Transcript MASTER Planning for UTShare_PeopleSoft (S. Hardy)

Planning for
UTShare/PeopleSoft Transition
Presenters: Steven Hardy, Assistant Vice President Financial Affairs and Controller
Lane Brinson, Assistant Director, Purchasing and Distribution Services
Planning for
UTShare/PeopleSoft Transition
• “GO LIVE” on UTShare PeopleSoft May 2014
– Available for campus use on Tuesday, May 13
• Purchasing not available from May 1 to May 12
– Strategy for successful transition
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Plan ahead (forecast anticipated needs and act)
Obtain a Procard
Keep up with important communication
Mark your calendar
Attend Training
Planning for
UTShare/PeopleSoft Transition
• Plan ahead
– Review last year’s spending for the months of April,
May, and June
– Review budget
– Reconcile April SOA
– Communicate with administrative support staff
Planning for
UTShare/PeopleSoft Transition
• Obtain a Procard
http://utsa.edu/financialaffairs/ptca/
– Submit application
– Cardholder training
– Reporting/Compliance
Planning for
UTShare/PeopleSoft Transition
• Calendar and deadline dates will be posted
– Financial Affairs’ website,
http://www.utsa.edu/financialaffairs/
– Controller’s website,
http://www.utsa.edu/financialaffars/controller
– UTShare, http://utsa.edu/utshare/
• Staff will be able to populate Outlook calendars with
specific deadlines.
Critical Accounting
Deadline Dates
April 3
All corrections through December 2013
must be to Accounting by 5pm
April 18
All corrections through March 2014 must
be to Accounting by 5pm
April 28
All corrections through April 23, 2014
must be to Accounting by 5pm
May 6
All corrections through April 2014 must
be to Accounting by Noon
May 6
Close April in DEFINE
Critical Accounting
Deadline Dates
April 11
Last day to create or modify
accounts in DEFINE (non grants)
with VERY few exceptions
April 29
AP, payroll and student check
cancellations must be received in
Accounting by 3pm
May 31
Reconcile April SOA
Critical Payroll Office
Deadline Dates
April 29
Timesheets and Absences submitted in
DEFINE through 4/30 (Work hours and
absences will have to be estimated for
4/30/14)
April 30
Department Administrative staff must update
ETA (vacation, sick, floating holiday, and
compensatory time) by 5:00 PM (CST).
Hours not entered in DEFINE by this date
will require manual entry (by Leave
Department and Payroll Services Office)– see
details under 5-5-2014 date.
Critical Payroll Office
Deadline Dates
May 2
OV1 and OV5 voucher cutoff deadline in
DEFINE at 5:00 PM (CST).
May 5
Department supervisors must submit revised
timesheets to the Payroll Office and Leave
Administration for balance adjustments in
UTShare/PeopleSoft due to incorrect or late
reporting in DEFINE for the pay period
ending 4/30 or earlier.
May 12
Time and absence reporting by employees
BEGINS using interim processes.
Employees submit timesheets for May 1st 4th and May 5th - 11th using interim process
timesheets for approval by the employee’s
supervisor.
Critical Payroll Office
Deadline Dates
May 12
Department supervisors/timekeepers submit
DEFINE timesheets directly to the Payroll
Office for timesheets ending on 4/30 for
employees who worked over 40 hours during
the week of April 27th to May 4th. (Payroll
Office will adjust employee OT and Comp
balances accordingly).
Note: Time worked for the period April 27th
through April 30th will be reported in
DEFINE. May 1st through May 4th time will
be reported in UTShare/PeopleSoft.
DTS Critical Deadline Dates
April 1
All Sept – March expenses (vouchers, travel
advances, participant advances, athletic
advances, travel card payments, student
travel expenses are due to DTS by 5pm
April 21
Last day for departments to create and final
approve vouchers, transfers, (VP2,VP5s, etc.)
in DEFINE
April 21
Interim Process for Travel Authorization
begins.
April 23
All travel and expense request
reimbursements and cash advance
reimbursements must be final approved by
departments and in DTS by 5pm
DTS Critical Deadline Dates
April 25
All IDTs due to DTS by 5pm. Final day to
update and setup vendors in Define
April 29
All unapproved vouchers will be returned to
departments and will need to be created in
Peoplesoft/UTShare
April 30
Last DEFINE checkrun (AM)
Critical CLIBA
Deadline Dates
March 24
All backup for CLIBA payments made
from default accounts through
December 2013 must be to PTCA by
5PM.
April 11
All backup for CLIBA payments made
from default accounts through March
2014 must be to PTCA by 5PM.
May 1
All backup for CLIBA payments made
from default accounts through April
2014 must be to PTCA by 5PM.
Critical Procard
Deadline Dates
April 10
Procard vouchers from 04/03 statement
must be final approved by 5pm (March
Activity)
April 14
Procard statements for 04/04 thru 04/13
will be generated
April 21
Procard vouchers for 04/13 activity
departments must final approved by 5 pm
Critical Purchasing
Cutover Dates
April 30
Last day for DEFINE Purchase Orders
can be final approved *
May 13
First day departmental users may enter
Purchase Requests into PeopleSoft ePro
*If required, additional approvals such as Grants, Animal Labs or Environmental
Health Safety and Risk Management must be completed (Final Approved) in
PointPlus prior to midnight on deadline date.
Planning for
UTShare/PeopleSoft Transition
• Summary
– UTShare PeopleSoft “Go Live”
– Remember May 1 to May 12
– Be successful
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Plan ahead
Obtain a Procard
Communication
Calendar critical deadlines
Attend Training
Planning for
UTShare/PeopleSoft Transition
Questions?