Bridges Advisory #36 - Nov 18, 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.
WHAT AND HOW ARE WE DOING? We are five months into the transition to the new myUFL systems. Two documents have been placed on the Bridges home page to update you on the project and the transition. In myUFL by the Numbers we present data on what has been processed through myUFL since “go live.” Data includes payroll by unit, vouchers and purchase orders by unit, travel authorizations per unit, portal usage, Bridges Web site usage, training statistics, and more.
In Tuning PeopleSoft, we describe how the system has been actively tuned since it was first put into production, how we continue to tune it for better performance, and why tuning is still necessary.
TWO 2004 W-2 FORMS. In January, you will receive two W-2 forms for 2004. One will be issued by the State of Florida for wages paid prior to July 1, 2004. (Note: Although the wages are based on the hours worked through June 17, 2004, employees did not receive their wages until July 1, 2004). One will be issued by the University for wages paid after June 30, 2004. In your earnings statement, the Year-To-Date (YTD) amounts for 2004 only includes the wages, deductions, taxes and employer paid benefits for checks paid by UF beginning July 1, 2004.
Attention: AEF Employees. You will receive a W-2 from the State of Florida for wages paid by the State in 2004 prior to July 1, 2004. The 2004 W-2 that you receive from the University will include both the wages processed by ADP prior to July 1, 2004 and the combined UF and AEF wages paid after June 30, 2004 by the University of Florida using PeopleSoft.
More information will be provided later this year about your W-2 forms.
GET BETTER HELP QUICKER. Help us help you! When you submit a request for help with the myUFL systems, at a minimum always include the (1) name of the transaction (i.e. requisition, expense report, etc.), (2) the transaction ID, (3) a detailed description of the issue, and (4) any error message verbatim if applicable. This will allow us to begin resolution immediately upon receiving the help desk ticket instead of gathering more information about the issue. We recommend sending the information via an email to helpdesk@ufl.edu to insure the quickest routing to the appropriate Bridges team and support staff.
HOW TO GET LEAVE BALANCES FOR PRIOR PAY PERIODS. Employees cannot use prior on-line earning statements (i.e., View Paycheck) to view leave accruals or balances. This information is only displayed on the most recent on-line earnings statement. If you want to see your leave information for other pay periods, please ask your payroll processor or department leavekeeper to run the following report.
In Enterprise Reporting > Human Resources Information > My UFL HR and Payroll > Benefit Information > Leave:
- Leave Accrual, Usage and Balances By Pay Period Ending Date andEmployee ID
Note to payroll processors/leavekeepers: If you do not have the LEAVE folder in Enterprise Reporting, please have your Department Security Administrator (DSA) request the UF_ER_HRPR_Ben_Leave user security role.
DENYING TRAVEL AND EXPENSE FOR INCORRECT CHARTFIELDS. In the Travel and Expense module, when a Travel Authorization or a Travel Expense Report is denied by the approver for changes to be made to the ChartField field string, Commitment Control is not being updated with the changes applied. All Travel Authorizations or Expense Reports denied for this reason will need to be deleted and input into myUFL as new to keep the Commitment Control ledgers correct.
Denying a Travel Authorization or Expense Report for changes to an Expense Type (Mileage, Lodging or Meals, etc.) will not require you to start over.
CHARTFIELDS. Financial information in myUFL is stored by Business Unit and in ChartFields. In order to maximize the efficiency and functionality of the system each ChartField should represent only one type of data. Transactions will be defined by the unique combination of ChartFields rather than by any one ChartField. This week we introduce “UF PeopleSoft ChartFields for General Ledger” a ten-page document that details how the university will utilize the PeopleSoft ChartFields in the new accounting system. We have firmed up these structures throughout prototyping and testing and are now populating the values in accordance with our design.
SCHEDULED CLOSINGS FOR myUFL FINANCIALS. The closing of October for the myUFL Financials subsystems (i.e., Accounts Receivable, Billing, Purchase Order, Accounts Payable, and Expense) and General Ledger (GL) has been moved to Wednesday, November 24. November subsystems will still close at the end of the nightly batch November 30 and the November GL will close December 7.
PAYROLL DISTRIBUTIONS – PLEASE POST. Since we began using the "Post" button again we have had users experiencing ongoing problems with the posting of payroll distributions. On November 10, we implemented a solution that resolves most of the issues related to this problem. As a result of this solution, many users will see payroll distributions that need to be reposted.
First, if you have employees who continue to be charged to their default account code you should review those distributions and make any necessary corrections and then click the "Post" button. Even if you do not see anything wrong with the distribution, please change something then change it back and hit the "Post" button. This change makes sure all edits are performed again prior to posting.
Second, please post all unposted distributions, excluding those that are in the wrong DeptID. Distributions that are unposted will have a grayed out "Post" button. You will need to make a change to the item (and change is back if not a valid or necessary change) before you are able to click on the "Post" button. This change makes sure all edits are performed again prior to posting.
If you encounter any errors in your payroll distributions, please contact the UF Help Desk as soon as possible.
NEW TRAINING MATERIALS. The following training class materials have been added or updated this week.
- Purchasing: Purchasing and Payables I: An Introduction (Updated)
- Purchasing: Purchasing and Payables II: Paying Your Vendors (Updated)
- Enterprise Reporting: Introduction to Enterprise Reporting (Updated)
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.
