Bridges Advisory #51 - March 11, 2005
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.
SP2 FINANCE UPGRADE THIS WEEKEND - IMPORTANT INFORMATION. Bridges reminds you that the myUFL financial systems will not be available beginning Friday, March 11 at noon during the upgrade. For a complete list of modules that will not be available this weekend, please read the Alert Notice on this topic. We appreciate your patience and understanding as we continue to enhance the myUFL systems.
- Please do not use the systems during the upgrade weekend; the maintenance window is from noon Friday, March 11 through 7:00 am, Monday, March 14. The maintenance message will appear if you try to access the financial systems while the technical work is being performed. However, testing of the systems will continue through Sunday and the maintenance message will not appear during this testing phase. Please do not use the financial systems at any time this weekend. Note: If you do use the system during the weekend and enter data or transactions, you run the risk of having to reenter this work on Monday.
- Campus testing of the upgraded system was conducted over the past two weeks. Bridges and Finance and Accounting appreciate the campus end users who participated and helped us identify potential issues or problems before this upgrade goes "live" on Monday.
- Although extensive testing was conducted, whenever a significant upgrade is performed, unexpected results may occur. Please help us resolve any issues that arise as quickly as possible by calling the UF Help Desk to report the problem. We will post Alert Notices for all known issues.
- On Monday, you will need to clear your browser's cache the
first time you sign on. If you are unfamiliar with this task,
please read the
Clearing Your Cache instruction guide
- Two Purchasing and Payables instruction guides will be revised due to the upgrade: "Encumbered Vouchers" (see related article below) and "Reconcile Transactions" for PCard.
VOUCHER PROCESSORS: SP2 WILL RESULT IN CHANGES FOR COPYING PO INTO A VOUCHER. Due to the SP2 upgrade to the myUFL financial systems this weekend, the method of processing vouchers against Purchase Orders will change.
Beginning Monday, in the upgraded system, the method used for copying a PO into a voucher will be different. Although the boxes are still present in a voucher for PO Business Unit and PO number, please do not use them out as you do today.
The new procedures are as follows:
- Navigate to Accounts Payable > Vouchers > Entry > Regular Entry.
- At the "Add a New Value" tab on the Vouchers screen, ensure the Business Unit is UFLOR and click "Add".
- Next to the PO Business Unit and PO Number boxes (old method), click on the drop down window labeled "Worksheet Copy Option" and select "Purchase Order Only." This will display the PO Look Up criteria page.
- Enter your Business Unit and PO number and click on the yellow "Search" button.
- All PO lines will be displayed. Select the specific lines that you want to copy into the voucher (or select all lines) by checking the select box on each line.
- Click the yellow "Copy to Voucher" button. This will populate the voucher with the PO lines that you intend to pay.
- Additional lines can be added to the voucher in the same manner as before by simply clicking on the "+" in the invoice lines (Freight, Overbills, etc.)
The Encumbered Voucher instruction guide will be updated to reflect these changes.
FINANCE CORE USERS: SP2 UPGRADE WILL REQUIRE NEW JOURNAL UPLOAD SPREAD-SHEETS. On Monday, March 14, please download the updated spreadsheets for Journal Upload: Journal Workbook (JRNL1.xls) and Compiled Macro Sheet (JRNLMCRO.xla). These are revised due to the SP2 Finance upgrade this weekend. The Message Log Template is unchanged. The forms are available on the Bridges Web site under Services > General Ledger and Budgets > Forms.
To ensure you are using the most current version of the Compiled Macro Sheet, you should delete the older version from your computer. Please do not download or use these documents if you are not in Finance and Accounting (i.e., a core user) and already using these forms.
NEW SECURITY ROLES RESOURCES ON BRIDGES WEB SITE. On the Bridges Web site, a number of new materials have been posted to help Department Security Administrators assign roles to users. The complete list of end, core and Bridges user security roles and descriptions are provided on the Bridges Security Services page, under the Additional Resources section. Two other new and useful resources include a checklist to help DSAs in the assignment of particular roles, and a description of the role prefixes (e.g., UF_CR_AR equals Accounts Receivable).
To make it easy to find this information on the Web site, in addition to the complete list on the Security Services page, we also include the appropriate roles on each of the other Services pages (i.e., AR and Billing; Hiring and Job Actions, etc.).
We encourage all DSAs to look over the new materials and let us know what you think by posting comments and suggestions through the Security Exchange discussion forum.
ENHANCEMENTS TO ON-LINE APPLICATION. In an effort to more successfully capture needed information from applicants, additional instruction language has been added to the questionnaire page in myUFL, and more fields are now required to be completed on the on-line application (also known as a resume). All existing on-line applications will remain as is but if applicants make any changes they may be required to submit more information for certain fields.
2005 FISCAL YEAR-END COMPENSATORY LEAVE CASH OUT. Departments are encouraged to begin planning now for the 2005 fiscal year-end compensatory leave cash out for eligible USPS and TEAMS employees. The cash out of all accrued special and overtime compensatory leave on balance is tentatively scheduled for the pay period ending May 19, 2005.
To assist with planning for this scheduled cash out, a report is available that indicates which employees currently have accrued compensatory leave. This report is available in Enterprise Reporting via the navigation of Enterprise Reporting > Human Resources Information > Benefit Information > Leave > Leave Accrual Usage and Balances by Pay Period End Date (PPE) and Department (DEPT). You must have the security role of UF_ER_HRPR_BEN_LEAVE to run this report.
TRAVEL AND EXPENSE: CORRECT USE OF BILLING TYPE WITH PAYMENT TYPE. The university is finding many errors regarding the inappropriate use of Billing Type/Payment Type combinations. When entering an expense with "Payment Type" of Avis Company Travel Order or PP/Direct Payments or UF PCard, you must select "Billing Type" option of PC/PP Expense. Double-charges occur when you do not input the combination of payment type and billing type described above.
The only time you should use Billing Types "Foreign", "In-State", and "Out-of-State" is if your Payment Type is "Personal Funds".
The Travel Office will run a query and complete the journal entries to correct all PCard/Prepaid Expenses that were entered incorrectly in the Travel and Expense module. Therefore, it is not necessary to send a correction request to the Travel Office. Your Department Ledgers should reflect the corrections before end of the month.
Please refer to the new "Submitting a Travel Authorization" guide located on the Bridges Web site > Services > Travel and Expense > Instruction Guides for detailed instructions. In addition, there are four other new instruction guides posted this week for Travel and Expense:
- Submitting a Cash Advance (Updated)
- Submitting an Expense Report (Updated)
- Listing Meals on Travel Transactions (Updated)
- Using Templates in Travel and Expense (Updated)
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.
