Presenters: Steven Hardy, Assistant Vice President Financial Affairs and Controller

Lane Brinson, Assistant Director, Purchasing and Distribution Services

Planning for UTShare/PeopleSoft Transition

Planning for UTShare/PeopleSoft Transition

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

• Plan ahead (forecast anticipated needs and act)• Obtain a Procard• Keep up with important communication• Mark your calendar • Attend Training

• “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

• Plan ahead (forecast anticipated needs and act)• Obtain a Procard• Keep up with important communication• Mark your calendar • Attend Training

• 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

• 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

Planning for UTShare/PeopleSoft Transition

• Obtain a Procard http://utsa.edu/financialaffairs/ptca/– Submit application– Cardholder training– Reporting/Compliance

• Obtain a Procard http://utsa.edu/financialaffairs/ptca/– Submit application– Cardholder training– Reporting/Compliance

Planning for UTShare/PeopleSoft Transition

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.

• 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.

Planning for UTShare/PeopleSoft Transition

Planning for UTShare/PeopleSoft Transition

Critical Accounting Deadline Dates

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

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

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.

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

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.

Critical Payroll Office Deadline Dates

Critical Payroll Office Deadline Dates

DTS Critical Deadline DatesDTS Critical Deadline DatesApril 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

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)

DTS Critical Deadline DatesDTS Critical Deadline Dates

Critical CLIBA Deadline DatesCritical 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 ProcardDeadline DatesCritical ProcardDeadline 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

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.

• Summary– UTShare PeopleSoft “Go Live”– Remember May 1 to May 12 – Be successful

• Plan ahead • Obtain a Procard• Communication• Calendar critical deadlines• Attend Training

• Summary– UTShare PeopleSoft “Go Live”– Remember May 1 to May 12 – Be successful

• Plan ahead • Obtain a Procard• Communication• Calendar critical deadlines• Attend Training

Planning for UTShare/PeopleSoft Transition

Planning for UTShare/PeopleSoft Transition

Questions? Questions?

Planning for UTShare/PeopleSoft Transition