Year-End Processing Key Dates


Some of the key deadlines and tasks planned for August are listed below. All deadlines and tasks are included in the FY08 and FY09 Key Dates Calendar for UH/UHSA Departments on the Finance website: http://www.uh.edu/finance/pages/Calendar.htm


Friday – August 1

• Deadline for submitting FY09 certifying signature forms to Irma Perez.
• Deadline for submitting Baseline Standards and Cash Handling Procedures to Arturo Tapia.

Friday – August 8

• Finance emails deficit fund equity report to CDAs for their review in preparation for end-of-year.

Friday – August 15

• Deadline for submitting all FY08 requisitions to Purchasing.
• Deadline for submitting all FY08 position requests to the Budget Office.
• Deadline for submitting state SC vouchers to General Accounting for FY08 payment.
• Deadline for submitting state purchase and travel vouchers to AP for FY08 payment.
• Deadline to update employee information for the 2008-2009 phone directory. Employees can update some information in PASS and departments can update other information through a ePAR.
• Deadline for College/Division Administrators to make changes to the list of long distance codes and cards posted on the share drives by Information Technology.

Friday – August 22

• Deadline for submitting all FY08 budget journals to the Budget Office.
• Finance posts August telephone and postage charges and final feed from Physical Plant for FY08.

Monday – August 25

• Deadline for submitting local SC vouchers to General Accounting for FY08 payment.
• Deadline for submitting local purchase and travel vouchers to AP for FY08 payment.

Tuesday – August 26

• Finance releases any remaining FY08 telephone/postage encumbrances and payroll encumbrances on all cost centers.

Wednesday – August 27

• Purchasing completes liquidation of all outstanding FY08 requisitions.

Thursday – August 28

• Departments can begin creating and submitting FY09 vouchers (Accounting Date and Scheduled Due Date equal to or after 09-01-08). However, they cannot create FY09 vouchers for prior-year PO's (BP2008 and earlier) until September 1, after the PO Carryforward process is completed.
• Departments can begin creating and submitting FY09 SC vouchers. (Accounting Date and Scheduled Due Date equal to or after 09-01-08)

Friday – August 29

• 12 noon deadline to submit cash receipt journals to Student Financial Services for FY08 deposits and deadline for submitting UHSA cash receipt journals to Treasury for FY08 deposits. All cash receipt journals received after 12 noon will be posted in FY09.

Sunday – August 31

• Finance runs PO Carryforward process to create a FY09 encumbrance and a prior-year budget for unliquidated prior-year PO's (BP2008 and earlier). This only applies to PO's on non-project (NA) cost centers. Departments will not be able to create vouchers on August 31, so that it does not interfere with the PO Carryforward process.
• Finance rolls forward FY08 asset, liability, and fund equity balances into FY09 and continues to do this daily until November 20 when the Annual Financial Report is submitted to the state.

If you have any questions about the Key Dates Calendar, please contact Mike Glisson at 713.743.8706.

PeopleSoft/HRMS

HUB Vendor of The Month

WHO:
PROJAN Janitorial Supply Company
President and CEO: Leroy Johnson
Independent and locally owned company 2004
HUB and MBE Certified

WHAT:
Marketing, selling, and distributing janitorial supplies. Clients include: City of Houston, Clear Creek ISD, Houston Airport Systems, Southeast Keller, PBI Supply, Houston Area Urban League, APC Piping and Components, Prairie View A&M University, to name a few.

Customer Base: Texas A&M University, Houston Baptist University, Rice University, Southern Methodist University, Pat Green, Kevin Fowler Band, Schliterbahn, Johnny Carinos, Freebirds, Walgreens Retail Stores, Texas Instruments, etc.

HOW:
Orders may be placed via catalog, fax, and e-mail or by phone: 832-731-7270. Contact: Leroy Johnson at 832-731-7270 for more information or to receive a catalog

ONE THING ABOUT OUR COMPANY THAT WE WOULD LIKE UH TO KNOW:
“We don’t believe there is a product or quantity that we cannot provide; whether ordering one waste basket or two hundred, we strive to give each customer the same service delivery.”

INTERESTING FACT ABOUT THE COMPANY:
PROJAN Janitorial Supply Company is Johnson’s second business. During the growing success of his first business, Reliable 100% Delivery Service, Johnson found that numerous clients expressed a desire to find a minority janitorial supplier. With the passion to fulfill this desire, and after much investigation, PROJAN was born. Clients often say to Johnson, “We know that if we need it, you will find a way to get it to us.” After growing the delivery service from $25,000 to nearly $300,000 annually in less than three years, Johnson understands what hard work and partnerships are all about. He credits his success to his passion, faith, hard work, and determination.

For further information on this or other HUB vendors contact the University of Houston HUB Operations Department:

Sandra G. Webb  - 713.743.5662
E-mail: sgwebb@central.uh.edu


Please be sure to check out Vendor Special Offers by visiting the HUB Home Page by clicking here!

• Decide whether to be paid per your contract or over 12 months.



• Once they make the choice and submit the Faculty Pay Option Form to their Dean’s Office, that decision is irrevocable for the 2008-2009 academic year and will remain in effect for subsequent academic years until there is a written request to change the pay option prior to the start of an academic year. This year’s deadline is Friday, August 22nd at 5pm.



• The form may be downloaded on-line at http://www.uh.edu/provost/fac/pay-opt_jun08.pdf and submitted in person or sent via e-mail or fax with the faculty’s signature and dated.



• If no response is received from a faculty member by the stated deadline for this academic year, his/her salary will be paid per their contract term only. They must make a written election by the deadline to be paid over a 12 month period.

What ALL CBA’s Need to Do:

• Each CBA should collect all completed forms from faculty members in their area and prepare PAR’s for all faculty who did not make an election and need to be changed to 9 pay 9 or their respective contract term, for the 2008-2009 academic year. Prepare forms and PAR’s as one package for Faculty Affairs.



• Each CBA should submit their Faculty Pay Option Forms and PAR’s In Person: to Joan Albin by 10:00 a.m., Monday, August 25, 2008



• Faculty members appointed after the first day of classes will not have the 12-month option for the 2008-09 academic year; they may submit a Faculty Pay Option Form to be effective for the next year (2009-10) to select the 12-month option.
  


• If you have any questions, please contact Monica Lawrence at 713.743.5571 or Joan Albin at 713.743.8881.

• Please select one Hiring Manager for the department and set up Guest User Accounts for those who will have a part of the hiring process in OJS.



• Positions are posted for a maximum of 90 days:
  • If unable to identify viable candidates within the 90 day posting limit, the position will have to be canceled and reposted to reflect a current posting date.
  
  


• Once you review an applicant in OJS, update the status of each applicant you review. (e.g. application reviewed-decision pending, interviewed-decision pending) This will help your Recruiter determine the stage of the reviewing/interviewing process.



• When there are 30 applicants under Manager Review, your Recruiter will notify the designated hiring manager that the position will be placed on Hold until all applicants have been reviewed and dispensed accordingly.



• When you have selected your candidate, please notify HR and request your Recruiter to close the position in OJS.
  • Dispense of all applicants under Manager Review; EXCEPT the selected candidate.
  • Submit the ePAR, scan and attach the Personal Data Sheet, separately scan and attach the Foreign National Tax Package, mail the hard copy I-9 to HRIM, send offer letter and any other required documents, if applicable, five days prior to the new hire start date.
  • Complete the RFO in OJS simultaneously on the selected candidate.
  
  


• All salary exceptions must be submitted to Compensation.
  • A salary exception is any salary offer over the posted pay grade midpoint. If the department does not submit the salary exception to Compensation, it will be submitted by the Recruiter for salary exception approval and the hire date may be delayed.
  
  


• Please do not make an official offer until:
  • You have received the candidate CHRI (Criminal history) clearance, if the position is security sensitive.
  • Verify the candidate has no existing debt to the University System.
  • The RFO in OJS has been approved; you can make a contingent offer pending the outcome of the CHRI and RFO approval.
  • Please do not register your new hire for ROAR until you have Human Resources final approval on your RFO.
  
  


• For security reasons, CHRI’s are no longer accepted electronically. Please submit to the Employment Department via fax: 713.743.4830 (most timely manner) or interoffice mail: H5009.



• CHRIs are to be completed for employees who:
  • handle cash or currency
  • have access to confidential information
  • access to building master control keys
  • responsible for the care or instruction of children
  • area designated as a security sensitive area

Please feel free to contact the Recruitment Team if you should have any questions or concerns regarding these reminders

ePAR Statistics  

By Marli Bober

We compared historical paper PAR form processing to current ePAR processing statistics and the results thus far are amazing. Last fiscal year processing of 10,606 identified job action PAR’s were identified for UH Main Campus (HR730) and UH System Admin (HR783). It took approximately 15.7 days from the time the paper PAR was prepared to the time the associated job action was entered into Job Data.

There are 225 department users in Production. As of 7/21/08, there were a total of 1690 HR Executed ePAR forms in production. Of those, 1432 were executed and 675 were initiated by departmental users. The other 757 forms were initiated/executed by HR.

The NonHR Executed form count includes 675 forms that were initiated at the department level and then approved by HR (or Payroll for those Additional Pay forms). Average processing time for all of these forms, has taken 3.13 days, 10.87 hours, 29.92 minutes and 28.86 seconds for a form to process from start to finish. The minimum time for an ePAR to process was 35 seconds. The maximum time for a form to process was 35 days, 23 hours, 27 minutes, 36 seconds.

Current statistics indicate average ePAR processing time to be approximately 3.2 days. Based upon these stats, the PAR processing time has improved by 12.5 days.

Congratulations to the HRMS team Carla Ponzio, Susan Nester and Sandra Armstrong along with our Gideon Taylor Consultants Ginger Nielson and David Canova for a great beginning!

Renewing Active POI Status for the New Fiscal Year 


All Person of Interest (POI) PeopleSoft roles are set to expire the last day of the fiscal year. If this person still requires specific university access after August 31, 2008, their POI status will need to be updated by submitting a completed POI PeopleSoft form to HR with an updated planned exit date.

POI status may only be active through the end of the current fiscal year. You may indicate an earlier planned exit date; however, you may not indicate a date after the end of the current fiscal year. This requires POIs to be reviewed and updated on an annual basis.

To renew POI status enter the following information into the indicated fields of the POI PeopleSoft form:
 

Call the Administration & Finance Customer Service Center if you have any questions at 713.743.3988, or email us at CSC@uh.edu.




UHS Switching to Bank of America


UH System has entered into a contract with Bank of America (BOA) to perform treasury services for cash disbursements, cash deposits, and credit card processing.

Credit Card Processing
Beginning August 15, UH System departments that accept credit card payments with POS (point-of-sale) terminals will be contacted by a BOA representative to receive instructions for switching to BOA credit card platform. This will be Phase I of the implementation. Phase II merchants who transmit through a virtual terminal or a payment collection gateway will be transitioned at a later date. Currently, shopping carts are being set up for those merchants who want them. The Bank of America payment collection gateway will allow UH vendors to become PCI (payment card industry) compliant.

Procurement Cards and Travel Cards, which are issued by JP Morgan Chase through a state contract, will not be affected by the switch to BOA.

Cash Disbursements
Beginning September 1, all voucher, payroll, and some student refund payments will be issued through BOA. (Students who currently receive their refunds through HigherOne will continue to receive their refunds through HigherOne.)

Since payroll and student refund payments are processed by Finance departments, most departments will not be involved in these changes. However, all departments that create vouchers will need to ensure that Bank of America is selected on their local vouchers that are scheduled to pay September 1 or after.

Beginning August 28, departments can create FY09 vouchers (Accounting Date and Scheduled Due Date = September 1 or after). If the department wants to change an existing voucher to FY09, they will also need to change the bank on the voucher from the old bank to the new bank as follows:
 

BU	Old Bank	New Bank
730	CHASH	BOAH
759	BOA	BOAC
765	CHASV	BOAV
783	FROST	BOAS
784	CHASD	BOAD

All vouchers created on August 28 and after will default to the new Bank of America bank account, so it will not be necessary to change the bank on the voucher unless you need to choose STATE to make a state payment.

Cash Deposits
FY08 cash deposits (currency and checks) must be made with the old bank deposit slips and all check endorsements must indicate the old bank account information. Also, FY08 deposits must be delivered as follows to be counted in FY08:
 

BU	Deliver To	FY08 Deadline
730	Student Financial Services (Welcome Center, Rm 114)	Aug 29, 12:00 Noon
759	Cashier’s Office	Aug 29, 12:00 Noon
765	Cashier’s Office	Aug 28, 5:00 PM
783	Student Financial Services (Welcome Center, Rm 114)	Aug 29, 12:00 Noon
784	Cashier’s Office	Aug 29, 12:00 Noon

FY09 cash deposits (i.e., delivered after the above deadlines) must be made with the new BOA deposit slips and any check endorsements must indicate the new BOA bank account. Departments will be issued BOA cash deposit slips and endorsement stamps by UHS Treasury starting August 19, but should not use them until they submit deposits for FY09. Deposit slips and check endorsement stamps should be picked up from Glinna Hilton in room 10 in the basement of E. Cullen.

When departments pick up their new deposit slips and check endorsements from Glinna on August 19 they should give Glinna any old deposit slips that will not be used before August 29, so that Treasury can shred them. They should also deliver any remaining old bank deposit slips to Glinna after August 29, so that Treasury can shred them as well.

Departments that have deposit bags with the old bank name on them (Chase or Frost) should order generic deposit bags, which do not have a bank name, from Student Financial Services. The generic deposit bags must be used when making deposits for FY09. If departments already have generic deposit bags, they can continue to use them. Non-generic bank bags with the old bank name should be discarded after August 29.

If the wrong deposit slip or endorsement is used, the bank will not accept the deposit and the department will be required to correct the endorsement and complete a new deposit slip, which will delay the deposit.

August 2008 Clean-Up


Departments should complete the following tasks during August to prepare themselves for the end of the fiscal year:

1. Run queries to identify transactions not fully processed during FY08 (enter dates 09/01/07 to 08/31/08 in the queries):
   
   
   • UHS_WF_AP_NOT_POSTED (regular vouchers not posted)
   • UHS_WF_BUD_NOT_POSTED (budget journals not posted)
   • UHS_WF_GL_NOT_POSTED (GL journals not posted)
   • UHS_WF_REQ_NOT_APPROVED (requisitions not approved)
   • UHS_WF_SC_NOT_POSTED (SC vouchers not posted)

Delete all transactions that will not be processed before the FY08 deadline.

2. Run the UHS_OPEN_COMMITMENTS_DETAIL query to identify all PO encumbrances on your cost centers. (Non-PO encumbrances such as payroll, phone, and postage will be released by Finance.)

Release any PO encumbrances that will not be used following the PO Finalize Instructions.

3. Run the following queries to identify P-Card and Travel Card liability balances on your cost centers (also included in the monthly spreadsheets sent by AP to College/Division Administrators):
   
   
   • UHS_PCARD_LIABILITY_BALANCE
   • UHS_TRAVEL_CARD_LIAB_BALANCE

   Submit GL journals in period 12 and/or period 998 to make these liability balances zero on each cost center.

4. Run the Payroll Suspense Report and clear any payroll found to the correct cost center.



5. Run the 1060, 1070, or 1016 reports for your cost centers to identify deficit fund equity balances (i.e., positive balances). (Finance also sends a report, subtotaled by fund group and DeptID, to College/Division Administrators.)

   Transfer expenses, revenue, or fund equity, where allowed, in period 12 and/or 998 to make the fund equity balances either zero or a negative amount.
   
   The combined fund equity of cost centers in a fund group (1xxx, 2xxx, etc.) for a particular DeptID should be either zero or a negative amount at the end of the fiscal year. The only exception is fund 5 cost centers where the timing of funding creates a temporary deficit balance. Also, individual fund 9 cost centers should never have a deficit (positive) balance at any time during the fiscal year.

Tuition and Fee Revenue at Year-End


When reviewing cost centers, you will see some different entries at year end with the change to the PeopleSoft Student System. All revenues and expenses that pertain to Fall of 2008 but that are posted on the General Ledger prior to 9/1/2008 will show as “Deferred Revenues (account 22100)” and “Prepaid Expenses (account 15100)”.

On September 1, journal entries to reclassify the Deferred Revenues and Prepaid Expenses to their original revenue or expense account will be processed with the revenue and expense posted to FY09. Colleges/Divisions/Departments do not need to take any action for these journal entries and their reversals to post.

If you have any questions, please contact Karin Livingston in General Accounting at 713.743.4415.

See the HUB Vendor Directory for a list of frequently-used HUB vendors: http://www.uh.edu/hub/

You can also call Sandra Webb at 713.743.5662 or Alan Philips at 713.743.5671 if you need help finding a HUB vendor.

Suspense Clearing

By Marli Bober

The fiscal year end is upon us and suspense has grown to $3 Million seemingly overnight. In the last 8 months, suspense has averaged around $1.5 million, so this represents a significant increase. I realize that summer poses a problem for some positions that are not set up on time, but I am requesting that the departments focus to reduce this to zero as soon as possible.

Remember that we enter everything in the system after we receive it from you by Friday. We run the suspense/reallocation process every Friday and they should post in finance on Monday or Tuesday following budget check. You can verify if yours have been entered by looking at the reallocation pages.

ALL suspense must be cleared by 8/31/08. We appreciate your assistance.

Click here for instructions on how to run the Fiscal Year Suspense Report.
 

AUGUST CALENDAR