Faculty
General Usage
Q: Are UFIDs required for all visitors; for
example, those attending seminars?
Q: I receive email messages with codes or
wording that I don't understand. How can find out what they mean?
Q: Where can I learn more about the myUFL
systems and terminology?
Q: If I have an idea for a useful instruction
guide/tutorial, or if I find one that is incorrect or misleading, what do
I do?
Grants
Q: Why can't a project have a cut off date
input so charges cannot be charged against a project that is closed? PeopleSoft
system allows charges up to 45 days after a project end date.
Q: How do I transfer funds into the Foundation
projects?
Q: How do we do Payroll Cost Transfers for
prior fiscal year?
Q: Where do I find a clear statement for faculty
fringe information?
Q: Where do we enter projected cost of living
or merit increase information into proposals?
General Ledger
Purchasing
Q: Where are the Purchase Order hard copies?
We do not receive or cannot print out a copy of the actual Purchase Order
that is sent to the vendor.
Q: How can I make major equipment purchases
in myUFL? Can I increase my credit card limit above $2,000?
Q: Is the built-in 30 day delay for payment
of invoices a common business practice?
Security
Q: We need a clear list of what user, work-flow, security roles mean and who should have what role.
Enterprise Reporting
Q: I would like to get access to Enterprise Reporting. How do I do that?
Time and Labor/Payroll
Q: How does the time approval work for leave people taking in the future?
Student
Q: What are the plans for implementation of student systems?
General Usage
Are UFIDs required for all visitors; for example,
those attending seminars?
To access myUFL systems, GatorLink usernames and UFIDs are required. UFIDs
are also required if Human Resources (HR) or Accounts Payable (AP) payments
will be made to visitors. Visitors are required to obtain UFIDs only if
the above mentioned services are needed.
I receive email messages with codes or wording
that I don't understand. How can I find out what they mean?
Please contact 392-HELP with questions about error messages and provide
the text of the message along with the number displayed at the end of the
message. The Help Desk will be able to assist you with the nature of the
error message.
We are also able to edit the delivered text in the error messages to make the messages easier to understand. Providing a message number is very helpful since the message catalog holds hundreds of messages.
Where can I learn more about the myUFL systems
and terminology?
Bridges has developed a Glossary of terms to help users with many commonly
used terms. The Bridges Web site's Services section houses a page for each system or service
managed by UF Bridges. We strive to provide a "one-stop shopping" experience
with a comprehensive list of useful information and resources.
If I have an idea for a useful instruction guide/tutorial,
or if I find one that is incorrect or misleading, what do I do?
We are open to improving the instruction guides and tutorials but need specific
examples. Please send the names of the guides and the information contained
that is inaccurate or unclear to the myUFL Suggestion Box. The "Suggestions"
link is located in myUFL in the upper, right-hand corner.
Grants
Why can't a project have a cut off date input so
charges cannot be charged against a project that is closed? PeopleSoft system
allows charges up to 45 days after a project end date.
The system will enforce a cut-off date to whichever date is defined as the
end date. DSR and C&G may extend the end date on a project by project
basis.
How do I transfer funds into the Foundation projects?
The process for handling funds transferred from DSO's to UF was changed
to adopt new business processes. This process is documented in Controller's memo and was mentioned in Bridges Advisory #19.
How do we do Payroll Cost Transfers for prior fiscal
year?
Payroll Cost transfers for prior fiscal year, which affect research projects,
are being process manually by the Contracts & Grants office. Contact
Teresa Welch in C&G for information required from departments.
Where do I find a clear statement for faculty fringe
information?
Two documents on the Office of Research and Graduate Programs Web site appear
to provide this information:
- Employer's Costs for Grant/Contract Funded Positions (FY 03-04)
- Employer's Costs for Grant/Contract Funded Positions (FY 02-03 - revised)
A calculator is provided to help you calculate fringe for proposals at. The calculator is also accessible on DSR's Proposal Development page.
Where do we enter projected cost of living or merit
increase information into proposals?
This information can be input on the Budget Details page. The date of the
increase must fall within the proposal dates to work appropriately.
General Ledger
When I try to get reports in General Reports,
I am asked to enter a Run Control. What does this mean?
A Run Control ID is used to define the parameters for running a particular
report or process. Essentially it is a report title so that you can easily
identify it when you want to run the report in the future. The first time
you run a report you will need to use the "Add a New Value" to create the
Run Control ID. You should use a Run Control ID that you will remember easily
such a unit acronym (if you run similar reports for different campus units,
for example) and the purpose of report, for example ABC_PAYROLL. Use the
"Search" button to pull up a list of all your created Run Control IDs to
locate the report you want to run.
Purchasing
Where are the Purchase Order hard copies? We do
not receive or cannot print out a copy of the actual Purchase Order that
is sent to the vendor.
Beginning in September 2004, departments can print departmental copies of
their Purchase Order (PO). These copies will be marked as "unauthorized"
and are for reference purpose only. Anyone with the UF_PO_Department_Approver
or UF_PO_Initiator role has the ability to print POs. Please review the
instruction guides on the myUFL
toolkits page for additional information prior to printing your first
PO: Printing a Departmental Copy of a Purchase Order and How to Find a Purchase
Order Number. Another useful guide about Purchase Orders is View a History
of a PO.
How can I make major equipment purchases in myUFL?
Can I increase my credit card limit above $2,000?
Purchases can be made through PeopleSoft requisition and purchasing screens.
Departmental administrators currently have this access. If needed, the Department
Security Administrator (DSA) can request this access for a faculty member.
Faculty can then initiate purchases. With appropriate approvals, your credit
card maximum can exceed $2,000. Please contact the Purchasing Card office
at pcard@ufl.edu for more information.
Is the built-in 30 day delay for payment of invoices
a common business practice?
This is standard UF policy. Payment terms are user-controlled, and we can
set these at voucher or vendor level. The payment terms can be longer or
shorter depending on the vendor.
Security
We need a clear list of what user, work-flow,
security roles mean and who should have what role.
The Services page on the Bridges Web site is a great resource. Navigate
to Services > Security for access to FAQs, Instruction Guides, Role Descriptions,
Tutorials, and much more.
Enterprise Reporting
I would like to get access to Enterprise Reporting.
How do I do that?
To gain access to Enterprise Reporting you will need the UF_ER_User role.
In addition, you will need other roles to see specific types of reports
or data. Please contact your Department Security Administrator
for obtaining the appropriate roles.
Time and Labor/Payroll
How does the time approval work for leave people
taking in the future?
When employees enters a future dated request for leave (i.e., leave outside
of the current payroll cycle), it will not be processed in Time and Labor
until the payroll for that time period. There is also some confusion about
when someone other than direct supervisor approves time. If someone other
than direct supervisor approves time, it is no longer available, and it
looks to the supervisor that time is missing and can not be approved.
Student
What are the plans for implementation of student
systems?
A project to implement student systems as an integrated component of the
myUFL systems, has been postponed.
The new systems would provide admissions, advising, registration, records, financial aid and student billing functions for all UF academic programs, including undergraduate, graduate, professional, distance, continuing and executive education.
