Communications
Weekly Status Updates:
Week of August 19, 2019:
Chart of accounts trainings for those who were gone over the summer have been scheduled for August 27 and 28 with an open lab available on August 29. Individuals can register for these trainings using the Google form below.
Charting Our New Path - August COA Trainings
Online Concur trainings have been scheduled for 10 a.m. Thursday, Aug. 22; 10 a.m. Thursday, Aug. 29; and 10 a.m. Monday, Sept. 10. Campus can register below for these online trainings.
Options Travel Training Webinars
Week of July 29, 2019:
Procurement and Payable Services has had to change the location for their August open labs. PaymentNet/Purchasing Card labs will now be hosted in Anderson Hall 129 on August 2 from 8:30 am-12:00 pm and on August 5 from 1:00 pm-4:30 pm. Attendees are encouraged to bring their purchasing card receipts for July.
Week of July 15, 2019:
Payroll has provided guidance on labor redistributions for the new chart of accounts. Their guidance can be found below.
Payroll Labor Redistribution Guidance
Due to the chart of accounts transition, UPS CampusShip can no longer accommodate departments' full FOAPAL strings. Procurement and Payable Services has provided guidance for how to continue to use UPS CampusShip under the new chart of accounts. This can be found below.
While PaymentNet/Purchasing Card trainings and open labs are being held the weeks of July 15 and 22, Procurement and Payable Services has decided to offer additional open labs in August. PaymentNet/Purchasing Card labs will be hosted in Fitz Hall 420 on August 2 from 8:30 am-12:00 pm and on August 5 from 1:00 pm-4:30 pm. Attendees are encouraged to bring their purchasing card receipts for July.
Procurement and Payable Services has a new partner for online booking for travel. Training on this tool will be announced soon. The full FOAPAL string is required for all online booking, including this new tool. Further information is available below.
Online Booking Travel Tool Communication
Week of July 8, 2019:
A printable timesheet queue mapping tool has been added to the Training Resources page under HR Resources. This tool will be live until a report can be created in Cognos providing this information in real time.
Due to the chart of accounts transition, users' preferences on Porches may need to be updated in order to see new time queues. HR has provided instructions for how to update your preferences on the HR Connections page in Porches. A copy of these instructions is also available below.
HR Connections Preferences Update Instructions
Week of July 1, 2019 - GO-LIVE!
The new Chart of Accounts is now live and all systems are back online. In-person and online resources and support will continue to be available to all campus community members to begin work with the new system. The go-live email sent to campus can be found below.
Chart of Accounts Go-Live Communication
RUNWAY USERS: If you have a Non-PO Payment (i.e. invoice to be paid but NO Purchase Order), Payment Request (same thing as a Non-PO Payment), or Employee Reimbursement for FY19 Accounts Payable needs to have that invoice in AP's hands by 8:30 am on July 3rd. AP will process a "direct pay" because there is not a way to pay this out of Chart D in Runway since the new chart went live. When sending to AP, please include the Chart D elements and a message that the invoice belongs in FY19. AP will process the invoice on users behalf as a "direct pay." If an invoice is for FY19 but has an active PO, the payment can be sent to AP as usual.
Week of June 24, 2019:
Post-Go Live Open Labs have been scheduled for the first two weeks of July. Labs will be specific to purchasing and ordering, hiring and time approval, and managing a budget. Budget managers and members of the change management team will be present to answer questions, and campus is encouraged to bring bring invoices, PAFs, budget reports, and any other documents affected by the new chart of accounts with them. Registration is not required, although computers will be available on a first come-first served basis. The dates, times, and computer lab locations are listed below.
In preparation of the chart of accounts change, Career Services has updated the student Report a Hire form. Their email to campus regarding this form and other student hire information can be found below.
Career Services Report A Hire Communication
Many users on campus have questioned how work orders for non-departmental areas will work now that FOAPAL information is required. Facilities Management has provided further information which can be found below.
Facilities Management Work Orders Communication
Week of June 17, 2019:
In order to transition to our new Chart of Accounts, which is on track to go live July 1, users will be locked out of the Runway system and parts of Banner from noon Thursday, June 27 to 7:30 a.m. Monday, July 1. Further information regarding downtimes for these systems can be found below.
|
System/Process |
Date |
Impact |
|
EPAF |
6/7 |
EPAFs will be inactivated on June 7. If you have personnel actions that need to be processed with Chart D labor distribution and an effective date prior to July 1, they will need to be processed with a paper PAF. |
|
Banner SSB - Employee Data |
6/12 |
Banner SSB Employee Data will be unavailable from Wednesday, June 12 until Monday, July 1. Self-Service Banner will remain available for all users throughout this time (except employee job data) so there will be no impact on registration, grade entry, etc. |
|
EPAF |
6/19 |
New EPAFs will be available and any actions with Chart F labor distribution, with an effective date July 1 or later, can be processed on an EPAF at this time. |
|
PAF |
6/20 |
New PAF will be available online. All PAFs effective July 1 or later must be processed on the new form. |
|
PAF |
6/21 |
PAFs effective June 16-30 with Chart D labor distribution must be approved and submitted to HR by Friday, June 21. |
|
PageUp |
6/21 |
Users will be locked out of PageUp at 5:00 pm on Friday, June 21 until Monday, July 1. Select users will have limited access during the down time for approvals/job posting purposes. The current job postings, applicant site, and new hire onboarding portal are not impacted by this down time. |
|
FOAPAL Creation |
6/25 |
FOAPAL creation will be frozen at 8 a.m. on Tuesday, June 25. |
|
Student Hiring |
6/25 |
Career Services will no longer process student hires with start dates prior to July 1. |
|
Banner INB |
6/27 |
Users will be locked out of Banner INB from noon on Thursday, June 27 until 7:30 a.m. on Monday, July 1. |
|
Runway - Purchasing |
6/27 |
Users will be locked out of Runway from noon on Thursday, June 27 until 7:30 a.m. on Monday, July 1. Any pending purchase requisitions or purchase orders will be returned to the owner to be recreated July 1 using the new chart of accounts. |
|
Runway - Invoices |
6/27 |
Users will be locked out of Runway from noon on Thursday, June 27 until 7:30 a.m. on Monday, July 1. Accounts Payable will resume processing invoices July 1 and begin the fiscal year-end invoice review process. |
|
Banner Timesheet Submittal |
6/28 |
All Banner timesheets must be submitted by 11:59 p.m. on Friday, June 28 unless scheduled to work the weekend. If working the weekend, submission is due by 11:59 p.m. on Sunday, June 30. |
|
Banner Timesheet Approval |
6/30 |
All Banner timesheets must be approved by 11:59 p.m. on Sunday June 30 |
|
Touchnet |
6/30 |
Feed to Banner will be shut off at 9 a.m. (routine for end of the month). |
|
All Systems |
7/1 |
All systems will back up and reflect the new chart of accounts at 7:30 a.m. on July 1. |
|
All Forms |
7/1 |
All new forms (ie. Travel Expense Reimbursement, Campus Requisition, etc.) will be replaced on their respective sites and the COA website. |
The ePAF is now available for use with the new Chart of Accounts FOAPAL string fields for transactions July 1 and later. The full HR communication regarding the deployment of the new ePAF can be found below.
HR ePAF Deployment Communication
Week of June 10, 2019:
An Excel version of the full listing of Chart F FOAPAL elements has been added to the Training Resources page. New handouts and job aides pertaining to Chart F are being posted there daily as well!
HR has communicated the dates PageUp will be locked in order to modify the system for the new chart of accounts. A copy of that communication is available below.
HR PageUp Downtime Communication
The week of June 3, HR communicated changes in the paper PAF process as it relates to the chart of accounts. A copy of that communication is available below.
COA in-person campus training sessions will begin June 18. The agenda for these sessions is listed below. To view the times of these sessions and to sign up to attend, please complete the Google form found at the link below.
Charting our New Path: General Campus Training
Week of June 3, 2019:
The week of May 27, HR communicated changes in their staffing as well as to the ePAF processes as they relate to the chart of accounts. A copy of that communication is available below.
HR Staffing and ePAF Communication
FOAPAL Refresher Sessions will be offered June 12th and 13th in Science Center Room 114. To view the times of these sessions and to sign up to attend, please complete the Google form found at the link below.
Charting our New Path: FOAPAL Refresher
Week of May 27, 2019:
The Chart of Accounts cut-over begins June 3!
Be on the lookout this week for communications regarding PAF/ePAF changes. Human Resources will be contacting affected individuals directly.
FOAPAL Refresher Sessions will be offered the week of June 10. Additional information on how to register for these sessions will be provided shortly. Below is the current estimated training timeline for the summer which is subject to change.
Information regarding changes to PaymentNet for p-card processing will be provided later in the summer.
Week of May 20, 2019:
The initial Introduction to the New Chart of Accounts presentation and handout have been posted to the Training Resources page. Check back for additional job aides and training materials in the weeks to come.