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Enterprise Information System (EIS) Cut-off/Black-out Periods
for the University of North Texas (UNT),
UNT Health Science Center, UNT Dallas, and
UNT System Administration
Updated: January 7, 2016
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Discussion Topics
1. Upcoming Changes2. Issues We Face3. eProcurement (ePro) Cut-off/Black-out4. electronic Payroll Action Request (ePAR) Cut-off/ Black-
out5. Other Financial Transactions Cut-off/Black-out
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Upcoming Changes
• Upgrade EIS finance system from version 9.0 (FS 9.0) to version 9.2 (FS 9.2) More significant than previous upgrades which were primarily
technical in nature Business processes may have changed due to new functionality New functionality will roll out at time of implementation or shortly
thereafter
• Re-designed/Re-implemented Chart of Accounts (COA) Foundation of how we transact, record and report will change
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Issues We Face
• New Chart of Accounts (COA) structure deployed mid-year
• Unnatural breaking point at mid-year requires significant planning and coordination
• Once we turn on new COA, can’t go backwards• Must complete all transactions with old COA, else stuck
in old COA without further adjustment or processing
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Impacted Stakeholders
• Department Coordinators/Submitters• Deptid/Projid Holders• Supervisors/Managers/Department Heads/Vice
Presidents/Chancellors, etc. • Cashiers/Student Accounting• Administrative Offices (e.g. HR, Budgets,
Grants/Research, Purchasing, Payments, etc.)• Anyone else in the ‘approval’ process for financial
transactions
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General Ledger
Commitment Control
Asset Management
Payables (AP)
Purchasing
eProcurement
Grants
Accounts Receivable
Billing
Contracts
Project Costing
PeopleSoft Finance
Payroll
HR
Campus Solutions
BlackbaudRaisers Edge
Dining Services
Facilities
HSC Health Clinics
RMS Housing
Parking & Garage Ops
Telecom
Libraries
State Reporting
Federal Reporting
Financial Reporting
Bank Interfaces
Finance Systems Overview
Expenses (new)
Other PeopleSoft Interfaces
3rd Party Interfaces
Other Interfaces
Chart of Accounts
Hyperion Planning
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Campus Business/ Operational Needs
Successful Implementation of FS 9.2 upgrade and
new COA
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Electronic Procurement (ePro)
What is ePro? An EIS module in the Finance System (FS) that is used by departments to submit and approve requisitions for goods/services.
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ePro Cut-off/Black-out PeriodsDate Description CommentsFriday, 2/12/2016
Requisition submission cut-off All requisitions should be submitted for approval
Tuesday,2/16/2016
Requisition approval cut-off All submitted requisitions should be approved/denied. Any outstanding will be denied and must be resubmitted after 9.2 go-live
Wednesday, 2/17/16
Security access removed to submit and approve requisitions
Removed to ensure no new transactions can be processed; black-out period begins
Monday, 2/22/16
Purchase Order (PO) dispatch cut-offReceiving and invoice receipt cut-off
Wednesday,2/24/2016
Student refunds cut-offInterfaces from/to feeder systems cut-off
Thursday,2/25/2016
Payroll interface cut-off
Friday, 2/26/2016
Last pay-cycle run in FS 9.0 Final payment processed to all vendors
Saturday, 2/27/2016
PO close plus accounts payable processing Begin conversion activities
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How to Effectively Prepare
1. Plan ahead. Begin looking at what you need to purchase in the next 3 months and start the process NOW. Look at what you purchased last February to see if you will need to make similar purchases in February 2016. Start planning now.
2. Monitor your requisitions. Notify approvers when approvals are not occurring in a timely fashion.
3. Familiarize yourself with P-Card Guidelines. The P-Card will remain available for use during the black-out period. Current P-Card rules will remain in effect. However, for emergency purposes, exceptions may be requested via the P-Card Exception Form. Exceptions will be reviewed on a case-by-case basis.
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4. Know who to contact. For questions or if a need arises during the blackout period, please contact your assigned buyer from Business Support Services –Procurement, [email protected], 940-369-5500, or toll-free at 855-868-4357. If unable to get effective answers, please contact:
— Donna Shell @ [email protected], 940-369-5530—Joey Saxon @ [email protected], 940-369-5611—Donna Asher @ [email protected], 940-369-5600
How to Effectively Prepare (cont’)
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Electronic Payroll Action Request (ePAR)
What is ePAR? An EIS module in the Human Capital Management (HCM) system used by departments to submit and approve payroll/HR transactions such as hires, terminations and employee changes.
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ePAR Cut-off/Black-out PeriodsDate Description CommentsMonday, 2/1/16 ePAR submission cut-off for new hires and employee
changes, including transfers & reallocationsOnly Terminations are permitted through 2/25/16
Monday, 2/1/16 –Monday, 2/15/16
Admin Offices (HR, UNT Provost, Career Center/Student Employment, etc.) work with depts to ensure all ePARsfinalized
Approvers MUST approve or deny transactions
Tuesday, 2/16/16 Payroll kicks-off final payroll runs with old COA NO new transactions allowed except terminations for salaried employees(processed through alternate means)
Wed, 2/24/16 All payrolls finalized and sent to State for reimbursement for 3/1/16 pay date
State deadline is 2/24/16
Thurs, 2/25/16 Submit terminations for salaried employees that will result in an overpayment on 3/1 paycheck;Final file sent to FS 9.0 to pay vendors
Final payment made to all payroll vendors (e.g. IRS, etc)
Fri, 2/26/16 All access to ePAR removedUser validation of conversion data begins
HCM is down for transactional processing
Tues, 3/1/16 New COA takes effect in HCM 9.2; New ePAR transactions can be submitted (with 3/1/16 effective dates or later) for users who attended training
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How to Effectively Prepare
1. Plan ahead. Don’t wait until the last minute to process employee transactions through ePAR. If you are recruiting now, make sure the offer date allows you enough time to “submit” the ePAR AND have the I-9 completed and certified and e-verify cleared BEFORE submitting the ePAR. If you know you can’t make the cut-off date of 2/1/16, make your offer dates effective 3/1/2016 or later.
2. Monitor your ePARs. Notify approvers when approvals are not occurring in a timely fashion.
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3. Review budgets early for funding change requirements. Retroactive funding changes are not permitted due to system restrictions. (Note: Grants/Research Offices will provide information to projid holders regarding their payroll expenses to date for FY16 well in advance of the blackout period.)
4. Promptly submit terminations. As soon as you learn of a termination, please complete an ePAR and submit it for approval. Access to process termination will remain open during the blackout period.
5. Know who to contact. If you have questions or concerns, contact your campus Human Resources team.
***NOTE: Allowing employees to begin working before their official hire date is explicitly prohibited by federal law.****
How to Effectively Prepare (cont’)
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Other Financial Transactions
What are the other financial transactions? Other financial transactions include budget adjustments/account budget authorization, Interdepartmental orders/transfer, deposits, journal worksheets, etc.
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Other Financial Transactions Cut-off/Black-out PeriodsDate Description CommentsWed, 2/17/16
Final Chartfield Value Updates Final updates for new FS 9.2 Accounts;Final updates for FS 9.0 Non-Sponsored Projects (e.g. Capital/Facilities);Final updates for new FS 9.0 grant projects
Mon, 2/22/16
All manual GL journal entries are posted (all entries involving an online entry and journal Excel import); IDO/IDT must be posted;All ABA/budget adjustment entries posted; deposits; journal worksheets/excel import
This includes separate feeds that journalize into the G/L (e.g. Advancement, Telecom, and Facilities).
Tues, 2/23/16
Final new item requests – Student Financials
Wed, 2/24/16
Final student refunds and pay cycleFinal Financial Aid disbursement
Thurs, 2/25/16
Final departmental deposits receivedFinal G/L Interface Run- Cashiering@ 5PM CST – Students locked out of Student Finance pages and online payments
Fri,2/26/16
Final system-generated entries in G/L 9.0 for Interfaces (HCM/LS)Final Waiver Spread Journals@ 4PM CST – Suspend Batch Tuition Calculation, Payment Applier, and Table Validation
Sat, 2/27/16
Validate all transactions are posted to GL/Commitment Control ledgers in FS 9.0; Stop all processing in FS 9.0
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Resources and Contact Information
• Project website: http://fit.untsystem.edu• ePRO
Assigned department buyer Business Support Services by phone at 940-369-5500 or toll-free
855-868-4357 Business Support Services by email at [email protected]
• ePAR Campus Human Resources team
• Journal Entries Campus Controllers
• Budget Transfers/Adjustments Campus Budget Offices
• Deposits Cashiers/Student Accounting
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