U Access Hours Coming to East Bank; Get U Card Upgrades Now

Electronic building locking and special University access hours are now in place at all West Bank buildings and are planned to be in place at East Bank buildings before Fall 2014, many beginning May 19. See http://safe-u.umn.edu/building-access-program.html for FAQ.

Departments should encourage faculty and staff to determine if they have an up-to-date U Card before leaving for summer so they can access new proximity style card readers when they return.  All up-to-date U Cards have an orange number in the upper right hand corner of the BACK.  Please distribute and post this flyer as a reminder.

Upgrades are free at the main U Card Office, G22 Coffman Union.  You must have your current U Card with you for the free upgrade or they will charge a $25 replacement fee

Department Access Coordinators can also send names and employee ID numbers in a spreadsheet to ucard@umn.edu and ask them to identify those needing an upgrade.

Contact Scott Elton (elton003@umn.edu, 6-0959) in the CLA Planning Office for more information.
The April 2nd Education, Instructional Services, and Teaching Job Family Information Session Video can now be found online here:


Please contact your HR Consultant with any questions.

FY2015 Fringe Rate Changes

The University of Minnesota is implementing a change in fringe rates that affects FY2015 that will decrease the current 87 different possible fringe rates to only six possible rates.  As a result of this substantial simplification effort, the FY2015 fringe rate changes will be broader in scope than the modest adjustments that normally occur between fiscal years. The rates and manner in which they are applied will take effect with the first FY15 pay period (6/16/14).

It is important to keep in mind that the University has long utilized a "pooled" approach to fringe costs, so at times there is not an apparent direct connection between an individual employee's fringe benefits and the fringe cost charged to their position.  Fringe costs are pooled at a University-wide level in order to fund the benefits for eligible employees.

Generally speaking, fringe costs on academic (faculty and P&A) appointments will be higher, while civil service, labor represented, trade, graduate appointments, and undergraduates will be lower.  You can find the set of rates here.

We will continue the standard collegiate practice of adjusting budget allocations to reflect annual compensation and fringe rate changes for any positions or payroll funded by the college (printed budget lines, TA/UI allocations, soft funded positions/payroll).  Your accountant can help answer specific questions you may have, but here are some examples to think about where the fringe rate considerations will be different than the past:
  • Full-time vs. part-time employees
  • Summer salary
  • Z-term instructional appointments
  • Sponsored project budgets
This spreadsheet should help you familiarize yourself with the new fringe rates in the context of the types of appointments in your department.  The first column lists the job codes with which you're familiar, and there is a column listing the new fringe group.

Fiscal Updates

ESUP update
Here is this weeks ESUP update:

Spending Plans for FY15 Scholarship and Fellowship Awards

This is a reminder to inform your Accountant on the financial service team about any FY15 scholarship and fellowship spending plans.  They will enter the spending plans in STAR (Scholarship Tracking and Reporting) in DMS.  For questions about access or using STAR, contact Rose Pederson, Fiscal Administration, r-kerb@umn.edu.

Reminder to Review MOAs

This is a reminder to review the Memorandum of Agreement (MOA) for your donated funds to verify that you are spending funds per donor intent.  The "purpose" section on the fund statements in DMS is simply a summary of fund use and might not include specific details contained in the MOA that must be followed.

U Wide Contracts - Process Change As of April 1, 2014

Purchasing Services has developed an alternative method for gathering U Wide Contract spend information.  This means that starting April 1, 2014, requisition preparers should leave the U Wide Contract number field blank on new requisitions entered into EFS.

This new monitoring method means people do no have to take the additional steps of entering the contract number, reducing the amount of time it takes to process orders and eliminating problems that occur when contracts expire in the system.

Intersections Email Notifications for Departments - Reminder

As an appointment moves through the various hiring stages in Intersections, you can be alerted via email notifications.  An overview of the process and well as information on how to configure the setup can be found here.
Service outage on Sunday, March 16, during the regular 6 a.m.-noon maintenance window.

What: Service outage for services you may use (see services below)
When: Sunday, March 16, from 6 a.m. to 7 a.m.
Why: Upgrade to technology supporting the services listed

Services affected:

Active Directory
Central email and Gophermail (NOT University Gmail)
Personal web space
UThink blogs

IMPORTANT NOTE:University Gmail will NOT be affected by this outage

Updates will be available on the University's System Status site (http://systemstatus.umn.edu/view/Main/SystemStorageServices). ServiceNow users can also find information and updates in CHG0035298.

P-Card Training and ESUP

As most of you have heard by now PCard processing will be moving to the Expense module in EFS.
  • PCard Reconcilers who do not currently have Travel and Expense Preparer access will need to gain access before the ESUP go-live date. 
  • If you plan to reassign PCard reconciliation work after the upgrade to people who currently hold Travel and Expense access, this is a good time to get those people trained in the PCard reconciliation process so they have a base of understanding from which to work at go-live.
  • Classes covering the current Travel Authorization and Expense Reimbursement entry material should be taken now by those who have not completed them.
  • Separate online courses that cover the changes to the system will be available closer to ESUP go-live. Everyone who will be preparing/reconciling PCards or Travel and Expense transactions will have to complete this training.
Those who will need the additional training may take the appropriate training anytime between now and ESUP go-live.  Follow the current process for registering for training classes and receiving access as you do today.  If you have any specific questions about training please contact Training Services at trngsvcs@umn.edu.   

Intersections Email Notifications for Departments - Reminder

As an appointment moves through the various hiring stages in Intersections, you can be alerted via email notifications.  An overview of the process and well as information on how to configure the setup can be found here.

ESUP Update

Here is the latest ESUP update:

Of significance, the ESUP Executive Oversight Committee has identified February 2015 as the updated "go live" date for the project:

Here is a handout of a set of slides that was presented at a meeting of University RRC managers regarding the ESUP project.  This is a helpful document that gives a high level summary of the project across the student, HR, and EFS "work streams."

Reminder of Use of University Funds

We want to remind everyone that University policy prescribes that expenses for social events such as birthdays and holiday parties are not allowable on any type of funding by the University (including donated funds).

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