August 2008 Archives

The CLA Financial Service Teams are committed to providing the financial reports you need to manage your units and your grants. Please be aware that there are delays in providing these reports to your units due to the EFS conversion. Training and report creation is currently underway and every effort is being made to have the reports you need available as soon as possible. In the meantime, if there is critical reporting that is needed, please contact your Service Team senior accountant and every effort will be made to try to provide this information to you keeping in mind there are currently limitations

We thank you for your patience as the University goes through this challenging EFS conversion.

It is critical that the PeopleSoft entries made by staff in the CLA Payroll Office are audited once the entry worksheets are returned to your cluster. Let us know immediately if you find an error so that it can be corrected it as soon as possible.

Items to Check in PeopleSoft:

• Missing Short Work Break, Suspension or Termination row that would result in over payments if not entered in People Soft
• Check to make sure the pay rate is correct
• Is the percentage of time entered correctly?
• Make sure the appointment dates are correct
• Are the action/reason codes correct?
• Make sure the account string is correct
• Check to make sure the entity # is correct
• Has work study been placed? (if applicable)

Other issues: If you are submitting a revised worksheet, please write REVISED in large print at the top of the worksheet. If you have a grad student (or undergrad student) being paid from two different accounts but the job code, pay rate and percentage of time are all the same, prepare only ONE worksheet and list both account strings on the same form along with the number of hours to pay from each account.

Also, remember to fill in the "WORKSTUDY EFFECTIVE DATE" field on the entry worksheet if the student you are hiring has been assigned workstudy funds. It will be much easier for us to notice that a student has workstudy if this field is completed.

Remember: Auditing the PeopleSoft appointments we enter for your departments is a crucial part of the payroll auditing process. It is the final step in making sure your employees receive the correct pay on the correct pay day.

Central Human Resources now requires that colleges include additional information in PeopleSoft for their new and rehire employees. In order to help track new and rehire employee information, the CLA HRMS Entry Worksheet has been updated to include the HIRE TYPE information. This new field can be found near the bottom of the new worksheet between the UM Appointment and Employee Data fields. When you fill out this new worksheet for a new hire or rehire for a unit in your cluster, check the appropriate box: NEW (new position in your department) or REPLACEMENT. Use replacement if the new employee is replacing an employee who has left your department, then include the previous employee's ID # in the REPLACEMENT ID # field on our new worksheet.

Do NOT include the HIRE TYPE information for the following employee groups: undergrad students, grad students, temp/causal employees. For more detailed information see the Business Process: Replacement Hire Tracking at http://www1.umn.edu/ohr/hrms

Please start using this new entry worksheet immediately (it is dated 08/08/08 on the bottom of the second page) and recycle all previous versions of the CLA HRMS Entry Worksheet. You can find the new form on the CLA Fiscal Administration web site under Payroll Documents - Documents and Information at http://cla.umn.edu/intranet/fiscal/

September 5
CLA Payroll cutoff for the 09/01/2008 - 09/14/2008 pay period, 4:30 pm

September 19
CLA Payroll cutoff for the 09/15/2008 - 09/28/2008 pay period, 4:30 pm

September 25
Joint CLA Financial / Human Resources Meeting, 50 Willey Hall, 9:00 am

It is critical that the PeopleSoft entries made by staff in the CLA Payroll Office are audited once the entry worksheets are returned to your cluster. Let us know immediately if you find an error so that it can be corrected it as soon as possible.

Items to Check in PeopleSoft:

• Missing Short Work Break, Suspension or Termination row that would result in over payments if not entered in People Soft
• Check to make sure the pay rate is correct
• Is the percentage of time entered correctly?
• Make sure the appointment dates are correct
• Are the action/reason codes correct?
• Make sure the account string is correct
• Check to make sure the entity # is correct
• Has work study been placed? (if applicable)

Other issues: If you are submitting a revised worksheet, please write REVISED in large print at the top of the worksheet. If you have a grad student (or undergrad student) being paid from two different accounts but the job code, pay rate and percentage of time are all the same, prepare only ONE worksheet and list both account strings on the same form along with the number of hours to pay from each account.

Also, remember to fill in the "WORKSTUDY EFFECTIVE DATE" field on the entry worksheet if the student you are hiring has been assigned workstudy funds. It will be much easier for us to notice that a student has workstudy if this field is completed.

Remember: Auditing the PeopleSoft appointments we enter for your departments is a crucial part of the payroll auditing process. It is the final step in making sure your employees receive the correct pay on the correct pay day.

Central Human Resources now requires that colleges include additional information in PeopleSoft for their new and rehire employees. In order to help track new and rehire employee information, the CLA HRMS Entry Worksheet has been updated to include the HIRE TYPE information. This new field can be found near the bottom of the new worksheet between the UM Appointment and Employee Data fields. When you fill out this new worksheet for a new hire or rehire for a unit in your cluster, check the appropriate box: NEW (new position in your department) or REPLACEMENT. Use replacement if the new employee is replacing an employee who has left your department, then include the previous employee's ID # in the REPLACEMENT ID # field on our new worksheet.

Do NOT include the HIRE TYPE information for the following employee groups: undergrad students, grad students, temp/causal employees. For more detailed information see the Business Process: Replacement Hire Tracking at http://www1.umn.edu/ohr/hrms

Please start using this new entry worksheet immediately (it is dated 08/08/08 on the bottom of the second page) and recycle all previous versions of the CLA HRMS Entry Worksheet. You can find the new form on the CLA Fiscal Administration web site under Payroll Documents - Documents and Information at http://cla.umn.edu/intranet/fiscal/

Central Human Resources now requires that colleges include additional information in People Soft for their new and rehire employees. In order to help track new and rehire employee information, the CLA HRMS Entry Worksheet has been updated to include the HIRE TYPE information. This new field can be found near the bottom of the new worksheet between the UM Appointment and Employee Data fields. When you fill out this new worksheet for a new hire or rehire for a unit in your cluster, check the appropriate box: NEW (new position in your department) or REPLACEMENT. Use replacement if the new employee is replacing an employee who has left your department, then include the previous employee's ID # in the REPLACEMENT ID # field on our new worksheet.

Do NOT include the HIRE TYPE information for the following employee groups: undergrad students, grad students, temp/causal employees. For more detailed information see the Business Process: Replacement Hire Tracking at http://www1.umn.edu/ohr/hrms

Please start using this new entry worksheet immediately (it is dated 08/08/08 on the bottom of the second page) and recycle all previous versions of the CLA HRMS Entry Worksheet. You can find the new form on the CLA Fiscal Administration web site under Payroll Documents - Documents and Information at http://cla.umn.edu/intranet/fiscal/

Please see attached document for information regarding vacation payout for BU/CS employees who are at their maximum vacation accumulation.

Updates to authorized signers for DMS funds are in process for units with new department chairs. It will take a couple of weeks for those updates to be made in DMS. If your unit has a director or chair starting later this fall, that update will be made after their official start date.

For your reference, the following updates are in process: ALL, CNES, Econ, Hist, SpPt, SLHS, ThAD, CHGS, IHRC, Medieval Studies.

If you have questions, please contact Rose Pederson, 6-7611, r-kerb@umn.edu.

August 1
(08/18/2008 - 08/31/2008 FALL SEMESTER payroll cutoff)

August 8
CLA Payroll cutoff for the 08/04/2008 - 08/17/2008 pay period, 4:30 pm

August 18
IRIS Summer 2008 Entry Deadline

Updates to authorized signers for DMS funds are in process for units with new department chairs. It will take a couple of weeks for those updates to be made in DMS. If your unit has a director or chair starting later this fall, that update will be made after their official start date.

For your reference, the following updates are in process: ALL, CNES, Econ, Hist, SpPt, SLHS, ThAD, CHGS, IHRC, Medieval Studies.

If you have questions, please contact Rose Pederson, 6-7611, r-kerb@umn.edu.

Is the new EFS driving you "crazy" or perhaps you think it's "the next best thing to sliced bread"? Have you learned something new about the system that you know would be helpful to others? However you answer this, your fellow colleagues want to hear from you and begin to think about the possibility of forming an EFS users group.

A lunch meeting will be held on Tuesday, August 5th from 11:30 - 1:30 for department EFS users. We have sent out invitations to those that have been identified as a CLA department EFS users, ­but we wanted to announce the meeting in CLA NOW in case we have missed anyone. Please join us at this meeting if use of EFS is an integral aspect of your job. (i.e. process travel and expense reimbursement, requisitions, ECAR, receiving, Foundation deposits, vendor requests).

The goals of this meeting are to:

• Thank you for your hard work at the end of this first month of EFS
• Provide you with an opportunity to meet your colleagues
  throughout the college
• Provide you with information about how you might choose to
  create an ongoing network of users in order to share best
  practices and access resources that can help through this
  transition period

We ask you RSVP by THURSDAY, July 31th, if you would like to attend this session. Please RSVP to Colleen Hennen at henne020@umn.edu

Although summer session 2008 payroll expenses incurred in FY09 have been processed using the new PS/EFS account string, please continue using the CUFS org (1504) for the purpose of summer session IRIS entry. We will begin using the new program code values effective fall 2008.

August 1
(08/18/2008 - 08/31/2008 FALL SEMESTER payroll cutoff)

August 8
CLA Payroll cutoff for the 08/04/2008 - 08/17/2008 pay period, 4:30 pm

August 18
IRIS Summer 2008 Entry Deadline