Bridges Advisory #106 – April 14, 2006
Printable versionThe University of Florida is committed to keeping you informed as we continue our transition to the new myUFL systems. To help you with the transition, each week you will receive a Bridges Advisory.
Faculty and Graduate Assistant Summer Appointments Process Automated. Summer jobs for nine–month faculty and graduate assistants will be processed this year via a summer job file that will be available to the departments the week of April 17. This file will enable departments to automate the summer jobs, in most cases eliminating the need to enter the appointment in ePAF. Once departments have updated the summer job file and it has been reviewed by the Academic Personnel Office, the information will be automatically applied into job data in the myUFL system. In addition, a termination record will be created for each employee’s summer job based in the term indicated by the department. See the new instructional guide, referenced below, for assistance.
For additional information please refer to the Deans, Directors and Department Chairs memorandum at: http://www.admin.ufl.edu/DDD/default.asp?doc=11.10.1917.5
Access To Space Inventory & Allocation System To Be Based On Deptid Instead Of Authority Code. Next week the Space Inventory & Allocation System – maintained by the Facilities Planning and Construction Division – will transition from using Authority Code to using PeopleSoft Department ID (commonly known as DeptID). This change will affect requests entered into the Access Request System (ARS) by Department Security Administrators (DSAs) for the following “legacy” roles:
- UF_N_IND_COST_SP_ALLOC_BROWSE
- UF_N_IND_COST_SP_ALLOC_CERTIFY
- UF_N_IND_COST_SP_ALLOC_AUTH
- UF_N_SPACE_DEPT_UPDATE
This transition will require the following cooperation from DSAs:
On Tuesday, April 18, please do not submit any new requests in the ARS for the roles listed above. Monday night Bridges will process any outstanding requests for these roles in preparation for data conversion to be performed on Tuesday.
Beginning Wednesday, April 19, you must enter DeptID instead of Authority Code in the Authority Area field when requesting any of the above–mentioned roles in the ARS. Any requests for these roles that have an Authority Code instead of a DeptID will be denied. Please use the highest level of the DeptID in the PeopleSoft department tree structure. For example, if 63100000 is entered in the Authority Area field, the user will have access to departments 63100000, 63100100, 63100200, etc. Please keep in mind that the mapping of legacy Authority Codes to PeopleSoft Department IDs is not a one–to–one mapping.
On a related note, the following roles, which also granted access to this system, are now obsolete. They should no longer be requested in the ARS.
- UF_N_SPACE_MAINT_ROOM
- UF_N_SPACE_MAINT_SITE_BLDG_RM
On Tuesday the Bridges Security Team will update the online List of Available Legacy Systems and Roles with this information.
Simplified Payment Procedures for the Foundation. The Finance and Accounting staff for the University and the UF Foundation have modified procedures to simplify the payment documentation process for Foundation moneys expended through University fund 171. Effective April 17, 2006, departments only need to send supporting documentation needed for voucher approval to Disbursement Services at Elmore Hall, P.O. Box 115350. Foundation staff will continue to be involved in the disbursement review process and will continue to have questions occur relative to particular expenditures. The Foundation staff requests that the UFF Payment Authorization form (UFF–PA) continue to be used and completed for all expenditures.
The forms UFF Transfer Request form (UFF–D) and UFF Transfer to UF form (UFF–U), are still required by the Foundation to transfer and deposit Foundation moneys to University fund 171. However, departments are encouraged to reduce their paperwork by making such requests to move moneys less frequently, such as on a quarterly basis.
Thank you for your assistance. If you have any questions or recommendations regarding this change, please contact Randy Staples at 392–1241 or Margaret Ward at 392–8304.
Miscellaneous Enhancements and Fixes. During the week of April 10, Bridges migrated five Enterprise Reporting and four Human Resource enhancements or fixes to production.
New Instruction Guides. One new instruction guides is available this week on the Bridges Web site:
- Hiring and Job Action > Preparing the UF Summer Job Review File (New)
For frequent updates about the project, subscribe to the UF Bridges pagelet in the myUFL portal. For a quick tutorial on how to use myUFL, please sign on to the portal and click on Help > How to Use myUFL.
For more information about myUFL systems, visit the Bridges Web site.
For help or support in using the new systems, including the portal, contact the UF Help Desk at 392-HELP or helpdesk@ufl.edu.
