Bridges Advisory #30 - October 8, 2004
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.
CAN YOUR COLLEAGUES FIND YOU IN THE DIRECTORY (ON-LINE PHONEBOOK)? The UF Directory is the sole source for contact information. The Directory populates the university’s on-line phonebook and printed phonebook. Some faculty and staff who want their home address or phone number “hidden” from public view are inadvertently removing themselves completely from the published view of the UF Directory, making it difficult for others to find them on campus.
To have your name appear in the Directory but limit what contact
information is displayed publicly:
- Sign on to the myUFL portal, then navigate to My Account > Update My Directory Profile.
- Click on the orange “Personal Information” header.
- Select “Yes” and then click “Submit” at bottom of page.
- Click on the orange “Addresses and Phones” header.
- Select the address you do not want displayed to the public and click “Submit.”
- Choose “No” for “Can this address be published?” (about halfway down the page) and click “Submit.”
- Click on the orange “Addresses and Phones” headers.
- Select Browse Phones from the blue, left-hand menu.
- Select the phone number you do not want displayed to the public and click “Submit.”
- Choose “No” for “Can this telephone be published?” and click “Submit.”
- Click on “Gatordex Home” in upper right-hand corner.
- Click on “Published View” in blue, left-hand menu to see what changes you made and how your contact information will appear in the on-line phonebook.
Some important tips:
- If you click on the orange “Personal Information” header and select “No” as to whether you want your information published, no information about you will be displayed in the Directory, including your name, business address or phone, email, etc.
- The only information in the Personal Information section that is displayed to the public is your working title and your preferred language (both of which you can personally edit). Your Social Security number, date of birth, gender, etc. is never displayed to the public.
- The relate phones to addresses feature is very simple to use and especially valuable to those who have two or more offices or work locations or multiple phones. To add additional phone numbers or addresses, or relate a phone number to a particular location, click on the orange “Addresses and Phone Numbers” header then use the left-hand menu to navigate to one of five options.
Please contact the Directory Coordinator for your college or department if you need help. If you cannot find one listed, contact the person who handles personnel matters for your area and they will be able to provide the name of your Directory Coordinator.
WANT TO KNOW WHAT THE CODES MEAN ON YOUR PAYCHECK? On the Bridges Web site, under Resources > Payroll, we have posted the complete list of earning and deduction codes found on your earning statements.
SEEING MULTIPLE ZERO DEPOSITS IN YOUR BANK ACCOUNT? Some employees have reported that their bank account shows multiple deposits of $0.00 from the University of Florida. This was an automated verification process that was running to make sure the account was valid for accepting expense reimbursement payments. This process is no longer necessary and removed as of Wednesday, October 6. Faculty and staff should not see any other zero dollar deposits to their bank accounts in the future.
myUFL FINANCIALS UNAVAILABLE NEXT WEEKEND IN ORDER TO FIX BUDGET LEDGER PROBLEMS. The myUFL financial systems will not be available from Friday, October 15 at 6:00 pm to Monday, October 18 at 6:00 am in order to perform some maintenance on those applications. There are a few problems with the budget checking process that prevented some transactions from updating a budget ledger even though the transaction indicated they passed budget checking. Bridges has identified, developed, and tested solutions to these problems and are now able to budget check the transactions and update the correct commitment control budget ledgers (i.e. Appropriations, Cash Based, Auxiliary, Grant, and Construction).
Over the weekend, processes will be run to re-budget check all transactions processed to date so we ensure all transactions are posted to the budget ledgers correctly. While this should not impact the encumbrances, expenses, or associated revenues in your budgets significantly; some of the Asset, Receivables, Billing, Accounts Payable (AP), and Travel transactions previously marked as valid will appear in your budget ledgers. Anything currently marked in error will remain in error since transactions exceeding budget tolerances or attempting to post to a closed period are still valid errors; therefore, you will continue to manage your budget exceptions as always.
Even though the myUFL financial systems will not be available next weekend, the myUFL portal, HR systems, and Enterprise Reporting will be available for use during that weekend. We apologize for any inconvenience this maintenance window may cause.
PLEASE REVIEW DDD MEMO REGARDING DEADLINE FOR HR TRANSACTIONS. To help with the transition to the new HR/Payroll systems, the University has been very flexible with the departmental cutoff times for HR transactions since the go-live PeopleSoft implementation date of June 18, 2004. We felt that this flexibility was necessary during the initial implementation to allow sufficient time for departmental staff to receive training and for all of us to gain some experience with the system. We now feel that it is time to apply the previously established cutoff dates and times for these types of transactions.
Beginning with the October 8 pay period, all Human Resources transactions that affect payroll payments—with the exception of time reporting and approvals—must be completed by 5:00 pm the Tuesday before the pay period ends. Please review the October 4 DDD Memorandum for more details, as well as the Payroll Processing Deadline Schedule for 2004-05.
SIMPLE WAY TO MONITOR AND USE THE DISCUSSION FORUMS. The campus community can easily monitor what is being posted to the various myUFL discussion forums, by “subscribing” to the Discussion Forum pagelet. Note that you will only be able to see the discussion forums for which you have the associated user security roles. For example, if you do not have access to Grants > Proposals on your myUFL Menu then you will not see the Proposal and Award Exchange section in the Discussion Forum pagelet. Every UF employee will see at a minimum the Travel and Expense Exchange and the Time Entry Exchange since these are associated with the self-service roles based on your affiliation with the university (i.e., faculty, staff or student).
After you add the pagelet, you can click on the title of the exchange (e.g., Travel Exchange) to see all the postings to date and send in your question. If you want to look at a single topic or reply, click on the hyperlinks below the title of the Exchange.
To subscribe to the Discussion Forum pagelet:
- Sign on to the myUFL portal.
- Select the page tab that you want to display this pagelet (i.e., Top, Staff, Custom, etc.).
- Click on “Personalize Content” located below the Top Page tab.
- Under the Special Interest category, check the box next to “Discussion Forum.”
- Click “Save.”
- Click on “Personalize Layout” located below the Top Page tab.
- Highlight “Discussion Forum” in the left-hand column and click the arrows on the far right to place the pagelet in another location.
- Click “Save.”
By default, the Discussion Forum pagelet will appear below your myUFL Menu. To move the pagelet to the middle or right-hand column:
If you want to view a Web tutorial about how to personalize your portal, go to the myUFL Menu > Help > Web Tutorials > Personalize Content/Layout.
EXPENSE REPORT DOUBLE CHARGES CLEARED SOON. Those who work with the Travel and Expense module may see double charges for some expense reports. The problem has been resolved and you will no longer see new double charges. However, because we have not yet cleared out the duplicate charges, this will affect your budget balance in myUFL. We anticipate having these duplicate charges removed in the next few weeks.
NEW ENTERPRISE REPORTING REPORTS. There are several new reports available in Enterprise Reporting. Access to Enterprise Reporting is available to any faculty or staff but does require the UF_ER_USER role for general access and may require additional roles depending on the type of information and level of detail.
New reports in Enterprise Reporting > Human Resources Information > My UFL HR and Payroll > Benefit Information > Benefit Central:
- New Hires with Benefits by Department
- New Hires with Benefits by Salary Admin Plan
- Terminations with Benefits by Department
- Terminations with Benefits by Salary Admin Plan
- Students with Multiple Health Insurance Plans
- After Tax Deductions for Health and Life
INSTRUCTION GUIDES. The following Instruction Guide has been updated this week. Guides are located in the portal under the Help folder or on the Bridges Web Site under Get Trained > Instruction Guides.
Purchasing
• Unencumbered Vouchers (Updated)
WANT AN EASY WAY TO ACCESS TRAINING MATERIALS? While you are in the portal working, you can find the Instruction Guides and Glossary of Terms under the Help folder. Once you open those links you can navigate to other training materials (i.e., videos, Web tutorials, etc.). In accessing the materials this way, rather than the Bridges Web site, you will avoid having to authenticate with your GatorLink username and password. The Training Registration link is also in the portal under the Bridges Transition folder. Based on campus feedback, we recently removed the authentication requirement from the Bridges Web site for the registration page.
For frequent updates about the project, subscribe to the UF Bridges pagelet on the myUFL portal. For a quick tutorial on how to use myUFL, visit: http://wla.erp.ufl.edu/media/PersonalizeContentLayout.html.
For more information about the transition, 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.
