Bridges Advisory #73 – August 19, 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.
NEW TRAINING REGISTRATION SYSTEM LAUNCHED TODAY. A new training registration system was launched this morning in the myUFL portal. Check out the schedule of new fall classes offered by HR’s Training and Organizational Development. Go to www.hr.ufl.edu/training and click on “Register Now,” or from inside the portal, go to My Self Service > Training and Development. In addition to registering for courses, self–service users can view their training history (going back to 1990) and certifications received, and view their current course enrollment. At this time, only classes offered by the Training and Organizational Development and UF Bridges are included in your training history. PeopleSoft or myUFL classes begin with a PST in the course number.
As with any new system implementation, we encourage you to monitor the Alert Notice page for any updates about using the system. Alerts are available from the myUFL sign on page, inside the portal in the Help folder, or on the Bridges Web site at www.bridges.ufl.edu/alerts.
In the near future, college and department supervisors can enroll employees in training classes, view employees’ training history and current enrollment status via Manager Self Service > Training and Development.
Questions or need additional information? Please contact Training and Organizational Development at training@ufl.edu, 392-4626 (SC 622-4626).
NEW myUFL CLASSES. Three new courses are now available for the myUFL systems. Register by visiting www.hr.ufl.edu/training and clicking on “Register Now” or via the portal’s My Self Service > Training and Development > Request Training Enrollment.
- myUFL Basics. This new hands–on session will provide participants with the basic skills necessary to navigate and personalize myUFL. Topics will include signing in, menu navigation, myUFL security roles, group boxes, adding and deleting rows, searching, and much more.
- Asset Management. This new hands–on session is for individuals who issue purchase orders and/or receive assets. Participants will review the requisition process, receive assets and pay the vendor in this session. Your questions and concerns will be address by the subject matter expert leading the class.
- Time and Labor (T&L) Auditing. This session highlights the features and processes to help you audit time and leave to ensure compliance with UF rules and policies. Facilitated by John Sun, HR Central Leave Manager, this session will focus on handling over–accrual and over–payments, under–accruals and under–payments, and payroll adjustments. The process for completing the “Prior 60–Day Request Form” will also be reviewed.
UPDATED JUNE PROJECT REPORTS IN myUFL. The updated June 2005 project reports will be available in Enterprise Reporting > Project Reports by Monday, August 22. Select your college or unit and department, then PI and Project to view the delivered PDF reports. There is no need to click on Access Reporting and run the reports yourself.
These reports incorporate many of the suggestions sent in by UF faculty and staff, including updated header information to reflect the award and project data. In detailed expense reports, additional descriptive information is included for all non-payroll transactions. Please let us know what you think of the changes by sending us a note via the myUFL Suggestion Box in the portal.
July project and department reports are not available yet and are awaiting the close of the July financials.
IMAGING REMINDERS FOR TRAVEL, PURCHASING, AND PCARD. Purchasing & Disbursement Services reminds users to follow these imaging guidelines:
All documentation used to support the entry of a voucher into the PeopleSoft system must be sent for imaging to Imaging, PO Box 115350. This includes encumbered/unencumbered disbursements, travel/ER reports, revenue refunds and cash expense refunds. The following requirements should be adhered to when submitting voucher supporting documentation:
- The voucher number generated by PeopleSoft should be legibly displayed in the upper right hand corner of all supporting documentation.
- Documents in the proper condition will aid in the efficiency of the imaging process. Please follow the two guidelines below.
- 1. If a receipt or invoice is less than half of a full 8x11 sheet of paper, it needs to be taped securely (all 4–sides completely taped) to an 8x11 sheet of paper. More than one receipt/invoice can be taped to an 8x11 sheet of paper.
- 2. Do not tape 2–sided utility or phone bills to an 8x11 sheet of paper. Imaging has the capability to scan 2–sided documents and the utility invoices are generally sufficiently sized so as not to require taping to a sheet of paper.
- Purchasing Card documentation must be submitted by attaching the “individual purchasing card user” monthly aging report as a summary sheet to the supporting receipts and invoices for a given month. The supporting documentation should be in the same order as the cover sheet (or aging report). Also the individual’s name and UFID number should be clearly visible on the summary report.
Staff may view scanned images (once supporting documentation is imaged) in the myUFL portal under Quick Links > Admin Menu > Finance & Accounting > Vouchers > View Voucher Images. Access to this application requires the UF_N_VOUCHER_IMAGING_VIEW security role. Please contact your Department Security Administrator <http://www.bridges.ufl.edu/security/DSA.pdf> for assistance.
If you have any questions, please contact Jean Holland at dghollan@ufl.edu or Susan Wilson at smwilson@ufl.edu.
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.
