The public queries below were inadvertently removed from EFS/Finance Reporting, (FSRPT). They should be available again by July 10. We apologize for the inconvenience.

  • UM_PCARD_MYWALLET_TRANS_BY_CDR
  • UM_PCARD_MYWALLET_TRANS_BY_DCA
  • UM_PCARD_MYWALLET_TRANS_BY_DPT
  • UM_PCARD_MYWALLET_TRANS_BY_EMP
  • UM_PCARD_MYWALLET_TRANS_BY_RRC
  • UM_PCARD_TRANS_BY_DEPTID
  • UM_PCARD_TRANS_BY_DEPTID_SAVED
  • UM_PCARD_TRANS_BY_EMPLID
  • UM_PCARD_TRANS_BY_EMPLID_SAVED
  • UM_PCARD_TRANS_EMPLID_DETAILS

All
July 1 2015

Budget Process Reminder:

The new process to open a chartstring for spending, create a combo code, or adjust a budget amount is to create a budget journal in Commitment Control. Training and job aids for Budget Journals in Commit Control and Budget Journal Upload are available on The Upgrade – Training & Education web site (upgrade.umn.edu/training). The former process of entering budget journals in the BUDGET_FIN ledger was retired with the Upgrade. It is still possible to post a journal to the BUDGET_FIN ledger, but the journal will not create a combo code and will not open a chartstring for spending. (Original post June 25, 2015)

All July 1
2015

Effective July 1, 2015, Enhanced Budget Checking

The last planned change to EFS related to the Upgrade, enhanced budget checking, will take effect at the beginning of FY16 (July 1). The system will begin checking to see if a budget was established for each string (Fund, DeptID, Program, and any of the optional ChartFields) before it will further process the transaction. Transaction preparers and approvers may encounter more budget checking errors when processing transactions. Details of the change are available (pdf). (Original post June 17, 2015)

ALL
July 1
2015

Access has been restored to data enter transactions for these roles:

  • Voucher specialist
  • Expense preparer
  • Requisition preparer, both full req preparer and U Market orders only
  • Receiver
  • Procurement specialist
  • SPA PO entry role

Thank you for your patience during the four business days when these types of transactions could not be entered into the financial system. Reminder: this process takes place each fiscal year, at the end of the fiscal year. It will happen again next year at the end of June.

All June 25 2015

Budget Process Reminder:

The new process to open a chartstring for spending, create a combo code, or adjust a budget amount is to create a budget journal in Commitment Control. Training and job aids for Budget Journals in Commit Control and Budget Journal Upload are available on The Upgrade – Training & Education web site (http://upgrade.umn.edu/training/upgradeeducation.html).

The former process of entering budget journals in the BUDGET_FIN ledger was retired with the Upgrade. It is still possible to post a journal to the BUDGET_FIN ledger, but the journal will not create a combo code and will not open a chartstring for spending.

All June 17
2015

Effective July 1, 2015, Enhanced Budget Checking

The last planned change to EFS related to the Upgrade, enhanced budget checking, will take effect at the beginning of FY16 (July 1). The system will begin checking to see if a budget was established for each string (Fund, DeptID, Program, and any of the optional ChartFields) before it will further process the transaction. Transaction preparers and approvers may encounter more budget checking errors when processing transactions. Details of the change are available (pdf).

All June 11
2015

Beginning Friday June 12, you will notice something new in the PeopleSoft HRMS database--new rows of data with the fiscal year 2016. PeopleSoft HRMS 9.2 requires that we create new distribution entries each fiscal year for all departments and funding levels. This Annual Distribution Rollover is a central process that automatically copies the most current distributions for all funding levels in a department and re-creates them as FY 2016 rows, which become the baseline funding for the new fiscal year. Please select the fiscal year row carefully. One important note: After the rollover, if you make any distribution changes to FY 2015 that you will also need for FY 2016, you will have to manually add them to FY 2016 as a duplicate entry. This job aid will explain the process in much more detail for those of you who work closely with distribution entry. It will also show you examples of what the new fiscal year rows will look like.

Posted earlier:

On Thursday, June 11, 2015 in HRMS, the annual distribution roll-over process will run to create FY 2016 distribution entries for all departments and funding levels. This process copies the most current distributions for all funding levels in a department and creates the baseline funding for FY 2016  After this process runs, any distribution changes that are made to FY 2015 and are needed for the start of FY 2016 must also be manually added to FY 2016 funding (duplicate entry).

ALL June 9
2015

RESOLVED: EFS servers will be "bounced" over the noon hour to address lingering issues from this morning's security problem.

The system will be slower than usual after the servers are bounced, as experienced most Monday mornings.

Why this was needed: Some people in these roles continued to have issues creating or further processing existing transactions after the security issues were resolved this morning:

  • Voucher specialist
  • Expense preparer
  • Requisition preparer, both full req preparer and U Market orders only
  • Receiver
  • Procurement specialist
  • SPA PO entry role

ALL June 9
2015

Access has been restored to the roles below--people unexpectedly were missing access roles to enter documents between 8:40 a.m. and 9:13 a.m. It appears these roles were impacted:

  • Voucher specialist
  • Expense preparer
  • Requisition preparer, both full req preparer and U Market orders only
  • Receiver
  • Procurement specialist
  • SPA PO entry role

Please log out and log back in, if you were actively in the system during this time period.

If you have a "stuck" transaction, please contact the helpline (612) 624-1617 or controller@umn.edu with the transaction ID number and type.

EX June 4
2015

Expense Report preparers report occasional problems related to the PDF version of the Expense Report. There are two known issues:

  • Certain special characters, most commonly letters with accents or tildes, cause the printable versions of reports to fail and generate a somewhat cryptic error. A fix is planned but there isn't a time frame established yet.

    Workaround: Replace the character with the "standard" equivalent. If the report has already been submitted, it needs to be withdrawn, fixed, and resubmitted. If it has already been approved, the only option is to screen print the corresponding transaction details screen(s).

  • When Internet Explorer or Google Chrome web browsers are used to generate the PDF, the barcode is unreadable by ImageNow/WebNow when the department attempts to image the final, signed copy of the report.

    Workaround: Use a different web browser (Firefox is one that works well) to access EFS and generate the PDF version of the Expense Report. (The problem seems to be with how IE and Chrome treat the font that is used for the barcode.)

PO June 3
2015

U Market ordering issue from June 2 is resolved! All POs have been successfully dispatched to suppliers. You may expect a small delay in receiving your goods, if purchased between June 1 and June 2, 2015. During that period our third party vendor, SciQuest, was having intermittent network issues receiving POs.

Reporting June 1
2015

Upgrade communications prior to Go Live stated that PeopleSoft menu favorites created in the old financial reporting environment (FSUMRPT) would not be available in the upgraded reporting environment (FSRPT). During conversion favorites from the old system were inadvertently retained resulting in broken links. The old links are now unavailable, as originally planned. Expect to see only those favorites created within the reporting environment of EFS since April 20, 2015.

EX May 19
2015

The email feature to alert people when they receive an Expense Reimbursement is again working.

Expense Approvers & Preparers: Based on your feedback, a change was made over the weekend so that attached images/receipts from expense reports/My Wallet are held in EFS until the transaction is approved (once approved, attachments are swept to ImageNow/WebNow by the system).

This issue is resolved/fixed: There was an issue with the attachments related to expense reports created prior to this past weekend (May 16/17) that were not yet fully approved. People received an error when attempting to click through to ImageNow/WebNow while reviewing the expense reports. The images were/are in ImageNow/WebNow but the link was not working as intended.

GL May 15
2015

Using the new Chartfield Request form for updating approvers video--follows the steps on the job aid.

All May 15
2015

The Fiscal Year-End memo and calendar are posted: http://controller.umn.edu/fye

GL May 11
2015

Accounting period closes in the General Ledger are always on the morning of the 7th business day following the end of the month, except for period 913 (see fiscal year-end procedures).

All April 21
2015

Disable pop up blockers
Web browser Google Chrome v42.x, is blocking all Java plug-ins, of which WebNow 6 is one. Please use IE or Firefox for WebNow printing.


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PeopleSoft Financials 9.2 messages April 20 - June 2, 2015

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Audience

Message

Reporting

Upgrade communications prior to Go Live stated that PeopleSoft menu favorites created in the old financial reporting environment (FSUMRPT) would not be available in the upgraded reporting environment (FSRPT). During conversion favorites from the old system were inadvertently retained resulting in broken links. The old links are now unavailable, as originally planned. Expect to see only those favorites created within the reporting environment of EFS since April 20, 2015. (Posted June 2, 2015)

EX

The email feature to alert people when they receive an Expense Reimbursement is again working. May 19, 2015

EX

Expense Approvers & Preparers: Based on your feedback, a change was made over the weekend so that attached images/receipts from expense reports/My Wallet are held in EFS until the transaction is approved (once approved, attachments are swept to ImageNow/WebNow by the system).
This issue is resolved/fixed: There was an issue with the attachments related to expense reports created prior to this past weekend (May 16/17) that were not yet fully approved. People received an error when attempting to click through to ImageNow/WebNow while reviewing the expense reports. The images were/are in ImageNow/WebNow but the link was not working as intended. May 19, 2015

GL

Using the new Chartfield Request form for updating approvers video--follows the steps on the job aid. May 15, 2015

All

The Fiscal Year-End memo and calendar are posted. May 15, 2015. http://controller.umn.edu/fye

AP, PO

Supplier/Vendor Requests: Vendor Maintenance in Disbursement Services currently has a backlog in processing supplier set up requests. We anticipate this status continuing through next week. Unless absolutely urgent, we ask that departments refrain from contacting Disbursements or the Helpline regarding the status of a request. Taking time out to address these inquiries diverts time that can otherwise be spent completing supplier maintenance requests. Thank you for your patience and understanding.

PO

Purchasing fixes made effective the morning of May 11, 2015:

  • View Printable Version link on the PO Inquiry page is available and functional.
  • Link to the PO Inquiry page via the email confirmation "Your requisition has sourced to a PO" is working.
  • Supplier Item ID numbers are printing on the PO.
  • Canceled lines on a PO are printing as canceled.
  • Procurement specialists: the View Approvals link on the Purchase Order Add/Update page no longer triggers routing for approval.

GL

Accounting period closes in the General Ledger are always on the morning of the 7th business day following the end of the month, except for period 913 (see fiscal year-end procedures).

All

Disable pop up blockers April 22, 2015

All

Web browser Google Chrome v42.x, is blocking all Java plug-ins, of which WebNow 6 is one. Please use IE or Firefox for WebNow printing. April 21, 2015

All

Some users are experiencing issues with logging into MyU and getting immediately logged out. To resolve this, use only your Internet ID and password to access the new MyU portal; wait until prompted to enter Duo information. April 20, 2015

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"PeopleSoft Financials 8.9 messages

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Remember, it is possible that some links may be broken. Contact the University Financial Helpline with questions. Use the following key to understand the urgency of these message:

Red Yellow Green Purple Other colors
Urgent issue or system down, affects people significantly. Attention should be paid to this item but things are still functioning. All is well, fixed, working as expected. Item is related to the Upgradeeffort. Highlighted simply to draw attention.

Messages

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Date Roles Module Message
04/06/2015 All EFS  

PeopleSoft EFS performance Issues

We are receiving reports that users are experiencing performance issues while using PeopleSoft. We are aware of this issue and are working on a resolution.

04/06/2015 PCard ePro/PO

Today is the deadline! PCard reconciliation & approval

Today by end of business, you need to have all your PCard activity reconciled and approved. Tomorrow morning the "force reconciliation" will run for the last time before the Upgrade.

04/02/2015 Journal Entry preparers  

Speed Types Job aid

In PeopleSoft 9.2, units are able to set-up and maintain Speed Types for their departments/colleges. No universal Speed Types will be allowed.

Currently, in PeopleSoft 8.9, there are approximately 50 universal Speed Types setup in the General Ledger. In preparation for the upgrade, these universal Speed Types will be deleted.

Job Aid to setup new Speed Types in PeopleSoft 9.2: http://z.umn.edu/SpeedTypes

If you have questions, please feel free to contact controller@umn.edu. ServiceNow will automatically open a ticket and route it for action.

03/26/2015 PCard reconcilers and approvers ePro/PO

Procurement card processing

All transactions for the 3/25/2015 billing period are available for reconciliation. Transactions must be reconciled and approved by the end of the day, 4/6/2015. This time frame is shorter than normal due to the Cutover, please plan accordingly.

NOTE: Last Day to Print Purchase Detail Reports will be April 8th.

03/23/2015 All  

Financial Systems User Network (FSUN)

Would you like to be a part of FSUN? FSUN is an organization of University of Minnesota employees empowered to assist in enhancing the financial systems environment. We are a communication hub for those who work in finance. FSUN organizes Brown Bag events where speakers come to discuss new or existing financial processes. Our email listserv is used to communicate news and upcoming events to the finance community.

If you would like to join the FSUN listserv please email FSUN@umn.edu.

Thanks, FSUN Board

03/19/2015 Voucher Specialists Accounts Payable

Accounts Payable Overnight batch process

The overnight batch process to match, approve and budget check vouchers failed to run last night. We have manually run this process this morning and have updated the statuses of the affected vouchers. Vouchers should be processing as normal. All payments scheduled for today will pay as normal.

03/18/2015 External Sales  

Sales Tax Changes

Due to a new local sales tax in St. Louis County, the Sales Tax Rate Sheet (pdf) has been updated. This rate sheet reflects the total tax rates for each campus. The new St. Louis County tax is effective April 1.

03/16/2015 Budget Entry Budgets

FY16 Budget Entry instructions for EFS posted

The Budget Entry instructions have been posted. All those with EFS access for Budget Entry at the department level, RRC designee level, or RRC level should have received an email on the evening of March 16 with a link to view the instructions. (pdf)

Account code to Job code/EmplClass map

Many of you have requested the FY15 Account to Job Code/EmplClass map (pdf). Here it is!

03/16/2015 Requisition preparers and procurement specialists ePro/PO

PO terms and conditions format Updated

Over the weekend the University updated the formatting on the PO terms and conditions pages for all PO types. None of the actual legal terms and conditions were changed, just the formatting for readability. Should your vendor contact you because new POs "look different", have the vendor contact Purchasing Services at purchase@umn.edu or 612-624-2828.

Burn Rate Report is running today, FYI.

Next Sunday, March 22, will be the last PO and Requisition "force reconciliation" before The Upgrade. Any CPS or blanket order with a December 31, 2014 end date, or older, is being closed.

03/16/2015 Travel and Expense Preparers EX

Handy reminder messages for The Upgrade

Expense Report preparers, please encourage your travelers to get their expense reports in before the deadline for The Upgrade. We have prepared a few messages you can use as templates to communicate with those in your area.

03/14/2015 PCard reconcilers ePro/PO

Upgrade training for PCard Reconcilers

The PCard reconciliation process is changing with the Upgrade.

Only PCard cardholders will access My Wallet directly. They will be able to provide justifications, attach images of receipts, and review their PCard activity. Those who will finish the reconciliation of PCard activity -- enter ChartField strings, ensure justifications are entered, receipts are imaged, and then route the activity for review -- must be Expense Preparers in EFS.

Expense Preparers are those who now, before the Upgrade, enter travel authorizations, cash advance requests, and expense reports. After the Upgrade, these same people will be the ones with access to complete the PCard reconciliation process.

If you are a PCard reconciler and you will continue to fill this role after the Upgrade, you need to have Expense Preparer access in EFS. To get this access, if you don't already have it, you need to complete the Travel Authorizations and Expense Reimbursement course and related assessment, along with the Upgrade-related tutorial for this process.

There is still time to get this done before the Upgrade.

Please check in with your cluster director or RRC contact, if you are unsure whether you will continue to reconcile PCard activity after the Upgrade.

03/10/2015 All General Ledger

PERIOD 8 IS CLOSED

Accounting period 8 of fiscal year 2015 is closed in the General Ledger. Period 9 is now open. UM Reports will be updated tomorrow morning with period close data.

03/05/2015 All All

Wednesday March 11 from 5:00 p.m. to 7:00 p.m.

Core PeopleSoft applications (HR, Student, and Finance) may experience intermittent disruption for approximately two hours on March 11th between 5:00 p.m. - 7:00 p.m.

During this time system administrators are preparing a copy of the data to use during the final dress rehersal "test move" (mock conversion) for The Upgrade. The timing of this snapshot is critical, as The Upgrade team must use payroll information from a particular stage in the payroll process to ensure accuracy during testing.

Updates will be posted to the University's system status page during the two-hour block on March 11th.

This date and time were selected in close coordination between HR, Finance, Student, and IT areas to be as minimally intrusive as possible. The two-hour window allows for "quiet hours" where batch scheduling and messages going between the systems will be paused. The team anticipates completing these activities before 7:00 p.m. and will re-start the normal batch cycle and communications queues at that time.

03/05/2015 All  

Getting ready for The Upgrade

 

Finance Cutover calendar for The Upgrade

 

The list of Finance-related processing deadlines leading up to the cutover period for The Upgrade has been posted:

http://controller.umn.edu/upgradecutover/

Note that events related to Payroll Accounting shared between HR and Finance have not yet been posted. These events and related information will be available very soon.

03/03/2015 All  

Deadlines and activities leading up to the Upgrade

Many people are planning ahead for the Upgrade and this is good. A number of community members have expressed concern about when the calendar of events will be released. A calendar of events and deadlines for Finance will be released soon. Watch this message screen and your email.

The cutover calendar for Finance will be discussed in detail with Finance leaders at the RRC Contacts meeting on March 18. The combined Human Resources and Finance cutover calendar of events will be discussed with HR Leads and RRC Contacts at a joint meeting on March 20.

Upgrade cutover activities begin on April 10 and are expected to last one to two weeks.

03/02/2015

Original post: 02/13/2015
All The Upgrade

Save the date

Duluth: April 13

On April 13 beginning at 1:00 p.m., the Duluth campus will hold an Upgrade Fair in the Kirby Ballroom.

Twin Cities: April 15, 2015

On April 15 there will be an Upgrade Fair in the Great Hall of Coffman Memorial Union on the East Bank of the Twin Cities campus. Representatives of the Upgrade program and the HR, Finance, Student, Reporting, and new MyU portal workstreams will be available for questions and brief informal demonstrations.

What's the Upgrade? Find out more here: http://upgrade.umn.edu

02/27/2015 RRCs, accountants, external sales units  

sales tax Returns: minnesota department of revenue

Due to scheduled maintenance, the MN Dept of Revenue e-Services system and other online services will be unavailable between 5 and 8 p.m. on Wednesday, March 11, 2015. Regular deadlines for filing and paying your taxes still apply. Please plan accordingly. We apologize for the inconvenience. If you have questions, please visit our e-Services What’s New web page.

02/26/2015 PCard reconcilers and approvers ePro/PO

Procurement card processing

All transactions for the 2/25/2015 billing period are available for reconciliation. Transactions must be reconciled and approved by the end of the day, 3/10/2015.

02/26/2015 All All

System issues Resolved

All production 8.9 Peoplesoft systems are now again accessible. This was a widespread problem on the network. System support staff are reviewing what caused the issue and addressing potential causes. Thank you for your patience.

02/10/2015 All General Ledger

PERIOD 7 IS CLOSED

Accounting period 7 of fiscal year 2015 is closed in the General Ledger. Period 8 is now open. UM Reports will be updated tomorrow morning with period close data.

02/09/2015 Accountants, CFMs, RRCs, cluster directors  

Sales tax update

Please be aware that starting April 1, 2015 the following new local sales and use taxes will apply:

  • Carlton County - .5%
  • St Louis County - .5%
  • Steele County - .5%

A comprehensive list of local taxes can be found in Minnesota Department of Revenue Fact Sheet Number 164.

http://www.revenue.state.mn.us/businesses/sut/factsheets/FS164.pdf

Please contact the Tax Management Office at taxhelp@umn.edu or 612-624-1053 with any questions.

02/05/2015   The Upgrade

Update on Upgrade timing

The Upgrade of our PeopleSoft systems is planned for April. The one to two-week systems interruption, or cutover period, in which PeopleSoft and related systems are not available, is expected to begin on April 10th. To stay up-to-date with these activities, subscribe to the Upgrade newsletter and watch the blog for announcements. Contact the team at upgrade@umn.edu if you have questions, or reach out to the University Financial Helpline finsys@umn.edu.

A calendar of Finance deadlines for the days leading up to April 10, similar to the fiscal year-end procedures, will be posted for the Finance community. It will detail processing deadlines and contingency procedures for urgent finance-related situations.

Now that we have a better idea of the timing for the Upgrade, please plan ahead and ensure critical supplies are ordered prior to the cutover period. For example, if you know labs will need specific supplies during this period, plan to obtain them prior to that time. If items have a limited shelf-life, work with the supplier to place the order ahead of time and arrange for an appropriate shipment date.

01/27/2015 PCard reconcilers and approvers ePro, Purchasing

Procurement card processing

All transactions for the 1/26/2015 billing period are available for reconciliation. Transactions must be reconciled and approved by the end of the day, 2/10/2015.

01/16/2015 Procurement specialists, requisition preparers ePro, Purchasing

PO Reconciliation job will run Sunday

As a friendly reminder, the monthly PO reconciliation job will run on Sunday, January 25th scheduled for the 4th Sunday of every month). Since next week is short due to the holiday, we sent procurement specialists the UM Burn Rate report this afternoon, which is one business day earlier than usual. Questions? Contact Purchasing Services at: purchase@umn.edu.

01/15/2015 All  

Hospitality Expenses and Holiday Parties

A memo recently went out to University leadership about the allowability and proper accounting for hospitality expenses and holiday parties. The Finance community should reference this memo (pdf) for more information and guidance on the subject.

01/13/2015 All General Ledger

PERIOD 6 IS CLOSED

Accounting period 6 of fiscal year 2015 is closed in the General Ledger. Period 7 is now open. UM Reports will be updated tomorrow morning with period close data.

01/08/2015,
repost from 12/19/2014

All  

Important calendar year-end messages

Immediate Action Required; Gift Cards must be reported tomorrow for End of Year 1099 Reporting

Year-end reporting is required if your unit has issued gift card(s) to an individual(s) that accumulate in value to $600.00 or more during the calendar year 2014. This information must be sent to the Tax Accountant in Disbursement Services (660 WBOB, 1300 S 2nd St, Mpls MN 55454). Please send the following information:

  • Full Name of the recipient
  • Mailing Address
  • Social Security Number
  • Total Dollar Value of Gift Cards

For questions, please call the Financial Helpline at 612-624-1617.

01/07/2015   BPEL

BPEL login issues have been resolved.

The system issues preventing users from logging into BPEL have been fixed.


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