The document provides an update on ePAR capabilities from the Business Service Center A-Team. Key points include:
- ePARs can now be created for 9/1 transactions and there is no need to create ePARs for current employees with no changes.
- Questions were asked about error messages, required job IDs for hourly employees, cancelling submitted ePARs, and employees entering their own time.
- The representatives answered that changes were being made to improve the ePAR process and that focus groups would be held before employees enter their own time.
2. ePAR Updates
• Now
able
to
do
9/1
transac2ons
• Warning
messages
vs.
Error
messages
• No
need
to
create
9/1
transac2ons
for
current
employees
with
no
changes
• Transac2ons
currently
in
the
works
=
Transfers
to
Another
Department
• New
How
To’s….on
website
3. Questions, ePAR Update
• Warning
message
about
a
future
dated
row
is
just
a
reminder
for
you
–
it
does
not
prevent
you
from
completing
the
ePAR.
• Question:
I
tried
to
do
an
ePAR
for
an
hourly
1705
and
it
required
a
Career
Center
req#.
That
used
to
not
be
required
for
1705’s.
What
am
I
supposed
to
do?
• Donna
Asher
said
that
is
a
recent
change
requested
by
Career
Center.
The
nomenclature
has
also
changed
to
Eaglenet
Job
ID#.
She
suggested
that
they
contact
Beverly
Wilkes
in
the
Career
Center.
She
will
send
you
a
form
to
return
to
her
and
she’ll
send
you
a
Job
ID#.
• Donna
Shell
noted
that
we
are
working
on
a
change
for
hourly
hires
in
ePAR.
The
supervisor
will
not
automatically
populate
on
hourlies.
Students
often
have
jobs
in
other
departments
or
move
to
another
department,
and
there
were
instances
where
the
new
department
did
not
update
Supervisor
on
the
new
ePAR
and
it
cause
issues
for
time
reporting,
etc.
We
will
change
that
Rield
to
not
automatically
populate
with
a
supervisor
anymore.
4. Questions, continued
• Question
re
whether
it’s
been
discussed
that
we
could
have
the
option
to
Cancel
a
submitted
ePAR
like
when
there’s
an
error
and
we
want
to
pull
it
back
before
the
approver
sees
it,
etc.
and
just
redo
it.
• Donna
Asher
said
that
is
on
the
list
to
consider.
They
are
looking
at
adding
that
feature.
• Donna
Shell
also
said
that
we
are
looking
at
how
to
modify
the
workRlows
for
employee
changes
for
positions
funded
on
multiple
deptids
or
projids.
If
you
are
making
a
change
to
only
one
funding
source
for
a
position,
there
is
no
value
in
that
ePAR
going
to
all
the
other
deptid
holders
in
the
workRlow
if
they
have
nothing
to
actually
approve
(plus
it
could
get
held
up
in
another
department).
• Question
–
we
have
been
told
that
employees
are
going
to
enter
their
own
time
in
the
near
future.
Is
that
true?
• Yes,
but
we
aren’t
there
yet.
When
that
time
comes,
we
will
have
focus
groups
to
get
your
feedback.
We
are
looking
at
automating
the
entire
process
to
replace
the
UPO
15,
24
and
25
5. Inbound Freight Savings with
How
you
save
on
your
inbound
shipping
costs
Presented
by:
Debbie Reynolds
Exec. Director of Procurement Services
6. • Vantage
Point
Logis2cs
(VPL)
is
helping
UNTS
save
money
on
shipments
received
everyday
from
suppliers
• Suppliers
significantly
mark-‐up
charges
to
UNTS
when
they
bill
for
shipping
• VPL
works
directly
with
your
suppliers
to
u2lize
UNTS’
strong
discounted
rates
with
FedEx
Procurement Services
7. • How
you
place
orders
or
receive
shipments
does
not
change
• Shipping
charges
will
now
come
from
VPL,
at
an
average
savings
of
35%
• VPL
will
match
shipping
charges
back
to
the
appropriate
GL,
department,
grant,
etc.
associated
with
the
PO
Procurement Services
8. Will we really save money on shipping?
Let’s look at an example…
Procurement Services
9. Will we really save money on shipping?
Shipping comparison
Supplier shipping rate: $41.00
VPL Shipping rate: $22.16
Savings: $18.84 (over 45%!)
Procurement Services
10. What
other
benefits
do
you
get
with
VPL?
Ø Vendor
Management
Ø Carrier
Invoice
and
Alloca2on
• VPL
audits
your
shipments
for
correct
pricing
Ø Proac2ve
Account
Management
Ø Repor2ng
and
Analy2cs,
as
needed
Procurement Services
11. Two Financial Transactions
• One
for
your
original
requisi2on/
purchase
order
paid
to
vendor
furnishing
the
product.
• A
second
for
your
shipping
costs
paid
to
VPL.
13. Many other institutions are already fighting back
to save significantly on freight!
Procurement Services
14. Questions, Vantage Point Logistics
• Question
–
will
we
get
a
receipt
from
VPL
if
they
handle
the
shipping
on
a
PCard
purchase
so
that
we
have
that
for
our
PCard
reconciliation?
• You
should
get
a
receipt.
If
you
do
not,
contact
Debbie
Reynolds.
• VPL
will
not
ship
assets
(those
items
that
are
controlled/get
tagged
and
placed
on
your
inventory).
• Question
–
will
there
be
a
delay
between
the
shipping
and
purchasing
transactions
posting?
• There
shouldn’t
be,
but
this
is
a
new
process.
We
will
see
how
it
works
and
appreciate
your
feedback.
15. Corporate Travel
Planners (CTP)
The
BSC
has
contracted
with
Corporate
Travel
Planners
(CTP)
to
serve
as
the
preferred
vendor
for
advance
travel
planning.
In
addi2on
to
the
convenience
CTP
provides,
using
the
preferred
vendor
alleviates
paperwork
submission
required
to
pay
for
advance
travel,
and
increases
the
level
of
customer
service
offered
to
travelers.
16. Corporate Travel Planners Login
Go
to
www.concursolu2ons.com
In
the
User
Name
field,
type
(your
EUID)@unt.edu
Password
is:
welcome
(no
caps)
17. Corporate Travel Planners Reminders
First
Dme
users
–
be
sure
the
appropriate
approver
is
listed
under
your
profile.
If
you
travel
using
different
depDd/projid’s
you
must
do
this
each
Dme.
18. Corporate Travel Planners Homepage
Once
you
are
logged
in
you
may
begin
to
search
flights,
car
rentals
and
hotels.
From
this
page
you
make
your
reserva2ons
and
also
see
your
upcoming
trips.
Please
call
the
Travel
Department
if
you
need
to
book
for
guest
travelers
or
need
any
further
assistance.
19. Questions, Corporate Travel Planners
• Question
–
is
CTP
open
to
all
of
the
campus?
• It
is
still
in
soft
launch
but
if
you
call
the
BSC
at
x5500
and
ask
for
the
Travel
team
they
will
get
you
set
up.
• Question
–
I
purchased
two
tickets
in
July
and
they
said
they
would
show
up
in
the
next
credit
card
cycle,
which
has
already
posted
–
but
it
hasn’t.
I
need
those
two
tickets
to
go
through
on
FY13
funds.
• Susan
Sims
assured
her
that
she
had
just
approved
that
one
and
it
will
be
on
FY13.
Debbie
mentioned
that
we
have
until
September
3rd
for
FY13
travel
to
be
Rinalized.
• Debbie
mentioned
that
we
are
working
on
automated
the
deptid
holder
to
show
up
as
approver
on
all
transactions
but
right
now
it
is
set
to
populate
with
your
actual
supervisor
so
you
need
to
change
that
to
your
deptid
holder
if
the
deptid
holder
is
not
your
supervisor.
• Question
–
can
you
limit
it
to
only
certain
deptid
numbers?
• Right
now
we
can’t
–
we
don’t
own
the
software
but
if
we
do
end
up
being
able
to
purchase
that
software
we
will
be
able
to
do
many
more
customizations.
Right
now
we
are
paying
for
a
service
but
we
don’t
own
the
system.
• Question
–
can
you
insert
other
(additional)
approvers?
• It
is
limited
to
one
–
we
are
just
concerned
with
the
budget
aspect
(that
you
have
the
funds)
so
that’s
why
the
approver
is
the
deptid
holder.
23. • We
suggest
no
Pcard
transac2ons
acer
today,
August
23rd.
• Travel
Vouchers
to
be
paid
from
FY13
funds
are
due
to
BSC
by
5:00pm,
Tuesday,
September
3rd.
• Payments
from
FY14
funds
will
begin
Monday,
August
26th.
• Pcard
data
entry
in
GCMS
for
FY13
must
be
completed
by
5:00pm,
Wednesday,
September
4th
25. Payroll Update – End of Year Deadlines
• Hourly
Time
&
Labor
Deadline
–
Tuesday,
September
3,
2013
Ø All
hourly
2me
through
Saturday,
August
31,
2013
must
be
entered
and
approved.
Ø Any
2me
entered/approved
acer
this
deadline
will
be
paid
with
fiscal
year
2014
funds.
• Salaried
Time
Deadline
–
Friday,
September
13,
2013
Ø All
salaried
2me
through
Saturday,
August
31,
2013
must
be
entered
and
approved.
Ø Time
must
be
entered
and
approved
so
lapsing
of
vaca2on
leave
will
be
processed
correctly.
26. Payroll Update – Payroll Processing Changes
• Changes
Beginning
with
FY
‘14
Processing
Ø Slight
enhancements
to
increase
efficiency
and
provide
greater
flexibility
in
2ming
of
supplemental
paycheck
processing.
Ø Hourly
deadline
for
approvals
will
be
a
few
days
sooner.
Ø Hourly
supplemental
to
be
paid
on
regular
pay
date
will
be
added.
Ø Informa2on
will
be
distributed
to
2mekeepers
and
posted
on
website
soon.
We
will
no
longer
u2lize
the
MS
Outlook
calendars
for
deadline
informa2on.
28. Hourly Payroll Deadlines for Time & Labor
Payroll
Pay
Period
Final
Approval
Deadline
Pay
Date
Regular
Hourly
8/16
–
8/31
Tuesday,
9/3/13
9/16/13
*Supplemental
8/16
–
8/31
Tuesday,
9/10/13
9/16/13
Regular
Hourly
9/1
–
9/15
Thursday,
9/19/13
10/1/13
*Supplemental
9/1
–
9/15
Tuesday,
9/24/13
10/1/13
*Supplemental
payroll
will
be
processed
for
late
approvals.
No
addi2onal
hourly
payrolls
will
be
processed
un2l
the
next
regular
payroll
date.
29. Salaried Payroll Deadlines for Time & Labor
Payroll
Pay
Period
Final
Approval
Deadline
Monthly
&
Semi-‐Monthly
8/1
–
8/31
Friday,
9/13/13
Monthly
&
Semi-‐Monthly
9/1
–
9/30
Monday,
10/14/13
*Deadline
is
for
all
leave
2me
to
be
entered
for
salaried
employees.
30. Questions, Payroll Update
• Question
–
by
what
time
do
we
have
to
have
the
hourly
time
approved
for
FY13?
• 5:00
PM
• When
do
we
have
to
have
it
entered
so
that
it
can
be
approved
then?
• Before
11:00
AM
on
the
day
of
the
deadline
(Time
Admin
runs
at
11:00
AM)