News and Messages - 2016

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).

Archive

2017 messages
2016 messages
2015 messages

PeopleSoft Financials 9.2 messages

Audience Date Message
All 12/20/2016

The final carryforward amounts were posted/processed on December 18 and all processing behind the scenes in EFS for FY16 was completed yesterday.  

At the recent Cluster Director meeting we shared a message that those few units doing reconciliations of balance sheet accounts should pause until the "all clear" was given. All clear!  

In case you hadn't heard why we asked people to pause with balance sheet reconciliations, here's what happened: In running the final close out processes necessary for audit adjustments recorded in FY15 (related to GASB implementations), one of the processes failed. As a result, there were no Period 0 balances (beginning balances) for FY16 balance sheet accounts. Processes needed to be re-run to generate the final carryforward for FY16 so that FY17 beginning balances were finalized. 

All 12/9/2016

Period is Closed

Period 5 is closed.

Payroll Accounting 12/8/2016 Payroll Encumbrances are now available
The issue with the payroll encumbrance calculation has been resolved.  Payroll encumbrances on financial reports are current through Wednesday, December 7th.  Daily payroll encumbrance adjustments will be available starting tomorrow morning.
Payroll Accounting 12/1/2016

Daily payroll encumbrance adjustments on hold

As technical teams review solutions to an issue encountered earlier this week, all daily payroll encumbrance processing will be on hold until further notice.

Payroll Accounting 11/30/2016

Financial Reporting

Payroll daily encumbrance adjustments from Monday, November 28th and Tuesday, November 29th were not processed and are not available on financial reports. Payroll encumbrances available on financial reports are current through Saturday, November 26th.

Approvers 11/21/2016

Approval WorkCenter Issues

Approvers who have previously used "personalizations" on the Approval WorkCenter will see that a key part of the WorkCenter page is blank. System support staff are working now to address the issue. The work around is to navigate directly to the approval page for the transaction type in question or use the worklist, where possible. If you need help navigating directly to the approval pages, contact the Financial Helpline 612-624-1617 or controller@umn.edu.

Payroll Accounting 11/21/2016 Salary encumbrances reclassifying to suspense: 

Previously, if an employee had an employee class change and their distribution's sponsored or cost share combo codes were not updated to reflect the correct account - the salary encumbrances were sent to suspense (program 21853). This has been corrected. As long as there is an active combo code with the correct account value, salary encumbrances will no longer hit suspense. If a valid combo code does not exist or if the combo code is inactive, salary and fringe encumbrances will continue to be sent to suspense.

All Users 11/20/2016

Image 18 was made live on EFS over the weekend.

You will need to clear your browser's cache to prevent any issues from arising.

Guide on how to clear the most popular browsers' cache.

All Users 11/20/2016

PeopleSoft will be unavailable on Sunday, November 20, 2016 while EFS is updated to Image 18.

This will impact a variety of modules and in most cases will add additional functionality. Please note that some PeopleSoft pages may look different after the update. Here are some of the changes you will see in EFS starting Monday, November 21:

All Users

  • Document Status Pages: Requisition, Purchase Order, Receipt, Voucher, and Payment Document Status pages will all have a new lifecycle image that will be interactive. Users can click on the various lifecycle phases to provide a clean, simple summary of all procurement-related activity associated to these transactions. 
Requisition Preparers
  • Mass Change (formerly known as the Modify Line, Shipping, & Accounting button): Since the Upgrade, one of the biggest pain points was the loss of the Modify Line, Shipping, and Accounting button. This functionality was commonly used to select multiple requisition lines and change their ChartField and ship to information to be the same values, all at once. We are pleased that this functionality is back, with a new name: Mass Change. Please note that you must enter a business unit when using Mass Change.
  • Purchase Order Document Status: For the past several months, users have experienced slow performance when bringing up this inquiry page. This page will now load much faster
Procurement Specalists
  • Link to the PO Document Status Page from the Add/Update PO Page: For the past several months, procurement specialists have experienced very slow performance when clicking on this hyperlink to view the PO's activity (receipts, vouchers, etc.). This page will now load much faster.
  • Attachments and comments:Since the Upgrade, various bugs appeared within the attachments and comments functionality. Many of these bugs were fixed. We are hopeful that this will resolve the majority of the "no matching buffer" errors that approvers encounter when attempting to approve a PO change order.
  • Start and End Dates: Procurement specialists will notice that the start and end date fields on blanket orders and CPS-related POs have moved. In the past, they were located in the center left of the Add/Update PO page. They will now be located in the center right of the page instead.
Billing Specialists
  • Standard Billing Attachments:The link to add attachments has shifted slightly. It is now located near the bottom of the page, to the left of the Navigation menu.
Expense Preparers

Expense preparers will only see changes made to the Travel Authorization (TA) pages. Otherwise, the expense report (ER) pages, including the PCard/My Wallet pages, will remain the same. Here are the changes that were made to the TA pages:

  • The look of the TA pages will now closely resemble the Create/Modify Expense Report pages, including the addition of the Summary and Submit link at the top of the page for submitting a TA for approval.
  • The Comments section will be replaced with Notes. Notes can be accessed after Summary and Submit is selected on the Create Travel Authorization page.
  • The Copy Authorization Lines button will be moved and will be part of the Actions Menu..
  • There will be a new Quick Fill option similar to Expense Reports.
Data Warehouse Users Group 11/20/2016 On Sunday, 11/20, PeopleSoft will be receiving a Finance Image update. As a result, both the Legacy Data Warehouse (dweprd) and Enterprise Data Warehouse (edwprd) will continue to be available, however, they will not be updated with Saturday's data on the morning of Sunday 11/20. The next update will occur on Monday morning at the regularly scheduled time. This schedule will also impact the refresh of data for UM Reports and UM Analytics with the same timing. For more information on the project, ServiceNow users can reference CHG0039238. During the weekend, updates will be available on the University's System Status page.
Payroll Accounting 11/17/2016 A technical issue is preventing the Data Warehouse load of Payroll Retros.  OIT analysts are working to resolve the problem and expect a resolution by the end of day.
General Ledger 11/09/2016 Period 4 of FY17 has closed (11:30 a.m.)
External Sales

10/28/2016

For 1/1/2017

Notification of new local sales and use taxes

The following new local sales and use taxes will start on January 1, 2017:

For more information visit the Minnesota Department of Revenue's local tax information web page.

11/21/16 update: The Fergus Falls local sales and use tax of 0.5 percent will be ending on December 31, 2016. See the Fergus Falls General Notice (pdf) for more information.

Payroll Accounting 10/27/2016

Payroll Encumbrances Delayed

Payroll Encumbrances for the October 26, 2016 pay date have been delayed and will not be available in reporting until Friday, October 28th. 

Payroll Accounting 10/19/2016

Retro Distributions did not process

Retro Distributions that were submitted Tuesday, October 18th were not processed in HRMS and sent to Finance. These transactions are not available on reports. Retro transactions will be processed and available in reporting on Thursday, October 20th.

Retro transactions in reporting are current as of Monday, October 17th.

Payroll Accounting 10/18/2016

Retro Distributions did not process

Retro Distributions that were submitted Saturday, October 15th through Monday, October 17th were not processed in HRMS and sent to Finance. These transactions are not available on reports. Retro transactions will be processed and available in reporting on Wednesday, October 19th. 

General Ledger 10/11/2016 Accounting period 3 is closed in the General Ledger.
All 10/10/2016

System availability October 15 & 16

The PeopleSoft HR and Finance will be unavailable beginning Saturday, October 15 at 6 p.m. until Sunday, October 16.

HR will be available at noon on Sunday, and EFS will become available at 2 p.m. on Sunday, as usual. This is due to an important software update. Some MyU features will be unavailable from 6:00 p.m. Saturday through noon on Sunday. During that time, you will not be able to access the My Time, My Pay, My Info, My Benefits, and Manager Info tabs, along with HRMS-related queries in the Reporting Center. The Finance system will also be unavailable starting at 6:00 p.m. Saturday and will be back online at 2:00 p.m. Sunday. 

Payroll 10/4/2016

Retro Distributions did not process

Retro Distributions that were submitted Monday, October 3 have been processed in HRMS but will not be available on reports until Wednesday, October 5. Retro transactions available in reporting are current as of Saturday, October 1.

Payroll Accounting September 20, 2016

Don't use commas in names of files to be imaged

Recently people reported that some Retro Distribution supporting documentation sent to hsaimg@umn.edu for imaging wasn't showing up in Perceptive Content. The missing attachments had commas in the file name. Perceptive Content, formerly known as ImageNow, doesn't accept files with commas in the name. Use only alphnumeric characters in file names to avoid this issue.

All September 16, 2016

MyU and all PeopleSoft environments will be unavailable beginning on Saturday, September 24 at 10pm to upgrade the PeopleSoft Oracle Database from version 11.2 to 12.1. This upgrade is necessary to keep the PeopleSoft systems, as well as the University's Oracle Database portfolio, on a currently supported version. Impacts/Schedule:

  • Saturday, Sept. 24, 10pm: MyU and all PeopleSoft environments, including Financial UM Reports, will become unavailable.

  • Sunday, Sept. 25, 8am: MyU will be back online and available.

  • Sunday, Sept. 25, noon: PeopleSoft core applications will come back online according to the normal maintenance schedule.

  • Sunday, Sept. 25, 2pm: PeopleSoft Financials and Financial UM Reports will come back online according to the normal maintenance schedule.

  • Aside from downtime during the weekend, no significant impact for end users is expected, and no action is required as a result of this update.

During the weekend, updates will be available on the University's Service Status page.

General Ledger September 12, 2016 Period 2 of FY17 has closed (11:30 a.m.)
Payroll Accounting September 2, 2016

Retro Distributions did not process: UPDATE 

Retro Distributions that were submitted Thursday September 1 have been processed in HRMS but will not be available on reports until September 3. Retro transactions available in reporting are current as of Wednesday, August 31.

Accounts Payable, Inquiry August 29, 2016

Alert, those who use Accounts Payable > Review Accounts Payable Info > Payments > Payment

When using the Accounts Payable payment inquiry screens, you may encounter a new warning message (sample below). This warning appears in error and can be dismissed with the OK button. The warning may appear more than once while you're navigating through the page links to view further information about a payment or voucher. The problem was introduced with other urgently needed fixes installed over the weekend. Oracle/PeopleSoft is working on a fix for this.

Sample of warning message that appears in error.

Payroll Accounting, General Ledger August 18, 2016

FY2017 payroll distributions missing FY17 Account change updates

In early June the community was reminded that all departments must review 2017 appointment level distributions and update all sponsored or cost-share combo codes affected by the new Account code changes (Faculty, Federal Benefits, and Grad Assistants). This report http://z.umn.edu/17rn (xlsx) contains all current and future dated distributions that were affected by these Account code changes and still require updating (data as of 2:00 p.m. Thursday, August 18, 2016).

Failure to complete these distribution updates will cause all salary encumbrances to continue to hit the default program 21853 for all affected employees. 

Note: Distributions must also be updated for all employees currently in a suspended status who are returning in the fall.

To view any encumbrances that may be hitting your departmental default program 21853, use the Encumbrance Summary report available in the Reporting Center > Finance > Budget/Actual Management > Account Level Balance. 

A copy of the FY17 Account code change details is available here: http://z.umn.edu/15yl (pdf).

General Ledger August 9, 2016 Period 1 of FY17 has closed (11:30 a.m.)
General Ledger
August 8, 2016
Carryforward for period 913 of FY16 has posted.
Imaging
August 8, 2016

Perceptive Content/ImageNow

Users are currently unable to log in to Perceptive Content/ImageNow using the desktop client, due to a user credential error during the log-in operation. Our ImageNow team has been notified and is working to restore the logon functionality. In the meantime, users can still log in to WebNow as expected (note: requires Java, IE, or FireFox): https://imagenow.umn.edu/webnow/

General Ledger August 1, 2016

Carryforward balances

Period 913 Carryforward balances will be available Monday, August 8.  

Reporting July 27, 2016

The Reporting environment was not refreshed last night due to a technical issue.

We are still researching causes and the over all impact to systems.  UM Reports may not be available until the issue has been resolved.  Updates will be provided through out the day as we learn more.

General Ledger July 20, 2016

Period 913 is closed

There is no longer a period 914 (it was eliminated during fiscal year 2013). Period 915 is for central adjustments made by Accounting Services only, no departmental activity is allowed in period 915.

General Ledger, Reporting July 18, 2016 Carryforward for period 12 of FY16 posted today.
All
July 12, 2016

Period 913 is now open.

Period 12 of FY16 has been closed.

Payroll Accounting

July 8, 2016

Direct Retros - Fiscal Year End
Today, Friday July 8th, is the last day for direct retros in period 12. All direct retros must be entered and approved by 4:30pm so they can be processed and sent to Finance. Until period 913 opens on Tuesday, July 12th, there will be no nightly retro processing between Saturday, July 9th through Monday, July 11th.

The last day for direct retros in period 913 is Thursday, July 14th. All retros must be entered and approved by 4:30pm. Accounting Services will be running the enterprise assessment on Friday, July 15th. If any direct retros are needed following the first Enterprise Assessment calculations, direct retros may still be entered for Period 913 until Tuesday, July 19th.

Direct Retros Recalculating Fringe Incorrectly
Development is continuing to work on the issue with direct retros recalculating fringe and being sensitive to back dated job changes. Until resolved, departments should continue to monitor the movement of fringe.

Payroll Encumbering Calculation to start earlier
Due to the extra time needed to process a full fiscal year of payroll encumbrance data each night, the payroll encumbrance calculation program will begin earlier than normal. This is to ensure that payroll encumbrance data will available in reporting the next day. All job and distribution changes that are entered before 2pm will be reflected in the nightly payroll encumbrance adjustment calculations. Changes made after 2pm, will be reflected in the next days processing.

Invalid Distributions and Impact to Encumbering
If an employee has changed employee classes (or were impacted by FY17 account changes for Faculty, Federal Benefits, and Grad Assistant) but the sponsored or cost share combo codes on their distributions have not been updated, the salary payroll encumbrances will automatically move to suspense chartstring (program 21853). Updating the distribution combo codes to reflect the appropriate account will prevent the encumbrances from hitting suspense.

Requisition preparers, U Market only orderers, procurement specialists, receivers, voucher specialists, expense preparers
July 1, 2016

Original post: June 30, 2016

System availability for some activities

Unforeseen issues in the year-end Purchase Order close/roll process have delayed central processing.

Plan on being unable to use the financial system until Tuesday July 5 for the following transactions:

  • requisitions (including pulling U Market orders into EFS)
  • purchase orders
  • receipts
  • vouchers
  • travel authorizations
  • cash advances
  • expense reports (including completing PCard reconciliation tasks)

All involved understand that this delay impedes business for some units. Controller's Office and IT staff have been working around the clock to address the problem. Should you have an emergency need, contact the University Financial Helpline with details of the situation: 612-624-1617 or controller@umn.edu.

Requisition preparers, U Market only orderers, procurement specialists, receivers, voucher specialists, expense preparers
June 30, 2016

July 1 system availability for some activities

Unforeseen issues in the year-end Purchase Order close/roll process have delayed central processing.

Plan on being unable to use the financial system again tomorrow, July 1, for the following transactions:

  • requisitions (including pulling U Market orders into EFS)
  • purchase orders
  • receipts
  • vouchers
  • travel authorizations
  • cash advances
  • expense reports (including completing PCard reconciliation tasks)

All involved understand that this delay impedes business for some units. Controller's Office and IT staff have been working around the clock to address the problem. Should you have an emergency need, contact the University Financial Helpline with details of the situation: 612-624-1617 or controller@umn.edu.

Controller's Office, IT, and other system support staff have been working on this issue around the clock since it began.

Payroll Accounting
June 29, 2016 HRMS Combo Code Availability
Due to year-end processing in Finance, combination codes available for use in distribution entry are only current as of budgets entered before 12pm on Tuesday, June 28th.  On Wednesday, June 29th, there will be no mid-day run to create new combo codes, however, the evening processing will still occur as scheduled.  
Payroll Accounting June 23, 2016 Fiscal Year End: Payroll Encumbrances
As part of the fiscal year end process, all FY16 payroll encumbrances have now been zeroed out. Payroll encumbrances for FY17 will be processed and available in reporting on Monday, July 4th. 
Payroll Accounting June 17, 2016 Daily Payroll Encumbrances Issue
For employees in the employee classes of Faculty (Adjunct/Clinical, Visiting, Contract, Temp/Duluth only), Federal Benefits, and Grad Assistants, payroll encumbrance adjustments that were processed the evening of Monday, June 12th were incorrectly assigned the new FY17 Account codes. Last night, all payroll encumbrances were reversed and reprocessed in production to reflect the accurate FY16 Accounts. In reporting, all transaction level reports are now correct. Corrections to summary level reporting will be completed this evening and available Saturday morning. All daily payroll encumbrance processing will continue to be on hold until all are reversed on the evening of Wednesday, June 24 for fiscal year end.
Payroll Accounting June 16, 2016

Update on June 15 issue: Please stop all updates to FY17 Payroll Accounting Distribution Entry today at 4:30 p.m.

On Monday we had an issue with payroll encumbrance adjustments related to the new FY17 salary Account codes. We have a fix but need your cooperation to complete the work. Please stop all updates to FY17 Payroll Accounting Distribution Entry today at 4:30 p.m. The fix to correct these payroll encumbrance transactions will be put in place this evening. If you are attempting to make any changes to Distribution Entry after 4:30 p.m, the combo code prompts may not provide you with the correct Account codes that relate to the employee's job data for FY17.  

Distribution Entry can proceed as normal on Friday morning.

Payroll Accounting June 15, 2016

Daily Payroll Encumbrance Adjustments processing on hold

For employees in the employee classes of Faculty, (Adjunct/Clinical, Visiting, Contract, Temp/Duluth only), Federal Benefits, and Grad Assistants, payroll encumbrance adjustments that were processed the evening of Monday, June 12th were incorrectly assigned the new FY17 Account codes. As we continue to review solutions to correct these payroll encumbrance adjustments, all further payroll encumbrance processing will be on hold.

Payroll Accounting
June 13, 2016

Payroll Distributions and Account Changes for FY2017

On Sunday, the payroll accounting distribution roll for fiscal year 2017 took place. All current and future-dated payroll accounting distributions were automatically copied forward into the new 2017 entry. Beginning today (Monday, June 13), departments must review their 2017 appointment level distributions and update all sponsored and cost-share combo codes affected by the new account changes (Faculty, Federal Benefits, and Grad Assistants). This report—http://z.umn.edu/16g3 (xlsx)—contains all current and future-dated distributions affected by these account changes, as of noon Friday, June 10. All distribution changes must be completed by Thursday, June 30, at noon. If there are any distribution changes needed for the 26th pay period that should also apply to the first pay period in FY2017, changes must be made in both2016 and 2017. If you need a copy of the FY17 account change details, it is available here: http://z.umn.edu/15yl (pdf).

Budgeting
June 9, 2016

UM Final Budget Entry Report Solution

An issue has been identified with final budget entry reports in EFS where budgeted Carry Forward amounts are not being pulled into the reports correctly under certain conditions.  Module Support has identified a simple solution that will provide accurate report results in the short term while a permanent fix is developed.

The affected reports are:

  • UM Final Budget Entry Rpt-Fund (saved budgets by DeptID, Fund, and Program, with subtotals for DeptID and Fund)
  • UM Final Budget Entry Rpt-Program (saved budgets by DeptID, Fund, and Program, with subtotals for DeptID and Program)

Access the reports in the EFS production or reporting instance at: UM Budgeting > UM Final Budgeting > UM RRC Managers (or UM Department Users) > UM Reports > UM Final Budget Entry Rpt-Fund or UM Final Budget Entry Rpt-Program.

The simple solution to ensure budgeted Carry Forward is accurately reflected is to leave the Program value blank when selecting report parameters. The reports will return accurate information by Fund, DeptID and Program.

For detailed instructions on running budget entry reports in EFS see page 32 of the FY17 Budget Prep Instructions for Final Budget Entry (http://finance.umn.edu/budget_instr_annual.html).

GL
June 9, 2016 Period 11 of FY16 is closed. Data should be available in the reporting instance and data warehouse tomorrow.
Budgeting June 2, 2016

Detailed budgeting for Students and Temp Casual

If you're having trouble entering budget lines for Students or Temp Casual, check to make sure the rows are listed as BASEBUD. If the rows are instead listed as POSBUD (position budgeting), that may be the issue--switch them to BASEBUD and that should resolve things.

All May 27, 2016

Retro distributions did not process

Not all Retro Distributions that were submitted Thursday May 26th were processed in HRMS and sent to Finance. Those that are not displaying on reports will be processed and available in reporting tomorrow May 28th.

All May 18, 2016

Fiscal Year-End Memo now available

The deadlines and processing steps for fiscal year-end are now available. These procedures and deadlines are for everyone involved with financial activities (everything from ordering supplies in U Market to making Journal Entry corrections). Visit http://finsys.umn.edu/fye/index.html

General Ledger May 10, 2016 Accounting period 10 is closed in the General Ledger
All May 10, 2016

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 5/7/16.

Procurement specialists May 6, 2016

Don't ignore the daily email from EFS!

Procurement specialists, if you don't have any print POs to dispatch, you will no longer get the morning email from EFS. This was a surprise "enhancement" we've all wished for that came along for free with the recent PeopleTools update. If you don't get an email from EFS (they usually arrive around 6:00 a.m. Monday through Friday), it means you don't have any print POs for that day. Please check your email (or email trash) for messages back to April 25 to ensure there aren't any POs that still need to be printed and sent to the supplier. Contact us with questions or concerns at controller@umn.edu.

Reporting Center April 28, 2016

Salary & Fringe Detail by Pay Period Enhancements

Changes were made to provide additional functionality for selecting data. The fiscal year prompt now allows reporting back through fiscal year 2009. (The report had been restricted to the current fiscal year plus two previous fiscal years.)

Added prompts allow reporting for a single EmplID or a combination of financial chartfield values.

By default adjustments are excluded from the report but a check box prompt was added to allow inclusion of adjustments in the report data.

The pay period prompt allows selection of multiple pay periods within a fiscal year.

On roll-up prompt paths (Run by Distribution (Finance) DeptID..., and Run by HR DeptID...) an option to "View Report with these selections" allows running the report at various levels within the path.

If the volume of data requested is too large, this report may fail to load (adjust prompt selections to return a smaller data set if this happens).

Voucher specialists April 27, 2016

Disbursement Services ACH payments (payments to suppliers)

There are issues in the system preventing ACH transactions from being paid. We are working on resolving the issue but do not have an ETA for resolution at this time. Updates will be provided as they become available.

Reporting Center April 26, 2016

YTD Employee Distributions Two enhancements to the YTD Employee Distributions Payroll Report will be released:

  1. Expanded fiscal year options. Run the report for any fiscal year back to 2009 (previously the option was limited to the prior three fiscal years).
  2. An option to include payroll adjustments has been added to the prompt list as a check box. The default is unchecked (unchecked means "do not include adjustments").
Expense Preparers April 22, 2016

Expense Report processing complete from last night

9:16 a.m.: Expense Report processing has completed! Things should be in their expected state now.

8:47 a.m.: There are approximately 500 Expense Reports still pending processing from last night. System support specialists are researching the issue.

     
U Market-only requisition preparers, requisition preparers April 21, 2016

The U Market access issue appears to be resolved. Thanks for your patience 9:36 a.m.

Earlier: There appears to be an issue with accessing U Market today (April 21, 2016). System support specialists are looking into it now.

U Market-only requisition preparers, requisition preparers, procurement specialists April 19, 2016

U Market orders from April 18 -- issue resolved, operations have returned to normal

Yesterday's U Market Purchase Orders experienced processing issues. The issues have been resolved. Processing has returned to normal and there shouldn't be any lingering system issues with the orders from April 18.

Payroll Accounting April 15, 2016

Retro Distributions did not process 

Retro Distributions that were submitted Thursday April 14th were not processed in HRMS and sent to Finance. These transactions are not available on reports. Retro transactions will be processed and available in reporting tomorrow April 16th.

GL April 11, 2016 Accounting period 9 is closed in the General Ledger
Payroll Accounting April 11, 2016

Retro Distributions did not process 

Retro Distributions that were submitted Friday April 8 and Saturday April 9, 2016 were not processed in HRMS and were not sent to Finance. These transactions are not available on reports. Retro transactions will be processed and available in reporting tomorrow April 12, 2016.

Payroll Accounting April 1, 2016

Retro Distributions did not process last night

Retro Distributions that were submitted on March 31, 2016 were not processed in HRMS and were not sent to Finance. These transactions are not available on reports. Retro transactions will be processed and available in reporting tomorrow, April 1, 2016.

Requisition preparers, procurement specialists, cluster directors March 30, 2016

New Release of the Supplier Authorization Form (SAF) UM1679

The SAF has been updated to include a space for Payment Discount Terms. People should ask their suppliers if they offer discount payment terms and if so, indicate the terms on the form. Everyone should review the updated instructions. The instructions include new information, in addition to, the changes to accommodate discount payment terms. Please begin using the updated version of form UM1679 immediately.

The updated form and instructions can be found in the Policy Library.

All March 25, 2016 MyU and PeopleSoft will be unavailable during PeopleTools Update April 23 - 24

Access to PeopleSoft, MyU, and other applications dependent on them will be unavailable for much of the weekend of April 23-24, due to an update to the PeopleSoft development and operations platform PeopleTools. The update, planned from noon Saturday to noon Sunday on that weekend, will ensure the University remains on supported versions of the platform and will prepare us for future projects. All PeopleSoft applications will be affected and unavailable while the update is in progress.

Note that EFS will also be unavailable on April 24 (as it is every Sunday) from noon until 2 pm for its usual business maintenance window. 

Payroll Accounting March 24, 2016

Retro Distribution processing this weekend

Every other weekend Retro Distributions are not processed on Friday (the evening of Payroll Confirmation), but are on processed on Saturday. Due to required system maintenance, no Retro Distribution processing will occur March 25-27. Processing will resume Monday evening, March 28. Departments will not see impacted Retro Distributions reflected on the General Ledger or reports until Tuesday. Contact controller@umn.edu with questions.

Payroll Accounting March 23, 2016

Retro Distributions did not process last night

Retro Distributions that were submitted on March 21-22, 2016 were processed in HRMS and sent to Finance, but have not posted to the General Ledger. These transactions are not available on reports. Retro transactions will be posted tonight and available in reporting tomorrow, March 24, 2016.

Budget Entry March 21, 2016

Final Budget Entry Instructions now available for FY17

Instructions for Final Budget Entry of FY17 budgets have been posted: http://finance.umn.edu/Budget_FY2017/FY17FinalBudgetEntryInstructions2016-03-17.pdf

The deadline for entry of RRC-level final budgets is Friday, June 17, 2016 but the RRC Contact for your college or administrative unit may have set earlier deadlines. 

GL March 9, 2016 Accounting period 8 is closed in the General Ledger
Payroll Accounting March 2, 2016 Retro Distribution Entry: Date Range Restrictions 

Restrictions have been added to the Begin Date and End Date fields on the Retro Distribution Entry page to prevent the begin date of the year-end off-cycle payroll from being selected with an end date of a regular pay period. This will eliminate errors caused by confusion between the pay period begin date for the year-end off-cycle payroll (December 12, 2015) and the start of pay period 14 (December 14, 2015).

Note: When adjusting pay period 13 (11/30/15 - 12/13/15), the pay period date range will automatically contain any year-end off-cycle payroll transactions. Carefully review the payroll transactions returned by the Get Distributions button before taking action, and adjust accordingly.

Payroll Accounting February 29, 2016 Payroll Encumbering Online Pages

An issue on the Payroll Encumbering Online view pages has been fixed (Main Menu > UM Payroll Accounting > UM Encumbering > UM Encumbering by Combo Code/UM Encumbering by Employee ID). The page now displays the accurate combo code on which salary/fringe has been encumbered. It will display the fringe redirect combo code when one has been entered in distribution entry, and it will display the department suspense combo code when encumbering has been redirected due to an invalid combo code.

Distribution Entry

Changes were made to both the Additional Pay section and the Pay Pd Earnings field on the Distribution Entry page.

  • Additional Pay: Multiple issues were reported in regard to lines showing up in the additional pay section of distribution entry that were no longer paying out. A fix has been made to align the additional pay lines that are displayed in distribution entry with the additional pay lines that will pay out in the current pay period and any future pay periods. It will not display rows that were entered incorrectly causing them to not pay out or rows with end dates before the current pay period.
  • Pay Pd Earnings: Issues were reported with the amount displayed in this field on the distribution entry page. A fix has been made so this field will be the total of the Pay Period Amt and any current additional pay earnings. If a new earning distribution line is added for a specific earnings code, it will separate out the pay associated for that earnings code.
External Sales February 26, 2016

Additional Local Sales Taxes, effective April 1, 2016

Starting April 1, 2016, the following counties will begin imposing a 0.5% local sales and use tax:

  • Blue Earth County
  • Brown County
  • Cass County
  • Chisago County
  • Crow Wing County
  • Wabasha County

The county taxes are in addition to the state rate of 6.875% and any other local taxes imposed in the jurisdictions. For example, Mankato, which is located in Blue Earth County, already has a .5% local city tax. Starting April 1, 2016, sales in, or shipped to, Mankato will be subject to a total tax rate of 7.875% which is comprised of the state rate of 6.875%, plus the Mankato rate of .5% and the Blue Earth County rate of .5%.

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.

Payroll Accounting February 23, 2016

Identification of Prior Pay

It was difficult to identify prior pay for effort certification, so new fields have been added to the existing UM Salary Distribution report:

  • Begin Date
  • End Date
  • Roll Up Earn Cd

Special considerations for Begin Date and End Date

  • Salary and Fringe Actuals: reflects the earnings date range associated to the payroll expense being reported.  This date range may span multiple pay periods and reflect both prior and current pay, including vacation or sick.  The Pay Period column will continue to reflect the actual pay period where the payroll expense posted.
  • Retro Distributions: reflects the begin date and the end date of the pay period being adjusted.

Starting Friday February 26 a new public query will be available to distinguish prior pay from current pay. If a begin date is before the start of the pay period on the report, the Payroll Prior Pay Earnings query can be run and will return only prior pay activity for a specified pay period range at a more detailed level than the UM Salary Distribution report. This query does not contain any distribution information and will be available in the Reporting Center > Human Resource Management section. 

Any questions can be sent to the University Financial Helpline at 4-1617 or controller@umn.edu.

All February 18, 2016

Fixed: Display the payroll encumbrance end date correctly

While payroll encumbrances are correct, the end date didn't accurately reflect the date used in calculations. When encumbering was supposed to end on a date before the end of the fiscal year, the system displayed an end date of June 12. The corrected end date now represents payroll encumbrances through the the last day worked.  It can be seen on the inquiries UM Encumbering by Employee ID and UM Encumbering by Combo Code in HRMS.

Payroll Accounting February 15 & 16, 2016

SENT VIA EMAIL to: all those with access to the current Payroll Abstract, all those with Distribution Entry access in HRMS, all those with Retro Distribution entry access in HRMS, Chief Financial Managers, RRC contacts, EFS cluster directors, HR Stars, HRMS Advisory Group members, and Employee Relations Consultants

New Payroll Verification Report (to replace the Payroll Abstract)

The current Payroll Abstract has limitations in providing detailed data that departments need to accurately monitor their payroll activity. The new Payroll Verification Report is designed to include both payroll and distribution detail and will replace the current PayrollAbstract. The new report is now available for use in verifying activity for the February 7 pay end date.

For pay period end dates of February 7 and February 21, both this new report and the current Payroll Abstract will be available. Either report may be used for the official signoff that activity has been reviewed and approved.

Starting with the March 6 pay end date, the Payroll Verification Report will become the new official report and the Payroll Abstract will no longer be available.

Required Training
People who have Distribution Entry or Retro Distribution Entry access in HRMS are required to take this brief online course by March 4. This training will be a requirement for that access going forward.

Where will you find the new report? 
The new report is available in MyU > Reporting Center > Reports Run for Me > PAVERIFY RPT. If you use the Filter feature, be sure to use the new report name and your ZDeptID.

Who has access? 
Those who currently can access the Payroll Abstract will automatically have access to the new Payroll Verification Report.

What's different about the Payroll Verification Report? 

  • The report is divided into two sections: payroll and distribution results. Each section will match by person and earnings code totals.
  • Work-study distributions are shown.
  • Earnings dates related to distributions in pay are shown.
  • A distribution override flag will appear, if the default funding for that pay was overridden.
  • Full ChartField strings are displayed, no combo codes appear.
  • In the report header, the check date appears along with a yes/no indicator for whether that page is for on-cycle or off-cycle checks.

What's not different? 

  • The report is driven off the HR DeptID related to the position (not the DeptID on the distribution).
  • People will still see activity by Earnings Code.
  • Sort is still the same: ZDeptID, DeptID, off cycle checks, on cycle checks, check date, then employee name.

Full list of training materials available:

All February 16, 2016

Retro Distributions did not process last night

Retro Distributions that were submitted on February 15, 2016 were not processed in HRMS and were not sent to Finance. These transactions are not available on reports. Retro transactions will be processed and available in reporting tomorrow, February 17, 2016.

ImageNow
February 10, 2016

ImageNow upgrade & re-branding (as Perceptive Content)

The University will upgrade its document imaging and management system, ImageNow (re-branded Perceptive Content), in Feburary. Learn more about the upgrade.

All
February 9, 2016

Period 7 is Closed

Accounting period 7 of fiscal year 2016 is closed in the General Ledger. Period 8 is now open. The Reporting Center will be updated tomorrow morning with period close data.

Accountants, Reporting, Retro Distribution preparers in HRMS
January 22, 2016

Retros for 1/20 were not sent to Finance

Retros that were submitted on January 20 and 21 2016 have been processed in HR, but will not be available in reporting until tomorrow January 23.

Accountants, Reporting, Retro Distribution preparers in HRMS
January 21, 2016

Retro Distributions did not process last night

Retro Distributions that were submitted on January 20, 2016 were not processed in HRMS and were not sent to Finance. These transactions are not available on reports. Retro transactions will be processed and available in reporting tomorrow, January 22, 2016.

All
January 12, 2016

Period 6 is Closed

Accounting period 6 of fiscal year 2016 is closed in the General Ledger. Period 7 is now open. The Reporting Center will be updated tomorrow morning with period close data.

Retro Distribution preparers in HRMS
January 5, 2016

Saved but not Submitted Retro Distribution Monitoring

On Retro Distributions in HRMS, preparers must both save and submit the transaction to trigger workflow routing and processing to the General Ledger in Finance. Since April 2015, central staff have monitored HRMS for Retro Distributions that have been saved but not submitted. Preparers of these transactions were emailed to remind them to submit, if processing was desired.

Starting Monday January 18, 2016, this special Retro monitoring and email reminder process will cease.

Unsubmitted retros can be identified using the UM Retro Dist Review/Approval page in HRMS, use the search feature, and review search results for any Retro with an approval status of (blank). An approval status of (blank) indicates the Retro has not been submitted.

Screenshot of HRMS Retro search screen showing results with one approval column blank

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


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