Presenters: Steven Hardy, Assistant Vice President Financial Affairs and Controller Lane Brinson, Assistant Director, Purchasing and Distribution Services 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

Obtain a Procard – –Submit application –Cardholder training –Reporting/Compliance Obtain a Procard – –Submit application –Cardholder training –Reporting/Compliance Planning for UTShare/PeopleSoft Transition

Calendar and deadline dates will be posted – –Financial Affairs’ website, – –Controller’s website, – – UTShare, Staff will be able to populate Outlook calendars with specific deadlines. Calendar and deadline dates will be posted – –Financial Affairs’ website, – –Controller’s website, – – UTShare, Staff will be able to populate Outlook calendars with specific deadlines. Planning for UTShare/PeopleSoft Transition

Critical Accounting Deadline Dates April 3All corrections through December 2013 must be to Accounting by 5pm April 18All corrections through March 2014 must be to Accounting by 5pm April 28All corrections through April 23, 2014 must be to Accounting by 5pm May 6All corrections through April 2014 must be to Accounting by Noon May 6Close April in DEFINE

Critical Accounting Deadline Dates April 11Last day to create or modify accounts in DEFINE (non grants) with VERY few exceptions April 29AP, payroll and student check cancellations must be received in Accounting by 3pm May 31Reconcile April SOA

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 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 1 st - 4 th and May 5 th - 11 th using interim process timesheets for approval by the employee’s supervisor. 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 27 th to May 4 th. (Payroll Office will adjust employee OT and Comp balances accordingly). Note: Time worked for the period April 27 th through April 30 th will be reported in DEFINE. May 1 st through May 4 th time will be reported in UTShare/PeopleSoft. Critical Payroll Office Deadline Dates

DTS Critical Deadline Dates April 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 21Interim Process for Travel Authorization begins. April 23All 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 Dates

Critical CLIBA Deadline Dates March 24All backup for CLIBA payments made from default accounts through December 2013 must be to PTCA by 5PM. April 11All backup for CLIBA payments made from default accounts through March 2014 must be to PTCA by 5PM. May 1All backup for CLIBA payments made from default accounts through April 2014 must be to PTCA by 5PM.

Critical Procard Deadline Dates April 10Procard vouchers from 04/03 statement must be final approved by 5pm (March Activity) April 14Procard statements for 04/04 thru 04/13 will be generated April 21Procard vouchers for 04/13 activity departments must final approved by 5 pm

Critical Purchasing Cutover Dates April 30Last day for DEFINE Purchase Orders can be final approved * May 13First 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

Questions ? Planning for UTShare/PeopleSoft Transition