UNIVERSITY OF HOUSTON

F I N A N C E / PAY RO L L N O T E S & N E W S JUNE 2004

UH/UHSA DEADLINES FOR PEOPLESOFT UPGRADE INSIDE THIS ISSUE:

COMPUTER SETTINGS FOR UPGRADE

2

EMERGENCY AP CHECKS/DEPOSITS DURING UPGRADE

6

NEW HRMS/ FINANCE TRAINING FLOWCHART

7

NEW PROCESS FOR CORRECTING TIMESHEETS

10

PEOPLESOFT 8.4 TRAINING • On-line training is available at http:// www.uh.edu/finance/ Web-based% 20Training/ PS8Training.htm • Sign up for hands-on classes at http:// www.uh.edu/hrms/ FinanceTraining.htm

As previously announced, the financial system production database (FSPRD) will be taken off-line at 5 PM on Thursday, July 8 to begin the upgrade. The upgrade is scheduled to be completed with the new production database available at 8 AM on Wednesday, July 14. The following deadlines apply to UH and UHSA: Monday, June 28, 5 PM: Deadline to submit Requisitions to Purchasing that need to be converted to a Purchase Order by July 8. Requisitions submitted after June 28 may or may not be converted to a PO prior to the upgrade. Requisitions that are not converted to a PO prior to the upgrade will be deleted, and must be re-entered by

the department after the upgrade.

Thursday, July 1, 5 PM: Deadline to submit Vouchers and Receiving Reports to Accounts Payable that need to be paid by July 8. Vouchers and Receiving Reports submitted after July 1 may or may not be paid prior to the upgrade. Payments are issued according to the Scheduled Due Date on the Voucher. Approved vouchers with Scheduled Due Dates of July 14 or earlier will issue a payment prior to the upgrade. Vouchers, POs, and Journals created but not completed in 7.5 FSPRD can be completed after the upgrade in 8.4 FSPRD.

However, Requisitions New Training Process Begins for UH/UHSA

must be built into a PO prior to the upgrade or deleted. Purchasing will ensure that all Requisitions are built into POs or deleted prior to the upgrade. Accounts Payable is currently reviewing all prioryear PO encumbrances and releasing any that should be liquidated. Valid prior-year PO encumbrances will not be released and will continue to appear after the upgrade. No action is required on your part to release these encumbrances. However, if you are aware of PO encumbrances that should be released, please notify Linda Howard in Accounts Payable. If you have any questions, please call Mike Glisson at 3-8706.

• Beginning, Monday, June 14th – Operator ID and Access Forms can be sent to HR as part of new hire paperwork. •

Training schedules will be provided to new employees during new employee orientation by Customer Service staff.

•

The first Finance class was Tuesday, June 22nd (Classes will be taught using Finance 8) in McElhinney. Going forward, Finance classes for new employees will be scheduled every Tuesday.

• The first HR View class was Wednesday June 23rd (Classes will be taught using HRMS Version 7.5) in McElhinney. Going forward, HR View classes for new employees will be scheduled every Wednesday. •

Students in the Finance class will receive an overview of all Finance practices, but will only receive access as designated by the hiring department.

•

Students in the Finance class will be provided real-life examples in class and in their manuals as a reference point. See Page 7 for flowchart

FINANCE/PAYROLL NOTES&NEWS

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RECOMMENDED COMPUTER SETTINGS FOR OPTIMAL PERFORMANCE IN FINANCE

8.4

Parasite Software Removal Over the past several months of testing, we have determined that certain types of parasite software, also commonly known as Adware, Spyware, etc..., can severely affect the performance and stability of a UHS Finance PeopleSoft 8.4 Web Access sessions. We are recommending that all UHS Finance 8.4 users clean their desktop machines before accessing the UHS Finance 8.4 system.

Thousands of adware and spyware parasite software programs exist and many are promulgated by legitimate commercial sites. These software titles can infest your browser and desktop computer without your knowledge. You can find many discussions and documents on the Internet regarding this type of parasite software. How to clean: You may first try and review "Add / Remove Programs" from the control panel. Remove any software you know is a parasite (THIS CAN BE VERY DIFFICULT TO DETERMINE AND MAY REQUIRE SOME RESEARCH). If unsure don't remove it without consulting with your Information Technology Desktop Support personnel. Common parasite software titles are: Gator, Save.Now, Wild Tangent, HotBar, ClockSync, WeatherCast, etc... Many purport to be helper applications, but they may also collect and analyze your browsing habits and send information back to a host site for improved target marketing to you. The best way to clean: Use a legitimate spyware removal software program. Several exist, some are free and some are not. We have had success with the following products which are free and can be obtained from CNET's download.com: "SpyBot Search and Destroy 1.3" by PepiMK Software and "Ad-aware 6" by Lavasoft. If you are interested, go to www.download.com and search on "Spybot" or "Ad-aware" "in Windows”. You may need help installing, configuring, and running this software. Please consult with your IT desktop support personnel if you need help or are uncomfortable implementing a spyware / adware cleaner. Spyware / Adware cleaners do not take the place of good anti-virus software. Always have good anti-virus software installed that is regularly updated with the latest virus definitions from the vendor or your campus site. You should scan your system for viruses at least once a week and always keep the background virus analyzer protection enabled. Consult with your IT desktop support personnel for more details.

Browser Settings The recommended Internet Explorer browser settings listed below can improve the user's experience while navigating and working in the UHS Finance PeopleSoft 8.4 Web Access session. It is also recommended that the user's desktop system have the most recent Microsoft Updates applied to their system and that they use the latest version of Internet Explorer 6.x. They should also ensure that their system is free of viruses. Most user's are already using some type of anti-virus software, but do not schedule a regular full scan of their systems often enough. If they have not scanned their system for viruses in the last 7 days, they should do so now using the latest virus definition file from their anti-virus vendor. If needed, consult with Information Technology Desktop Support personnel on this subject. If you are uncomfortable making these changes, consult with your Information Technology support personnel. Internet Explorer 6.x Recommended Settings These recommendations may improve performance and stability when using the UH Finance PeopleSoft 8.4 Web Interface. They are not required, but recommended.

These settings are for Internet Explorer (IE) 6.x, but may also work with IE 5.5. It is highly recommended that you upgrade to the latest version of IE 6.x. (See your desktop support person or visit the Microsoft Windows Update Site) Open your IE browser. At the top, choose “Tools”, “Internet Options” to get to the window shown below. (You can leave your homepage and days to keep pages in history how you have them set.)

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Computer Settings Article Continued From Page 2

1. Delete Cookies and Delete Files (check Delete All Offline Content when deleting files).

2. Click on “Settings”. 3. Choose every visit to the page. 4. Set Amount of disk space to use to anywhere from 5 to 65 MB (this is just a recommendation, you can choose more if you prefer). 5. Click on OK.

6. Click on Connections Tab.

7. Click on LAN Settings button.

FINANCE/PAYROLL NOTES&NEWS

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Computer Settings Article Continued From Page 3

8. Turn off (uncheck) Automatically Detect Settings.

9. Click OK.

10. Click on Advanced Tab and scroll down to the Browsing Section.

11. Make sure the highlighted items are NOT checked.

12. Scroll down to the Security section.

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Computer Settings Article Continued From Page 4

13. Again make sure the highlighted item is NOT checked.

14. In the same security section, make sure the highlighted items ARE checked.

15. Click Apply.

16. Click OK.

17. Close your IE browser and any other IE browser window that you have open.

18. You are done.

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Emergency AP Checks and Deposits during the Finance Upgrade During the financial system upgrade (July 8, 5:00 PM to July 14, 8:00 AM), the production database (FSPRD) will not be available to create/approve vouchers, issue AP checks, or create/approve journals for cash deposits. UH and UHSA departments should use the following procedure during the upgrade to ensure cash deposits are submitted on a timely basis and emergency AP checks are issued, if needed. Cash Deposits 1. Create journal entry on Excel Journal Entry Request Form located at: http://www.uh.edu/finance/ Forms.html 2. Submit deposit to Student Financial Services as normal. 3. General Accounting will enter journal in FSPRD after the upgrade. Emergency Accounts Payable Checks 1. College/Division Administrator faxes memo to Samantha Yurus, Accounts Payable Director, at x38709 explaining need for emergency check. Include vendor, amount, cost center, account, and who to contact to pick up the check at the Treasurer’s Office. 2. Samantha reviews and, if approved, sends a request to Treasury to issue a manual check. Manual checks will only be issued for true emergencies. 3. Accounts Payable will create and approve voucher in FSPRD after the upgrade. For questions about cash deposits, contact Al Rajan at x34415. For questions about emergency AP checks, contact Samantha Yurus at x38721.

Did you know….. How to use the comments field in Excel to track adjustments to verification worksheet? 1.

Run your verification worksheet.

2.

Identify adjustments.

3.

Right click on cell and type in comment, for example, “pending journal and journal number,” or should be charged to cost center program F0787.” In other words, something that will help you remember the action that needs to occur.

4.

To view comments, go to View in Excel menu bar and select Comments.

5.

To print, go to File, Page Set Up and select Comments—As Displayed on Sheet or At End of Sheet.

6. In order to Print as displayed on sheet, View Comments must be turned on. To display at end of sheet, View Comments does not have to be turned on.

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New Training Process for UH/UHSA (Continued from Page 1)

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HUB VENDOR OF THE MONTH WHO: Smarketing Business Systems, Inc. President: Terri Solomon 15-year old locally owned company with nationwide next day delivery capabilities.

WHAT: Seller of furniture, office supplies, computer supplies and equipment. Recently secured annual contract with Texas Cooperative Purchasing Network for the sale of “Smartpower” surge protectors. Partial clientele list includes: University Houston, South Texas College of Law, Texas Dept. of Transportation, Schlumberger, Aramark Corporation, Majic 102 Radio, Petrobras America, Lifegift Organ Donation Center, A.O. Phillips & Associates, Houston Area Urban League, ETC.

HOW: Orders can be placed: Online www.smarketingtx.com By phone; 713-529-5898, or by fax; 713-529-5897 Contact Gloria Lloyd for additional information or catalog requests.

The company has established itself as a major player with a proven track record in the area of customer service, competitive pricing, online ordering, and next day delivery.

INTERESTING FACT ABOUT THE COMPANY:

One of Smarketing’s loyal customers was sponsoring a special event and needed donations for door prizes. The customer had contacted several other vendors requesting prizes …however, Smarketing was the only company that delivered a huge box full of “goodies” which greatly impacted the success of the event. Smarketing consistently fulfills its commitment to meet the needs of its customers by researching and stocking specialty non-traditional products thus re-defining the capabilities of a “full-service office supply vendor.” One of the company’s customers was experiencing difficulty in trying to find educational items unique to its organization and was frustrated with its longtime vendor. They contacted Smarketing with the realization that these specific items did not fit into the category of standard office supplies. The Smarketing team utilized various resources to find the products and delivered within the customer’s timeline – an example of its trademark philosophy “never say never.” For further information on this or other HUB vendors contact the University HUB Operations Department: Dick Nill – (713) 743-5670 e-mail: [email protected] Sandra Webb – (713) 743-5662 e-mail: [email protected]

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Key Dates for FY04/FY05 UH and UH System

Date

Day

Time

Description

Send To

06/28/04

Mon

5:00PM Deadline for submitting requistions to create POs before upgrade.

Purchasing

07/01/04

Thu

5:00PM Deadline for submitting vouchers/PO receivers for payment before upgrade.

Accounts Payable

07/08/04

Thu

5:00PM PS 7.5 financial production (FSPRD) shut down to begin upgrade to 8.4.

07/09/04

Fri

07/09/04

Fri

07/14/04

Wed

8:00 AM Upgrade complete. PS 8.4 financial production is available to campus users.

07/14/04

Wed

10:00AM First PS 8.4 local AP checks printed for all campuses.

07/23/04

Fri

07/26/04

Mon

07/30/04

Fri

08/02/04

10:00AM Last AP checks printed until 07-14-04. Emergency checks requested thru AP. 5:00PM Finance sends deficit fund equity list to Division Administrators.

8:00 AM Departments verify FY05 non-payroll budgets loaded correctly. 8:00 AM Departments can begin creating FY05 requisitions. (Acctg Date = 09-01-04)

Purchasing

5:00 PM Deadline for submitting FY04 requisitions over $25K.

Purchasing

Mon

8:00 AM Departments can begin creating FY05 vouchers. (Acctg Date = 09-01-04)

Accounts Payable

08/09/04

Mon

8:00 AM Departments verify FY05 payroll budgets loaded correctly.

08/09/04

Mon

5:00 PM Finance sends deficit fund equity list to Division Administrators.

08/13/04

Fri

5:00 PM Deadline for submitting state service center requisitions for FY04 payment.

General Accounting

08/13/04

Fri

5:00 PM Deadline for submitting state vouchers/PO receivers for FY04 payment.

Accounts Payable

08/17/04

Tue

5:00 PM Deadline for submitting all FY04 requisitions.

Purchasing

08/18/04

Wed

5:00 PM Deadline for submitting all FY04 position requests.

08/20/04

Fri

5:00 PM Deadline for submitting local service center requisitions for FY04 payment.

Budget Office General Accounting

08/20/04

Fri

5:00 PM Deadline for submitting local vouchers/PO receivers for FY04 payment.

Accounts Payable

08/25/04

Wed

8:00 AM Departments can begin submitting FY05 vouchers.

Accounts Payable

08/25/04

Wed

5:00 PM Deadline for submitting all FY04 budget journals.

Budget Office

08/26/04

Thu

5:00 PM Remaining telephone/postage encumbrances released on all cost centers.

08/27/04

Fri

08/27/04

Fri

08/31/04

Tue

08/31/04

Tue

5:00 PM Deadline for renewing Departmental Cash Funds (MAPP 5.01.01, Add A).

09/01/04

Wed

8:00 AM Departments begin non-payroll journal entries for period 998.

09/01/04

Wed

10:00 AM First FY05 local AP checks printed for all campuses.

09/07/04

Tue

5:00 PM Deadline for submitting consumable/resale inventory as of August 31.

09/07/04

Tue

6:00 PM Target close for August (period 12).

09/08/04

Wed

09/10/04

Fri

12:00 PM Finance sends deficit fund equity list to Division Administrators. Deadline for submitting accounts receivable reconciliation as of August 31 and 5:00 PM write-off memos.

General Accounting

09/15/04

Wed

12:00 PM Deadline for submitting all payroll and non-payroll 998 adjustments.

Payroll, Gen Acctg

09/22/04

Wed

6:00 PM Target close for period 998.

09/27/04

Mon

8:00 AM Departments verify FY04 end fund equity equals FY05 begin fund equity.

09/28/04

Tue

09/30/04

Thu

5:00 PM FY05 postage, telephone, and long distance encumbered in September. Deadline for FY05 Baseline Standards (electronic), Cash Handling Standards 5:00 PM (electronic), Certifying Signature List (original signed document).

10:00 AM Finance posts August telephone and postage charges. 5:00 PM All payroll encumbrances released that did not release during pay cycles. 10:00 AM Last FY04 local AP checks printed for all campuses. Treasurer's Office General Accounting General Accounting

Finance (Glisson)

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New procedures for correcting timesheets In accordance with MAPP 02.05.02, a new procedure for correcting timesheets has been approved and is ready for use. Every timesheet correction must be accompanied by this form with the appropriate signatures before processing in payroll. We will post this form on the HRMS website for your convenience.