Dallas SYS Partner Meeting; includes notes

1. UNT Dallas and
UNT System
Partner Meeting
October 9, 2012

2. Kudos from BSC to Team Partners

3. electronic Personnel Action Request
(ePAR)
Donna Asher,
Associate Vice Chancellor for Business Services
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4. Current HRM Forms Used
Form Purpose Institution(s)
HRM 4 Position Updates UNT/UNTD/UNTS
HRM 5 Posting Vacancies UNT
HRM 6 Payroll authorization for regular employees & UNT/UNTD/UNTS /UNTHSC
all employees at UNTHSC
HRM 7 Payroll authorization for part-time faculty and UNT/UNTD
graduate students
HRM 8 Payroll authorization for Hourly employees UNT/UNTD/UNTS
HRM 9 Payroll authorization for leave payouts UNT/UNTD/UNTS
(vacation/comp time/death sick leave)
HRM 11 Payroll authorization for Task Payments UNT/UNTD/UNTS
HRM 12 Payroll authorization Summer appointments UNT/UNTD
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5. Authorizers/Approvers Depending on
Request
• Department Head
• Deptid/Projid Holder
• AVC/AVP/Dean
• Vice Chancellor/Vice President
• Chancellor/President
• Budget Office
• Research/Grants Office
• UNT Health (HSC)
• Equal Opportunity Office (UNTD)
• Financial Aid
• Campus HR
• Provost Office (UNT)
• Career Center (UNT)
• Business Service Center

6. Ultimate Goal
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7. ePAR Benefits
• significant reduction in paper costs;
• electronic signatures to replace manual collection of
signatures ;
• elimination of manual paper transfer from one office to
another;
• use of workflow to streamline processes with the
ability to track workflow status at all times;
• enhanced efficiencies related to staff time and
workload;
• reduction in data entry errors; and
• enhancement of BSC services provided to our
customers.
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8. One form with four sections to do all transactions
Job Data (appointment information)
Department Budget Table (funding information)
Additional Pay (non-base rate salary information)
Position Data (position information)
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9. Transaction Types
1. Hiring/Terminating
• Hire – all appointments types and circumstances
• Terminate – all appointment types and circumstances
2. Employee Changes (monetary and non-monetary impact)
• Promotion/demotion
• FTE change
• Base rate adjustments [merit, market, equity, etc.]
• Non-base rate adjustments [augmentations, allowances, etc.]
• Leave with/without pay
• Return form leave with/without pay
• Funding source changes
• Department change (Transfers)
3. Position Changes & Requests to Post– (used for vacant positions only)
• Add/delete position
• Funding change
• FTE change
• Department change
• Reclassification
• Post a vacancy

10. ePAR Users
• Requesters—these individuals have been given the
authorization to initiate a new ePAR on behalf of a department.
• Approvers—these individuals have been identified as a
deptid/projid holder, department head, and/or administrator
who have the authority to approve or acknowledge ePARs. Can
be ad hoc or proxy approvers.
• Reviewers – these individuals have been identified as having a
need to be aware of ePARs. No action is required on his/her
part in order for the ePAR to be processed and approved.
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11. Notifications / Worklists
• Approvers/Reviewers are notified via email of
pending ePAR to approve or review
• Approvers/Reviews can access ePAR via
worklist (similar to ePro)
• Accessible from anywhere the web can be
accessed
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12. Current Status
• Pilot started September 7, 2012 (after budget rollover)
for FY13 transactions (9/1/12 and later)
• 22 departments (across the UNT System campuses and
System Administration) participating in pilot program
– UNTHSC: Pharmacology, Cell Biology, UNT Health, Facilities
Management, President’s Office
• Phased-in pilot program by personnel transaction type
• After comprehensive processing with pilot group,
rollout will begin to all departments on all campuses
during FY13

13. HUB Updates
Eddie Reyes

14. Payments Update

15. University of North Texas System
New Travel Management Program

16. New Travel Management Program: Services
• Full Service & Online Booking Capabilities – Employees will have the option of booking
travel through either a full service travel agent via phone or email, or through Concur Online Booking Tool, a web-
based and mobile travel solution
• Dedicated Customer Service Manager – Liz Cavazos will serve as the key liaison between CTP
and UNT System, ensuring a cohesive delivery of all of UNT System’s service and financial objectives
• 24x7 After-Hours Support – Travelers will enjoy peace of mind with the knowledge that help is
always just a phone call away and they will never be stranded in a travel emergency
• Travel Rewards Programs – With CTP, each traveler’s reward program numbers will be added to
their profiles and applied to each air, car, or hotel reservation ensuring continued point accumulation
• Preferred Suppliers & Negotiated Savings – CTP ranks as a leading buyer with numerous air,
hotel, and car suppliers worldwide: additionally, air, car and hotel contracts the state has negotiated may used
• Customized Reporting - The BSC Travel area will receive broadcast reporting data from over 250
predefined travel reports that can be sent daily, weekly, monthly or anytime they are needed. If there is not a
report that suites our specific needs, CTP will have one customized to your exact specifications
• Credit Card Reconciliation – CTP’s credit card reconciliation program can easily and automatically
reconcile credit card transactions, identify shortfalls, and call issues to the attention of the appropriate manager,
bank, or processor for quick resolution.
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17. New Travel Management Program: Technology
• SABRE Global Distribution System (GDS) – SABRE GDS provides global access to more than 400
airlines, 100,000 hotel properties, 13 cruise lines and 25 car rental brands
• Bargain Finder Plus – Bargain Finder Plus is an itinerary-led shopping feature which enables CTP to find lower-
priced itinerary options based on specific criteria provided
• E-Ticketing – All confirmed booking will result in an e-mail generated confirmation that will instantly transmit to each
individual traveler once the electronic ticket is issued
• Virtually There – The SABRE Virtually There Web and mobile sites enable travel experts to provide real-time
valuable travel information to their customers 24 hours a day, seven days a week
• MagnaTech Compliance Control - is CTP’s quality control product used for both full service and Concur
OBT and sweeps through a queue every 15 minutes to process all bookings made
• MagnaTech Unused Ticket Tracking – Tracks unused tickets booked by our full service agents and also
booked through Concur. MagnaTech Unused Ticket Tracker updates profiles and send customer notifications regarding
unused tickets that are ready for use
• iBank Reporting – CTP’s reporting tool which gives access via the web for data with a unique user ID
• Concur – is an online booking tool where travelers can book domestic and international flights, reserve rental cars and
make hotel and rail reservations 24 hours a day, 7 days a week – all from their desktop browsers or smart phones
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18. Concur Online Booking Tool
Concur simplifies corporate travel booking while automatically enforcing travel policies
and providing visibility through detailed report analysis. Employees are free to make
preferential choices while organizations stay in complete control.
Book what you need:
• Search and book relevant in-policy
travel
• Save with direct
connects, corporate discounts and
Internet-only fares
Quickly and Easily:
• Book everything from one easy-to-
use tool
• Forgot to book a hotel, rental car or
train? Add it from a smartphone
• Dive into spending with detailed Integrated corporate, published and Internet air and
reporting hotel fares in a single screen
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19. Concur Online Booking Tool
Mobile Travel Management
Concur’s mobile app streamlines the
business travel experience and gives
travelers the flexibility to manage their
itineraries with ease.
Travel information is conveniently
accessible and reservations are easy to
make on the fly:
• View travel itineraries and directions
• Easily book hotels, cars, trains or
taxis
• Check flight status and airport gate
information
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20. Concur Online Booking Tool
Travel Request
Condense Spending and Reduce Costs
Travel Request is designed to help businesses manage travel more effectively. Once an
employee starts to plan a trip, managers and approvers can approve, reject and request
modifications during the process. Gain visibility into flights, car rentals, hotel rooms, rail and
other expenses. This gives you greater insight into pre-planned and actual expenses, allowing
for more accurate forecasts of travel costs.
Optimize Booking Integration
When integrated with Concur's Travel solution, employee-entered travel requests are sent for
approvals. Employees can use Concur's travel booking solutions to automatically create a travel
request. Meanwhile, agencies can book travel for employees based on notification after
approvals.
Improve Control and Efficiency
Thanks to a greater level of pre-trip control and approval, unnecessary and wasteful travel is
eliminated. You'll also be able to ensure more reliable travel policy compliance. Altogether,
Travel Request helps keep your management process efficient and organized. Talk about
serenity.

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21. Revised Travel Guidelines

22. Submitting Invoices for Processing
• Invoices@untsystem.edu
• Subject line should include Vendor Name,
PO number, Invoice number
• Additional instructions for processing
should be included in the body of the
email.

23. Payroll Update

24. • ELIMINATING HOURLY
SUPPLEMENTAL PAYROLLS AND
EXTENDING DEADLINES

25. More Processing Time
Effective January 2013
Additional 5 business days added to
deadline for processing time for hourly paid
employees.
No more hourly supplemental pay, hourly
employees will be paid on regular payroll.
Supplemental payroll will be moved to the
3rd business day following the regular pay
date – will allow direct deposit of pay.

26. Why make these changes?
• Increased efficiency and cost savings across the
System
• Departmental timekeepers will have more time to
process timesheets.
• Departments will have a limited number of paper
checks to distribute on supplemental pay dates.
• Most employees will be paid on regular pay
dates.
• In most cases, hourly paid employees will receive
payment on one check for time worked for a
given period.

27. Dallas Payroll Checks
• Effective immediately, all payroll checks
(paper) will be mailed to the employee home
address on record in EIS.

28. Purchasing Update

29. AFTER THE FACT PURCHASES

30. Q&A

31. • Question: Will there be instructions on ePAR?
• Answer: Yes, there’s a website with training aids and we’ll also provide face to
face training when we roll ePAR out.
• Concern about the pre-posting process was discussed; Yvette from Dallas HR will
meet with Dorothy Cummings to talk about onboarding and postings. They will also
talk about the need for step-by-step instructions for postings and other processes.
• Question: Can we get a HUB vendor fair at UNT Dallas?
• Answer Dr. Price requested it and Eddie Reyes is meeting with him to
determine a timeline for that to happen.
• Question: How do I pay for travel when using the new travel agent service that will be
coming out?
• Answer: There will be an agency “ghost card” for transactions.
• Question: What about travel related to business meals?
• Answer: Business meals with mileage should go through Travel on a voucher.