University of Florida Finance and Accounting

August 2009 Newsletter

799630 - Meeting/Program Expense

Expense Type - Meetings

Any expense to attend a meeting that does not involve travel.

 

799620 - Event Tickets

Expense Type - Event Tickets

Expense related to purchase of event tickets.

myUF Market Guidelines and Updates

in myUF Market as Draft Carts.  When creating a cart in myUF Market, at the edit step, click the Save button to create your Draft Card.

These Draft Carts will be available in myUF Market under Carts>Draft Carts.  Please keep in mind that you will need to click on the button “Create Cart” to begin a new cart.  Otherwise you may end up adding lines to the cart you are currently in, or your Active Cart.

Purchasing is no longer reviewing requisitions in MyUFL, regardless of funding source.  Any requisitions submitted in MyUFL will NOT be approved.

Upgrade Update to myUF Market

Version 9.2 upgrade to the myUF Market system was released on July 26th.  These upgrades will continue on a quarterly basis to bring improvements such as enhanced features and greater ease of use to end users.  Below are some of those enhancements with the new upgrade:

Shop and search screens look different, but work the same.  The home/shop tab is now located at the top, allowing for quicker and easier access to this function in its various methods.  The forms tab is more prominent, and the Favorites screen has been completely overhauled.

Requisitions will be able to be returned or rejected and will appear to the Requestors as a “draft card” which can be edited and resubmitted.  The reason for return will appear on the new “comments” tab.  The new tab will also be used by Approvers and Requestors to communicate about requisitions and has notify via email capability.

See who your approvers are under the PR Approvals tab as well as track pending steps that rely on manual approval.

PO and PR history/data extracts can now be run on custom values.

No more searching for SKUs when using the Non-Catalog Item form.

For instruction guides, FAQs and other resources, please see the myUF Market website and direct all questions to purchasing.

 

 

 

 

REMINDERS

1. Do not allow others to use your PCard!  PCards may only be used by the person to which it is issued.  PCards are issued to UF employees who are properly trained in its use and at the request of their Dean, Director, or Department Chair (DDD).  Allowing others to use your PCard is considered misuse and is grounds for losing your PCard privilege.

2. Gasoline - a few items about using the PCard to purchase gasoline:

* State vehicles - the vehicle tag number must be put in the description of the PCard transaction when the charge is approved and included on the receipt scanned with the PCard transaction.

* Rental vehicles - the TA number and rental agreement number much be included in the description of the PCard transaction when the charge is approved.

* The PCard may NOT be used to purchase gasoline for your personal vehicle even if you are traveling on business.  Using the PCard to purchase gas for a personal vehicle is grounds for suspension or revocation of PCard privileges.

The University of Florida PCard is a privilege based on trust and adherence to UF policy and rules.  Cardholders are held personally liable for misuse of their PCard.

Please contact the PCard team with any questions or comments.

 

 

 

PCard Updates and Reminders

Here are some guidelines for creating “Draft Carts” on appropriated funds (Funds 101, 102, 103, 111, 112, 113, 191, 221, &222) in the new fiscal year.

 

You should no longer be creating “save for later” requisitions in MyUFL but instead creating them

Question or comments regarding this newsletter, contact bbh@ufl.edu or call 352-392-1321, x627.

For your convenience the PCard website lists vouchers which have not been submitted for scanning.  Click on the “PCard Vouchers w/o Scanning” link for an Excel file containing all vouchers by business unit that do not have an image for backup submitted.  The file will be updated monthly, usually by the fifth business day.

Fax Imaging Coming Soon for EFT/ACH and Credit Card Deposits

Fax Imaging Coming Soon on August 14^th 2009 in the Accounts Receivable Module for EFT/Wire and Credit Card Deposits

In an effort to make the process of submitting supporting documentation to the Accounts Receivable Module for post auditing a more efficient operation, the Treasury Management has made available a fax imaging solution. Supporting documentation for all EFT/Wire and Credit Card Deposits created by your department can now be faxed into the MYUFL AR module.

 

New Prompted Payroll Cost Distribution Reports

Announcing the new prompted cost distribution reports!  Here are some guidelines on how to run these new reports with some notable changes.

IMPORTANT NOTE: 

To run the reports for pay end dates or run dates prior to 7/1/09, use the reports located in the following navigation—Enterprise Reporting > Access Reporting > Human Resources Information > Pay Information > Payroll Cost History.

To run the reports for pay end dates after 6/30/09, use the NEW reports located in the following navigation—Enterprise Reporting > Access Reporting > Human Resources Information > Pay Information > Current Pay Cycle > Prompted Cost Distribution Reports.

SOME NOTABLE CHANGES:

¨ Report names have changed, e.g.

à Payroll or Fellowship Earnings and Estimated Fringe Benefits by Person replaces Payroll-Fellowship Cost Distribution by Cost Center and Person including Off Cycles

à Payroll or Fellowship Payroll Earnings Distribution Detail replaces Payroll/Fellowship Cost by Person

¨ The format (Excel or PDF is now in the name of the report, e.g. Excel-Payroll or Fellowship Earnings and Estimated Fringe Benefits by Person.

¨ The arrangement of the selection criteria is now similar to the Monthly Financial Reports, making these reports more user-friendly.

¨ The HR Account Code (Earnings Account Code) has been added.

¨ With the implementation of the Fringe Benefit Pool (FBP), the Deduction Class, Tax Class, and employer paid benefits and taxes have been removed from the reports since these are charged to the FBP cost center.

¨ Although the FBP allocation is NOT done at the person level, it is estimated by person on the Payroll or Fellowship Earnings and Estimated Fringe Benefits by Person prompted cost distribution reports.  On this report, the FBP% for each earnings code is displayed, along with an estimation of the FBP allocation.

If you have any questions please contact payroll services. 

 

New Off-Site Inventory Process

Departmental Visits 

New General Ledger (GL) Accounts

Please contact General Accounting if you have any questions about the accounts or Disbursements for questions on expense types.

Since employee reimbursements will now be processed through the Travel and Expense module, the following Accounts and related Expense Types have been added:

 

715100 - Seminar Expense

Expense Type - Seminar Expense

Expenses related to a seminar that does not involve travel.  This includes seminars presented at or by the University of Florida and seminars attended via the Web.

Are you frustrated with nagging questions and you cannot find the answers?  Did you know that Finance and Accounting is willing to come to you with our team of experts and meet with you on any questions that you have for purchasing, disbursements, PCard, travel, asset management, deposits, general accounting, tax services, payroll, and financial reporting?  This now includes information for myUF market!  Contact Brenda Harrell to schedule a visit today!

 

 

 

 

New Directive:  Inventories for Supplies and Resale

A new directive has been established on how to handle inventories kept within the departments.  If you have an inventory in your department please review this new directive at the Finance and Accounting website to verify that your department is in compliance.  If you have any questions please contact Ted Griswold.

 

Voucher Processing Updates

Sprint has taken over Nextel.  Any Nextel payments must go to Sprint.  We recommend that you cancel any existing Pos to Nextel, vendor 0000000623) and create new ones to Sprint (vendor 0000004425)

 

Please do not change the vendor, vendor location, vendor address, or vendor terms on the invoice information page of a voucher.  This holds up the workflow of the vouchers you are requesting to have approved and paid.

 

Also, please do not change or delete the UOM on the invoice line of the voucher against a PO.  This is a system error and will keep the voucher from routing through workflow.

 

If you have any questions please feel free to contact Disbursements.

 

 

 

 

 

Space Walk-through

allocations and calculations to support this proposal and one of the biggest drivers of the proposal rate is how space is used in buildings across campus. Because space is such a big driver, the Office of Cost Analysis has been visiting all departments who conduct Organized Research to review how their space usage is reported.

Finance & Accounting wishes to thank every department that has participated in a Space Walk Through for their area to review the Space Allocation report. 

Annually, the University receives over $70 million of Federal unrestricted monies to reimburse for indirect costs (FnA costs) in support of Organized Research grants. 2009 is the base year for the University’s submission of the FnA proposal to the Federal Government. The document uses a complex series of

Asset Management will be rolling out a new off-site inventory process beginning later this month.   This new off-site process will reduce paper, time and the work involved in completing inventory for property items that are not located at a University of Florida site. 

If you are the primary user of a decaled item that is  regularly kept off-site,  you will receive an e-mail asking you to electronically verify the  off-site items.  This electronic certification will take the place of the paper forms for off-site items that were completed in the past. 

To ensure there are no misdirected e-mails, all off-site equipment users are asked to log into myUFL and verify your directory information by navigating to My Account/- Update My Directory Profile. 

Please note - an item is considered off-site if it is regularly stored at a location not listed in UF’s space file.  Examples of items that would be considered off-site include: lap-tops that are routinely traveling, an item that is stored at another University for research purposes,  another country or  in space.  If an item is at a UF site away from main campus,  this item will be considered ON-site for property purposes.  Any questions  about inventorying your on-site items, should be directed to  inventory staff at 392-2556 for central campus or 392-6488 for IFAS.