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 11/12/2019People
  
As the Senior Polytechnic Institute Research Operations Manager you will be expected to work with college, business office and university personnel with limited supervision to solve complex and non-routine problems involving multiple facets of the university such as sponsored programs, procurement, marketing, and human resources. You will support Polytechnic faculty in the financial and contractual development and management of their complex and difficult externally funded research projects. You will also develop and disseminate program management best practices and procedures and is expected to make moderate to significant improvements to internal processes. You will be expected to work with the college, business office and university personnel to collaboratively solve problems and implement solutions for the Associate Dean for Research and faculty customers. You will also provide coaching and training to faculty and staff regarding the use of university systems and program management best practices.

Click apply or more information on the position.
ApprovedNoneRegular News Article
 11/12/2019Finance
  
The first postings to SAP from Concur Company Billed Statements will begin this week as the first credit card period (10/6/19 – 11/7/19) ends. There are some changes to how this transactions will appear that you need to be aware of:
  • Postings will appear on a document type of TC rather than PC
  • Pcard Postings can be identified using the document header text which will include the report owners name, PCard, and the dates of the statement period
  • Each Pcard report within Concur will create one TC Document within SAP
There have been modifications to existing reports and new reports created as part of this transition as well
  • Cognos Standard Reports – The Transaction Listing Detail and drill thrus from the summary report will continue to have the Transaction Vendor field populated for PCard transactions; effective 11/1/19 – Tcard transactions will also have this information populated.
  • An Unallocated Report is now available in Concur. This report allows you to report on unallocated PCard charges by reconciler, card name, or last 4 digits of the card number.
ApprovedNoneRegular News Article
 11/12/2019General Info
  
The Role Request Form is the newest tile added to the SuccessFactors homepage. The form will be available starting Wednesday, November 13 and is part of the SAP Identity Management system (IDM) used to track business roles approved for specific positions and then provisions access to SAP S/4 (Finance) and SAP SuccessFactors (HR) systems.
  • IDM assigns roles to a position and provisions access to the employee/s who holds the position.
  • As employees transition into or out of a position, roles are automatically provisioned or removed based on the roles attached to the position.
  • Because roles are assigned to a position, the requester needs to be aware of whether they are requesting a role for a position that is held by many employees. If a role is requested for a grouped position, everyone in the position will get the role.
The Role Request Form is surrounded by two other tiles – IDM Login (to review current positions and their assigned roles) and Roles and Privileges Information (links to the resource webpage).

The Identity Management – Roles and Privileges webpage has been updated with Quick Reference Guides (QRGs), business role documentation and contact resources. The email previously used for business role requests (SAP-SF-roleassistance@purdue.edu) will be discontinued November 30.

Training Resources – Quick Reference Guides
Contact Resources
  • HR/Payroll role questions – contact hroperhelp@purdue.edu for assistance identifying what HR/Payroll roles are needed
  • Finance role questions  - Contact cmdt@purdue.edu for assistance identifying what Finance roles are needed
  • Pending Requests/IDM Application – Contact OnePurdueSecurity@purdue.edu with questions related to a current or outstanding role request and questions related to the IDM application

ApprovedNoneRegular News Article
 11/7/2019General Info
  
The Identity Management - Roles and Privileges webpage has updated workbooks reflecting role information as of November 2019. The following three workbooks have been updated.
 All role requests are submitted to the SAP-SF-roleassistance@purdue.edu email address. The email should include Position ID and the role name needed or edited. Soon, role requests will be processed online through SuccessFactors.
ApprovedNoneRegular News Article
 11/7/2019General Info
  

Position: Assistant Director

Duties:

Provide leadership and management of Payroll Services within the HR Department of Purdue University.  Payroll Services provides personnel appointment processing, timekeeping, payroll processing and accounting, employment verification and payroll tax services to the entire Purdue University system.  Recommend, implement, monitor and manage payroll tax policies, procedures and internal controls for the University. Through personal role modeling, assure department provides excellent support and customer service to constituents.  Act as a resource to management for questions related to payroll and payroll taxes.  Utilize and leverage technology to streamline processes while maintaining the integrity of the payroll and payroll tax processes and related financial data. 

More information can be viewed within SuccessFactors.

ApprovedNoneRegular News Article
 11/7/2019General Info
  
Department members are asked to alert any colleagues -- who are out on Sabbatical or Research/Instructional/Engagement Leave and do not have access to the open enrollment emails – that the deadline to enroll is 6 p.m. ET, Tuesday, Nov. 12.

Anyone needing assistance with enrollment can contact the HR Service Center at 765-494-2222 or toll-free at 877-725-0222.
ApprovedNoneRegular News Article
 11/7/2019Training
  
P2P 200 – Creating Requisitions in Ariba is scheduled for Thursday, November 20. The session will meet from 9:30 a.m. to noon in PFEN 103, located in the David C. Pfendler Hall of Agriculture at 715 W. State St.

This hands on class will meet in a computer lab. Participants will use a training environment to create catalog and non-catalog requisitions, monitor requisition status, and learn how to withdraw or edit a requisition.

Staff can ensure a space in the class by registering for P2P 200 – Creating Requisitions in Ariba within the Learning module of SuccessFactors.
ApprovedNoneRegular News Article
 11/7/2019General Info
  
A variety of Purdue’s SAP business applications affecting services will be offline from 9 a.m. to approximately 5 p.m. Saturday, November 9, 2019, to test fail-over procedures of the University’s SAP service provider.

Major applications that will be unavailable during the test include the following:
  • All financial systems (S4) including:
  • Account Projections
  • AR and JV uploads
  • Archive Link (ImageNow SAP integration)
  • Biller Direct
  • Historical Employee Resources
  • Personas
  • PPM
  • Property Accounting Forms
  • SAP Mobile (Workmanager and Inventory Manager)

ApprovedNoneRegular News Article
 10/31/2019General Info
  
In preparation for the end of the year, Payroll and Tax Services would like to encourage those employees who haven’t already, to register with ADP to be able to receive their W-2 electronically when available.  Instructions for how to register with ADP can be found on each employee’s landing page of SuccessFactors under the “News” section.  Please note, employees who are not registered with ADP will still receive their W-2 delivered via US mail to the address on file with Purdue on or before January 31st, 2020.  Due to this fact, employees are encouraged to always make sure their home address is up to date in the employee’s profile section of SuccessFactors.  For an address change to be included in the 2019 W-2, it will need to be updated in SuccessFactors by December 31st, 2019

Additional communication will be sent closer to the end of the year, but generally, the 2019 W-2’s will be able to be retrieved electronically via ADP on or before January 20th, 2020.
ApprovedPurdue TodayRegular News Article
 10/31/2019General Info
  
The Interim Faculty Recruitment processes will start tomorrow, November 1. The detailed process outline the steps and associated training resources for hiring faculty positions.

The major changes in the process include steps 9-14. The offer letter, based on the Provost offer letter templates, will be created outside SuccessFactors and routed for approval. The Director of Financial Affairs (DFA) will steward the offer letter approval process.  A summary of the offer letter is below:
  1. Once a department head has identified the final faculty candidate, the offer letter process will follow steps 9-14 outlined in the linked process. 
  2. DFA will select the correct template from the Provost's website and complete the faculty offer letter checklist (available online at https://www.purdue.edu/provost/heads/recruitment/offerLetterTemplates.html). Please use the "draft" watermark when creating this letter.
  3. The department head reviews the draft offer letter with the potential candidate and negotiates changes. 
  4. The department head and DFA create the final offer letter, remove the "draft" watermark, and then electronically circulate the letter with the offer letter checklist to collect signatures from the department head, dean, and Provost's office.
  5. Once approval from the Provost's office is obtained, the signed offer letter is returned to the department and then sent to the faculty candidate for signature. 
  6. Once the fully signed offer letter is returned to the department, the department recruiter uploads the final signed offer letter into SuccessFactors.
Those in the Department Recruiter role can follow the Faculty Offer Letter, Approval Process and Post Offer Tasks to complete the offer approval template in SuccessFactors and then finish the post-offer tasks.

The Interim Research Faculty Recruitment process is similar. Those recruiting for research faculty positions know a different search waiver form is used and approvals route through the Office of the Executive Vice President for Research and Partnerships (EVPRP).

The offer letter approval process is similar to above. The difference is in Step 5. For Research Faculty, the offer letter will route to Cathy Rooze for EVPRP approvals instead of routing for Provost Approval.

Both processes and subsequent quick reference guides (QRGs) are updated on the Recruitment Training Materials SharePoint site.

A Continuing Lecturer Recruitment process and guidance for recruiting faculty with concurrent appointments will be communicated soon.
ApprovedNoneRegular News Article
 10/31/2019General Info
  
Managerial Accounting is proud to launch our newly redesigned website, https://www.purdue.edu/business/mas/. The look is new but the site contains everything as it was before.

Please note if you have bookmarks linking to the previous site they will not work any longer. Use the link above to update your bookmarks.

If you have any questions or feedback you would like to share with our team, let us know at oecomm@purdue.edu.
ApprovedNoneRegular News Article
 10/31/2019General Info
  
Daylight saving time ends at 2 a.m. Sunday (Nov. 3), meaning campus clocks will have to "fall back" this weekend.

Individual departments are reminded that they are responsible for changing clocks in their offices, research laboratories and departmental spaces. Buildings and Grounds staff will ensure that clocks in public areas and outdoor clocks are changed.

In addition to changing clocks, the time change means that administrative and operational support and police, fire and skilled trades employees who work the third shift on this date will work one hour longer than normally scheduled. For that shift only, employees typically working eight-hour shifts will work nine hours; and those who typically work a 12-hour shift will work 13 hours.

Employees must be paid overtime for the extra hour if that hour causes the total hours worked at the end of the week to exceed 40 hours.

If an employee requests the option of flexing the schedule, it is permissible as long as it is done within the same work week and the supervisor approves the request.

Employees on approved sick leave will be covered by the University's sick leave policy.

Supervisors and employees are encouraged to work together to meet both business and employee needs.

For more information, contact:
ApprovedNoneRegular News Article
 10/24/2019General Info
  
The 'open for correction' set time period from 12:00 – 5:00 p.m. on Wednesdays for biweekly pay processing can be eliminated with the payroll lock feature. The lock feature stops users from entering unwanted changes during payroll processing. Payroll Centers and Business Offices can still make required payroll changes throughout the day on Wednesday.  Required changes include cost distribution or IT27 updates for overtime purposes and critical payroll changes to prevent under or over-payment for an employee.  

Please follow the steps below to make required changes anytime on Wednesdays during the biweekly payroll process:
  1.  When a user needs to make a change they should email timeadmin@purdue.edu with the PERNR, name, and change needed.
  2. Their user ID will then be unlocked and this will allow the center or business office to be able to save changes.
  3. Once completed, the user should immediately notify timeadmin@purdue.edu that the changes are complete. 
  4. Their user ID will then be locked from making further changes.
The Payroll Process for Business Support and Monthly Payroll Calendar have been updated to reflect the above change. The Monthly Payroll Calendar update also includes a new due date for the Off-Cycle Forms. The new due date (Tuesdays, instead of Mondays (where applicable)) allows more time to submit Off-Cycle requests. The Biweekly Calendar of Paydates has also been updated to reflect time approval must be completed by 4:30 p.m. on Tuesdays.

Payroll will continue to evaluate this process and adjust if necessary. Please direct any questions regarding this process to Gail Holzer, Assistant Director of Payroll & Tax at gholzer@purdue.edu.
ApprovedNoneRegular News Article
 10/24/2019General Info
  
The West Lafayette Bursar Office would like to remind all departments with Graduate Staff Appointments that they need to submit a list of graduate staff students for the Spring 2020 semester to the Bursar Office.  You must submit your list using the ‘Graduate Appointment Submission Form ’ located on the Bursar’s website. This form is required for both adding additional Grad Staff as well as to remove any Grad Staff that did not accept or fill their position.  This form will need to be submitted every semester in order for the remission to apply. 

For questions, please contact Glenda Smith glsmith@purdue.edu or Michelle Fulk mfulk@purdue.edu in the Bursar’s Office.

ApprovedNoneRegular News Article
 10/22/2019General Info
  
New employees hired November 11, 2019, through December 31, 2019, will not receive university contributions and will not be able to contribute funds to any Flexible Spending Account (FSA) or Health Savings Account (HSA) plans for the remainder of 2019. Employees will enroll for both 2019 and 2020 in Benefitfocus. They will need to decline any HSA or FSA options for 2019. However, they can establish HSAs and FSAs for 2020 normally. This is necessary to ensure the various programs and systems are set up correctly and in a timely manner for January 2020.

Human Resources is sharing this information during upcoming New Employee Orientation sessions, and language will be added in Benefitfocus to assist employees with their benefit elections.

As the end of the year nears, please be sure to get new employees set up in the system as soon as possible to assist in the two-year benefit enrollment process.
ApprovedNoneRegular News Article
 10/17/2019General Info
  
Those utilizing the position org chart, in Successfactors, may notice the inability to view your own position. Several tickets have been submitted and solutions are being reviewed. Another communication will announce when the issue is resolved. Questions can be directed to OnePurdueSecurityTeam@purdue.edu.
ApprovedNoneBusiness Update Article
 10/15/2019General Info
  

When following the Create a Requisition Quick Reference Guide to post a vacant position, keep in mind the job requisition template matches the position selected and should not be changed. With the recent implementation of the Action Automation process, the streamlined student hire process provided opportunity to adjust the requisition templates. In the past, Quick Hire and Student Only requisitions were available for under-graduate and graduate, post docs, Limited Term Lecturers (LTL) and temporary Purdue positions. Today, the requisition templates are labeled Post Doc/LTL/Temps or Student, and automatically populate based on position. There is no need to change the requisition template.

Manage Job Requisition

ApprovedNoneRegular News Article
 10/15/2019General Info
  
Both the Calc Period Rate Known and Unknown workbooks have been updated. They are available on the Training SharePoint site on the Faculty, Lecturer and Post Doc Appointment tab and also Payroll Resources. The employment or payroll centers often utilize the Calc Period Rate Unknown workbook to determine Limited Term Lecturer (LTL)  period rates, as outlined in the LTL business process.

Updates to both spreadsheets include adjusting the formulas for the AY 2019-20 tabs. The revision is updating how it calculates the August and May months. The updates include adjusting the formulas so if the employee starts later than the start of the academic year and leaves before the end of the academic year the payments for these two months will prorate based on the number of working days for AY employees.

ApprovedNoneRegular News Article
 10/15/2019Training
  
This workshop will provide faculty and principal investigators with an understanding of the university policies, procedures, contractual and intellectual property models and the various fees and budgeting considerations when working with or planning to work with corporations and industry partners. 

This workshop is held on November 6, 2019, 10:00AM-11:30AM, in Stewart Center 313.
ApprovedNoneRegular News Article
 10/10/2019General Info
  
The Identity Management - Roles and Privileges webpage has updated workbooks reflecting role information as of October, 2019. The following three workbooks have been updated.
All role requests are submitted to the SAP-SF-roleassistance@purdue.edu email address. The email should include Position ID and the role name needed or edited. Soon, role requests will be processed online through SuccessFactors.

ApprovedNoneRegular News Article
 10/8/2019Training
  
A third session has been added to the Finance Standard Report Training. It will be helpd October 25 from 8:30 a.m. - noon in PFEN 103. Click here for the registration link.

 

Audience:

New or inexperienced users to the Boiler Insight Finance Standard Reports - this will be an ongoing session going forward for this audience.  Another session will be available later this fall, for more experienced users.

Training Description:

This training will provide a hands-on experience for running the Boiler Insight Finance Standard Reports, basic Cognos navigation, report views and an overview of running scheduled reports.  This session will also discuss basic master data definitions and corresponding SAP reports.

This session will cover the Master Data Report, Transaction Listing, Account Balance Listing, Statement of Financial Activity (SFA), Parent Funded Program Report, Faculty Allocation Report, Cost Distribution with Account Balances and Statement of Payroll Charges.

Prerequisites:

Cog 101 - Cognos Analytics Navigation (This is preferred, but not required.)

ApprovedNoneBusiness Update Article
 10/3/2019General Info
  
Employment or payroll centers processing termination requests will notice an update on page seven of the Creating a Termination Request Quick Reference Guide (QRG) under Voluntary Termination Reasons. The termination reason ‘Retirement’ should only be selected as a reason when the employee qualifies as an ‘official’ retiree. An official retiree is a faculty or staff member who is 55 or older and has been employed by Purdue University in a benefits-eligible position for a total of ten or more years over the course of the individual's employment service. The termination reason ‘Personal Reasons’ should be selected when an employee is retiring but does not meet the requirements of an ‘official’ Purdue retiree.

ApprovedNoneRegular News Article
 10/1/2019Buying
  
The Qiagen catalog is working. Let us know if you have issues.
ApprovedNoneBreaking News Article
 10/1/2019Buying
  
The Qiagen catalog is not working. An update will be provided once resolved.
ApprovedNoneBreaking News Article
 10/1/2019Training
  
Support staff and business office employees who assist employees with travel arrangements, travel requests or expense reports should attend TRVLC 250 – Concur Business Office and Support Staff Training.  The two-part training which provides detailed information and hands-on opportunities in Concur Travel and Expense is scheduled to meet Wednesday, October 16 and Thursday, October 17 both sessions meeting from 2:30 p.m. to 5 p.m. in PFEN 103, located in the David C. Pfendler Hall of Agriculture, 715 W. State Street. 

This course introduces the business office and support staff, to the electronic travel and expense system. The content ensures they have the knowledge, skills and abilities to make a travel request, book travel segments, complete expense reports and review these for accuracy within Concur. Part One covers booking travel and completing travel requests, and Part Two covers preparing expense reports. This is a hands-on course where participants are given exercises to create requests, expense reports and book travel in a training instance of Concur.

To secure a seat in the class, please enroll in the two-part TRVLC 250 – Concur Business Office and Support Staff Training from within the Learning module of SuccessFactors.
ApprovedNoneRegular News Article
 9/26/2019General Info
  
As previously announced, Company Billed Statements will be integrated into the Concur system as the new purchase card reconciliation process as of Oct. 7. In order to support the transition, Concur Expense will be unavailable on Oct. 2-3 for all users while upgrades are performed. Travel requests and bookings may be completed during that time.

Training materials for approvers and reconcilers are available online.

The work flow of travel expense reports that have more than one department paying for expenses will become more automated beginning on Oct. 7. Individuals who prepare travel expense reports will continue to assign an account number to each line item on the report, and affected departments will automatically be notified that approval is needed. This will replace the manual routing process between departments that is in place today. All other aspects of travel expense reports will remain the same.

Questions may be directed to Procurement Services at pcard@purdue.edu.

ApprovedNoneRegular News Article
 9/26/2019Research
  
A new resource on Purdue University’s Key Internal Controls is now available on the Sponsored Program Services home page.  This document was created by a project team consisting of the business process/procedure owners.  This team has been working to update all internal controls that were affected or changed by the recent Business Process Reengineering initiative.  This resource document is located under the Research Quality Assurance section of the SPS homepage and is labeled “Internal Controls Reference Guide”.  This document is an inventory of guidelines, policies, procedures, QRCs, etc. that relate to managing sponsored programs, federal appropriations, and student aid funds.  The inventory identifies the major category subject, the internal control/process/procedure, the web link to the documentation, the responsible unit for the specific item, the individual(s) responsible for updates and questions on the item, and the location of any archived material if applicable.  In order to be a useful resource the document is a continuous work in process and updates will be made as guidelines, policies, procedures, QRCs, etc. change. 

ApprovedNoneRegular News Article
 9/26/2019General Info
  
New positions are not automatically associated with specific roles for SuccessFactors or Finance.  When creating a position, consider the following in order to have roles assigned to the position:
  • Email SAP-SF-roleassistance@purdue.edu to assign roles to a new position. Soon, role requests will be processed online through SuccessFactors. Current role definitions and information is available online.
    • The email should contain the position number and the business role name. Position numbers are different from PERNR or the Alias. Position IDs start with the number 4.
  • SuccessFactors groups (approval workflow) may need updating if the position will have department head or budget approver responsibilities, or is within Human Resources, ISS or Risk Management. Contact hroperhelp@purdue.edu.
Finance-related updates:
The Create a Position Quick Reference Guide has been updated with the above role request information.





ApprovedNoneRegular News Article
 9/24/2019General Info
  
In order to prepare for 2020 benefits open enrollment, Benefitfocus -- Purdue’s benefits enrollment system -- is undergoing a system blackout through Sunday, Sept. 29. The system is expected be back live on Monday, Sept 30. New hires and those needing to make changes to their benefits will not be able to do so during the blackout timeframe, but changes can be made once the system is live again on Sept. 30.
ApprovedNoneRegular News Article
 9/24/2019Buying
  
The Digi-Key catalog is working. Please let us know if you have issues.
ApprovedNoneBreaking News Article
 9/24/2019Reports
  
Recent changes have been made to the Commitment Item Hierarchy to better reflect transfers within the University.  These changes will begin to be visible in Boiler Insight Standard Reports beginning Monday, September 23rd.  You will notice that most transfers have moved from Category 1 of Transfers into Revenue or Expense with new Category 2 values.  These changes allow the SFA to be more appropriately aligned with the university financial statements.  Using the Commitment Item Hierarchy report in the Account Management folder will allow you to see all current Category assignments.

The changes are 491800 was added to Transfers-Nonoperating.  And the 5’s below were moved out of nonoperating into Transfers-Grant Transfer debits.
  • 591082, 591092
  • 591084, 591094 
View full list of changes.
ApprovedNoneRegular News Article
 9/20/2019General Info
  
In order to prepare for 2020 benefits open enrollment, Benefitfocus -- Purdue’s benefits enrollment system -- will undergo a system blackout beginning Monday, Sept. 23 and will remain inaccessible through Sunday, Sept. 29. The system is expected be back live on Monday, Sept 30. New hires and those needing to make changes to their benefits will not be able to do so during the blackout timeframe.
ApprovedNoneBreaking News Article
 9/19/2019General Info
  
The SAP SucessFactors HCM environment will be down on Saturday, September 21, 2019 from midnight until 7 a.m.

SAP is performing general maintenance of the SuccessFactors HCM suite. Systems that will be impacted during the outage period are as follows:
  • EC
  • Employee Self Service
  • Careers (Job Postings)
  • Learning
  • Onboarding
  • Recruiting
ApprovedNoneRegular News Article
 9/17/2019Training
  
Two sessions of the updated Boiler Insight Finance Standard Report training are planned for October 2019. Click here for the registration link.

Audience: New or inexperienced users to the Boiler Insight Finance Standard Reports.

Description of Training: This training will provide a hand-on experience for running the Boiler Insight Finance Standard Reports, basic Cognos navigation, report view and overview of running scheduled reports. This session will also discuss basic master data definitions and corresponding SAP reports.

In this session we will cover the Master Data Repot, Transaction Listing, Account Balance Listing, Statement of Financial Activity (SFA), Parent Funded Program Report, Faculty Allocation Report, Cost Distribution with Account Balances and Statement of Payroll Charges.

Registration in required.

Prerequisites: Cog 101 - Cognos Analytics Navigation (this is preferred to have but not required).

Sessions will be held on:
  • Wednesday, 10/16/19 8:30 - 12 am
  • Tuesday, 10/22/19 1-5 pm

ApprovedNoneRegular News Article
 9/12/2019General Info
  
SAP S4 environment will be down on 9/14/2019 from 1:00 AM to 8:00 AM

EPI-USE Labs is implementing a firmware upgrade to their storage array to fix a security vulnerability. Systems that will be impacted during the outage period are as follows:

All financial systems (S4) including:
  • Account Projections
  • AR and JV uploads
  • Archive Link (ImageNow SAP integration)
  • Biller Direct
  • Historical Employee Resources
  • Personas
  • PPM
  • Property Accounting Forms
  • SAP Mobile (Workmanager and Inventory Manager)
ApprovedNoneRegular News Article
 9/12/2019Training
  
A new purchase card reconciliation process known as Company Billed Statements will be integrated into the Concur system in October. This will eliminate the PaymentNet process that is currently in place to allow for greater data efficiency.

The following training sessions are available in September for card reconcilers to learn about the new process and have a chance to try it out before implementation:
  • Wednesday, Sept. 18; SC 231; 9:30-11:30 a.m.
  • Tuesday, Sept. 24; BRNG B274; 1:30-3:30 p.m.
  • Wednesday, Sept. 25; PHYS 026; 9:30-11:30 a.m.
  • Thursday, Sept. 26; SC 246; 1:30-3:30 p.m.
In order to support the transition to Company Billed Statements, Concur Expense will be down for upgrades on Oct. 2-3. Travel requests and bookings can still be completed during that time.

Questions may be directed to Procurement Services at pcard@purdue.edu.
ApprovedNoneRegular News Article
 9/12/2019Finance
  
With the FY 2019 transformation project implementation, there should no longer be any postings to NOT-RELEVANT Funded Programs.  All transactions should include an Order or WBSE which will flow into the Funded Program field.  The expectation is that NOT-RELEVANT postings will be cleared on a monthly basis. 

A document was recently created which contains basic process details, best practices and report information that can help prevent, research and manage these balances.  This documentation can be found on the Governance Manual under ‘Finance Topics,’ titled ‘Clearing NOT_RELEVANT Funded Program Postings Process.’
ApprovedNoneRegular News Article
 9/12/2019Finance
  
A new Quick Reference Guide is available on the Finance training web page. The Create or Edit a Plan Using Tcode CJR2 QRG outlines how to create or edit a plan, one at a time. Those not needing to create via Plan Upload Templates will find the CJR2 Tcode easy to use.
ApprovedNoneRegular News Article
 9/12/2019Training
  
Two sessions of the updated Boiler Insight Finance Standard Report training are planned for October 2019.  Click here for the registration link.

Audience:  New or inexperienced users to the Boiler Insight Finance Standard Reports. 

Description of Training:  This training will provide a hand-on experience for running the Boiler Insight Finance Standard Reports, basic Cognos navigation, report view and overview of running scheduled reports.  This session will also discuss basic master data definitions and corresponding SAP reports.

In this session we will cover the Master Data Repot, Transaction Listing, Account Balance Listing, Statement of Financial Activity (SFA), Parent Funded Program Report, Faculty Allocation Report, Cost Distribution with Account Balances and Statement of Payroll Charges.

Registration in required.

Prerequisites:  Cog 101 - Cognos Analytics Navigation (this is preferred to have but not required).

Sessions will be held on:
  •  Wednesday, 10/16/19 8:30 - 12 am
  • Tuesday, 10/22/19 1-5 pm
ApprovedNoneRegular News Article
 9/11/2019Finance
  
There are many steps to actually update an SSN (Social Security Number), and at this time of year, there are many newly hired employees who are being processed for hiring, pay, benefits, etc.

A SSN update may take up to 14-21 business days to actually be updated as our process is tightly controlled, and foremost, the SSN must be authorized by E-Verify first.

If an employee has presented his/her SSN to the employment/payroll center, the employee will continue to receive the “No SSN” notification email until our process is complete.  The employee may ignore this email, knowing that s/he has done the required step.  This needs to be communicated to each employee also.

Even the SSA (Social Security Administration) is taking longer to process SSN applications due to the high volume of requests at this time of year.

We thank you for your patience in waiting for the process to be completed.

ApprovedNoneBreaking News Article
 9/10/2019General Info
  

As stated in the September 13 off-cycle request form required article published September 5, Central Payroll will not identify the late appointments this year and going forward.  Now that grad staff appointments have transitioned to the biweekly pay cycle, a mass off-cycle is not necessary.

 

This week’s off-cycle request form deadline has been extended to Wednesday, noon. The off-cycle pays on Friday, September 13.

 

All off-cycle forms must be completed accurately and emailed to timeadmin@purdue.edu  by noon, Wednesday, September 11. All information must be in ECP by 5:00 p.m. This is a shortened timeframe to process an off-cycle. Therefore, if the information in ECP is not correct, it will not be included in Friday morning’s off-cycle process.

 

Please direct questions to timeadmin@purdue.edu.

ApprovedNoneRegular News Article
 9/10/2019General Info
  
The Identity Management - Roles and Privileges webpage has updated workbooks reflecting role information as of September, 2019. The following three workbooks have been updated.
All role requests are submitted to the SAP-SF-roleassistance@purdue.edu email address. The email should include Position ID and the role name needed or edited.

ApprovedNoneRegular News Article
 9/10/2019General Info
  
As announced earlier via Purdue Today, changes to the 2020 benefits plan year include phasing out the Purdue Health Plan (PPO). The first step in the phase out is that new employees hired October 1, 2019, or after will no longer have the option to enroll in the PPO. Only those employees enrolled in the plan with hire dates prior to October 1, 2019, will be eligible to enroll in the plan for 2020.

Open enrollment for 2020 begins Tuesday, October 29 and runs through 6 p.m. ET Tuesday, November 12. Communications regarding open enrollment began in early August and will continue throughout the open enrollment timeframe.

For more information on open enrollment 2020, visit the dedicated open enrollment web page.
ApprovedNoneRegular News Article
 9/5/2019Training
  

The Study Abroad Office is offering a beginner session - "Study Abroad Rate Request 101" - for anyone working with study abroad rate requests. This will be an overview of how study abroad rates are created and why various pieces of additional information may be requested. Anyone is eligible to attend (business office, faculty, staff), and there will be a question and answer session at the end.

The session will be offered:

ApprovedNoneRegular News Article
 9/5/2019General Info
  

Human Resources reports that issues with Benefitfocus have been resolved. New employees now are eligible to enroll for benefits without delay. Employees should have received emails guiding them on how to enroll for benefits for the remainder of 2019.

 

Questions can be directed to Human Resources at 765-494-2222 or via email at hr@purdue.edu.

ApprovedNoneRegular News Article
 9/5/2019General Info
  
Prior to the implementation of SuccessFactors, an off-cycle was processed every September to catch all late grad staff appointments and Academic Year (AY) appointments.  In the past, this off-cycle did not require request forms. Now that grad staff appointments have transitioned to the biweekly pay cycle, this type of off-cycle is no longer needed. Scheduled off-cycles are still available and can be reviewed online. The next off-cycle scheduled to pay on Friday, September 13 must have request forms submitted by Monday, September 9. The Off-cycle Payroll Process outlines the needed steps to complete off-cycle requests.  

Those having difficulty accessing SharePoint, which houses forms and processes, should read the recent article, SharePoint users migrated to BoilerAD need to follow special login procedures and follow the required steps to make SharePoint sites accessible.
ApprovedNoneRegular News Article
 9/5/2019General Info
  
SucessFactors production will be upgraded on September 7, 2019 starting at midnight and ending at 7 a.m. All SuccessFactors modules will be impacted, including Payroll, Learning, Onboarding and Recruitment.
ApprovedNoneRegular News Article
 9/5/2019Training
  
Support staff and business office employees who assist employees with travel arrangements, travel requests or expense reports should attend TRVLC 250 – Concur Business Office and Support Staff Training.  The two-part training which provides detailed information and hands-on opportunities in Concur Travel and Expense is scheduled to meet Wednesday, September 18 and Thursday, September 19 both sessions meeting from 2:30 p.m. to 5 p.m. in PFEN 103, located in the David C. Pfendler Hall of Agriculture, 715 W. State Street.

This course introduces the business office and support staff, to the electronic travel and expense system. The content ensures they have the knowledge, skills and abilities to make a travel request, book travel segments, complete expense reports and review these for accuracy within Concur. Part One covers booking travel and completing travel requests, and Part Two covers preparing expense reports. This is a hands-on course where participants are given exercises to create requests, expense reports and book travel in a training instance of Concur.  

To secure a seat in the class, please enroll in the two-part TRVLC 250 – Concur Business Office and Support Staff Training from within the Learning module of SuccessFactors.
ApprovedNoneRegular News Article
 9/5/2019Training
  
Several trainings were held this summer to communicate changes to the transfer process for FY 2020.  During these sessions questions were taken and reviewed with the sponsors.  In response to the questions we received, FAQ’s and updated governance documentation have been added to the Governance Manual Transfers site.

ApprovedNoneRegular News Article
 9/4/2019Buying
  
Digi-Key's catalog is not working. An update will be provided once the issues are resolved.
ApprovedNoneBreaking News Article
 9/3/2019General Info
  
Monday, August 12 marked the first day of the academic year for 2019-2020.
 
Academic Year (AY) grad staff appointments that started on August 12 received partial pay on Wednesday, August 28 since their start date (August 12) was in the middle of the August 5-18 pay period. The next pay date (Wednesday, September 11) is for pay period August 19 – September 1. This pay period will reflect the full biweekly pay. Biweekly pay periods and pay dates are located online.

ApprovedNoneRegular News Article
 9/3/2019General Info
  

SharePoint users will have trouble using the application while Purdue continues to migrate its computer systems to the new BoilerAD domain. ITaP has some instructions to help overcome the issue.

 

Users will know they are affected if they see a message “Sorry, you don’t have access to this page” on SharePoint sites to which they know they have access.  Some users may be able to log in, but may not have access to content that was previously accessible, or they may not have the ability to edit lists, libraries or pages.

 

Firefox works best with SharePoint, and ITaP suggests using this browser with all SharePoint sites if possible.  Some features, like “Open with Explorer” and “Export to Excel,” will still require Internet Explorer.

 

·         Firefox browser users can find instructions for addressing the access problem here.

·         Internet Explorer users can find instructions for addressing the problem here.

·         Chrome users can find instructions for addressing the problem here.

·         Safari users can find instructions for addressing the problem here.

 

Have questions? Contact itap@purdue.edu.

 

ITaP is migrating Purdue to the new BoilerAD (Active Directory) domain system and SharePoint may not properly recognize machines that have been moved to BoilerAD. This will be resolved in coming weeks when SharePoint moves to BoilerAD.

 

The current solution is to sign into SharePoint using Purdue’s old system, OnePurdue. ITaP will communicate to SharePoint users when they should begin using BoilerAD for logging into SharePoint instead.

 

Directory services on a computer network handle tasks such as security and authentication. OnePurdue was installed more than a decade ago and can no longer keep up with modern demands. BoilerAD gives Purdue an up-to-date directory service with capabilities for future growth.

ApprovedNoneRegular News Article
 8/29/2019Buying
  
As was previously communicated , the process for making bus charter reservations will change as of September 3, 2019. Departments will contact local companies directly to request quotes and make reservations instead of going through Anthony Travel. This includes shuttle services for airport or conference transportation, student field trips, campus tours or other group travel.  

Departments should contact vendors several weeks in advance to allow time for quotes to be generated and to increase the likelihood of charter bus availability. Areas will then create a non-catalog requisition in Ariba with the final reservation attached, and a purchase order will be issued.  

The Procurement Services website has been updated to provide a list of local charter bus suppliers and contact information, the form to request trip estimates and the revised procurement process.

ApprovedPurdue TodayRegular News Article
 8/29/2019Security
  
As was previously mentioned, Purdue University’s FedEx account ending in -778 was recently compromised and has been replaced with a new account number. The previous account is closed as of Aug. 22.

All shipping labels associated with the old account number have already been migrated to the new account number, and the process for existing users should be seamless. Additional actions to facilitate the change and increase account security are included below.

Notify vendors to avoid additional shipping charges
Departments, business offices and faculty and staff should notify vendors who ship under Purdue's FedEx account of the account change. New users will need to be set up through Materials Management and Distribution using the current account number.

Vendors and others outside of Purdue who use paper air bills may inadvertently ship items to an unintended location, and departments will be required to pay additional charges to get packages rerouted to Purdue.

Users who use FedEx's website will receive an error if selecting the old account and will be unable to complete the transaction. 

Reset passwords, security questions
No personal user information was affected. However, all university FedEx users are strongly encouraged to reset their FedEx passwords and update their assigned security questions and answers as soon as possible.

Questions may be directed to Patty Turner in Materials Management and Distribution at (765) 494-7103 or mmdcshipping@purdue.edu.
ApprovedPurdue TodayRegular News Article
 8/27/2019Finance
  
FP&A successfully uploaded the FY 2020 Annual Plan to SAP (via FMBB upload) last week.  Cognos was refreshed August 26, 2019.  This upload establishes the FY20 Plan in SAP and BI, so financial managers and Unit leaders can manage unit financial health by comparing the plan to actuals throughout the fiscal year.
 
The FMBB uploads were completed with the following information, with each WL Business Area/Regional Campus having a unique FMBB document number.
  • Doc Type = ORIG
  • Version = 1
  • Fiscal Year = 2020
  • Period = 1
  • Document Numbers = 1000015117 – 1000015160
FP&A has reviewed the FMBB uploads for accuracy; however, we encourage each unit to review and validate the plan in SAP and/or Cognos.
  • SAP T-Code:  GR55-ZSFA (amount displays in the “Annual Plan” column)
  • SAP T-Code:  FMEDDW (t-code prompts: Budget Category = 9f, Version = 1, Fiscal Year = 2020, Document Type = ORIG, and designated Funds Centers)
  • Cognos SFA Reports (Fiscal Year prompt = 2020)
ApprovedNoneRegular News Article
 8/27/2019General Info
  
It is important to utilize the correct Form 19L to process lecturer reappointments. Limited Term Lecturer (LTL) appointments require course name and credit hours, similar to the offer letter template. Additional duties can also be listed.

When clicking the form, it will link to the document in SharePoint. As a reminder, all have access to this site. However, the site may prompt authentication. Please review the steps in the recent article, ‘SharePoint Trouble Shooting’ to help make SharePoint easier to access.
ApprovedNoneRegular News Article
 8/27/2019General Info
  
When creating or modifying student positions, please follow the standard naming convention, as outlined on the Student Employment web page. Following this standard allows students with multiple positions to select the correct position when clocking or completing time sheets. 

(Work Area) (Title) - (Job Type)
  • Work Area designates the functional work area for the position. This could be department or work location.
  • Title designates the type of work being performed and provides distinction. 
  • Job Type designates the position as service or clerical, such as 'Student Clerical' or 'Student Service.' Clerical work indicates office-related tasks, while service generally involves manual labor.
Examples:
  • Admissions Ambassador - Student Service
  • Aquatics Lifeguard - Student Service
  • Chem Eng Grader – Student Clerical
  • Hall of Music Event Technician - Student Service
Those with the Business Support role can update the position title through the employee profile for non-mass student positions only. Please follow the Updating Position Title for Non-vacant, Non-mass Positions QRG. However, most student positions are mass. All mass changes are performed on the position. A Department support role is required in order to create or edit position information, including titles. Most supervisors and departmental admins have the Department Support role, as outlined on the roles and privileges webpage.

Those with the Department Support role should follow the Updating Position Details QRG to quickly update titles. Please follow Create a Position (Add Peer Position or Lower Level Position) QRG when creating a position.





ApprovedNoneRegular News Article
 8/27/2019Training
  
Employees who use Concur Travel and Expense to arrange travel, create travel requests and expense reports can gain some hands-on experience by attending TRVLC 200 – Concur Traveler Training. The next offering is scheduled for Wednesday, September 11 from 2:30 p.m. to 5 p.m. and will meet in PFEN 103, located in the David C. Pfendler Hall of Agriculture, 715 W. State Street.       

This course is designed for individuals who use Concur Travel and Expense to book travel and create travel requests and expense reports. This course introduces travelers to the electronic travel and expense system. The content ensures they have the knowledge, skills and abilities to make a travel request, book travel, and complete expense reports within Concur. This is a hands-on course where participants are given exercises to ensure they can use the Concur Travel and Expense system.  

Please ensure a seat in class by registering for TRVLC 200 – Concur Traveler Training within the Learning module of SuccessFactors.
ApprovedNoneRegular News Article
 8/22/2019Reports
  
A new Master Data landing page was recently published to the Standard Content > Landing Page folder.  This collection of updated reports contains prompts that allow you to select by the actual master data element (Funds Center, Funded Program, WBSE or Order) and contain prompts to select locked or unlocked master data elements.  You will be able to produce more specific master data lists than in the current Master Data Report.

ApprovedNoneRegular News Article
 8/22/2019Reports
  

There are two new versions of the SFA report available in the Standard Content > Account Management folder that will replace the current report called "Statement of Financial Activity" (To be removed 9/15/19).  The two versions include:

  • SFA: Expanded Prompts
  • SFA by Posting Account:  Expanded Prompts

The first report displays activity by the account that holds the balance and carries forward (parent funded program or account with no parent) and the second report displays activity by the account directly posted to (child funded program or account with no parent).   Both reports now contain the ability to include a column for prior year YTD amounts as a comparison to current year YTD (for reports run FY2020 or later).  The ability to include or not include this column is on the initial prompt page inbox called "Current Year Annual Budget Plan & Prior Year YTD Actuals" and is defaulted to include.  In addition the SFA: Expanded Prompts report includes the ability to select only specific Category 2 Commitment Item groups to display to users. To use this option in the "Select Report" box select the second report called "SFA Summary - Selected Category 2" (this report does not display the box for the calculation of balances) and then you select the specific category 2 groups to display in the additional generated prompt.

ApprovedNoneRegular News Article
 8/22/2019Reports
  
There are three new scheduled SFA versions.  These can be found in the Standard Content> Scheduled Versions folder.  The three versions include:
  • SFA: Expanded Prompts – Scheduled View
  • SFA by Posting Account:  Expanded Prompts – Scheduled View
  • SFA: Trend – Scheduled View
These reports include programming so that the report will always run for the previous month-end.  This allows for easy Scheduling via Cognos.  See these links for the COG 111 – Cognos Analytics Scheduler course and manual
ApprovedNoneRegular News Article
 8/20/2019Finance
  
A reminder that the deadline for SPRING 2019 Effort Reporting has been extended to August 20th, 2019.

It is important to note that if a staff was paid on sponsored programs or federal appropriations on any one of their concurrent appointments, then all of their effort on all of their appointments must be certified, even if the appointment was only paid on general funds. 

We encourage all business units to look in SEEMLESS for PARs in their respective areas.
ApprovedNoneBreaking News Article
 8/20/2019Transform Purdue
  
Send questions regarding the following to bpr@purdue.edu:
  • Action automation
  • Grad/Undergrad positions or the new student quick hire
  • Recruitment processes
ApprovedNoneRegular News Article
 8/20/2019General Info
  
Attention Departments Who Hire Student Employees:  

As of August 19, 2019:  If your department employs student workers, the department must verify if your student(s) are Federal Work-Study (FWS) eligible during the hiring process.
  • Go to Cognos Team Content and follow this path: Team Content -> Boiler Insight -> Department Content -> West Lafayette -> Student -> EMAR -> Federal Work Study Report – Payroll & FA Data -> file: Report view of Federal Work Study Award & Employment Details
  • Access to this report is limited to business office personnel who process the hiring of FWS student employees.  If you do not have access to this report and need to verify FWS eligibility, please contact workstudy@purdue.edu to request access.
  • Complete a search using the PUID
  • The report will confirm if the student is FWS eligible and if the award has been accepted
  • If the award has not been accepted, instruct the student to accept their award in their myPurdue portal
  • After confirming acceptance > go to the Payroll Authorization Form (PAF) template located at purdue.edu/dfa/types-of-aid/PAF.pdf.
  • Complete the PAF,  including the Job Description > Save As “First Initial, Last Name, PERNER“ > Email the PAF to workstudy@purdue.edu
  • If the student is not FWS eligible (the student should not be on this list) > Complete your normal hiring processes
Federal Work-Study funding will cover 70% of any FWS eligible students’ wages.  The department only covers the remaining 30%, saving a considerable amount in student payroll costs to each employer.   

Why is this important?   The FWS funding allotment is subject to decrease the following year by the U.S. Department of Education when the University does not utilize their full annual award amount. Additional information can be found on the FWS program and procedures page. 

Questions can be emailed to: workstudy@purdue.edu.
ApprovedNoneRegular News Article
 8/20/2019Buying
  

When buying or selling any University vehicle, including but not limited to: cars, trucks, vans, buses, service vehicles (ex: fire trucks, ambulances), bobcats, tractors, utility vehicles (ex: gator's, rangers, golf carts, etc ... ) the BMV requires that all paperwork must have Purdue's legal name and address as follows:

The Trustees of Purdue University
1801 Newman Rd - Suite 208
West Lafayette, IN 47906-4510

Please make sure all paperwork (Certificate of Origin, Odometer Disclosure Statement, Tax Form, & Bill of Sale) includes the correct name/address information as shown above and that it is sent to Risk Management for processing. Even if a vehicle is not plated and only driven off-road, most still must be titled through the BMV. The BMV will not allow Purdue to license, plate, and title any vehicle unless all paperwork has the correct name/address information as shown above.

The BMV will also not allow us to transfer the title of a sold vehicle that does not have the correct name/address information on the paperwork. We cannot have any variation in the name/address information, including but not limited to:

  • Regional Campus names and addresses
  • Ag Farms names and addresses
  • other departments and locations.
If you have any questions, please contact Lisa Fortner in Risk Management at 765-494-8104, or at lyfortne@purdue.edu.

ApprovedNoneRegular News Article
 8/15/2019General Info
  
Reminder: Inactive employees do not have access to SuccessFactors. If they try to access, they will receive a blue company ID screen.
ApprovedNoneRegular News Article
 8/15/2019Buying
  
Effective September 3, 2019, bus charter reservations will no longer be made by Anthony Travel. Instead, departments in need of shuttle services for airport or conference transportation, student field trips, campus tours or other group travel will solicit quotes and book reservations directly with local companies.

A follow up communication will be issued in the coming weeks with additional information in preparation for the change.





 

ApprovedNoneRegular News Article
 8/14/2019Finance
  
Due to issues with the software, the deadline for SPRING 2019 Effort Reporting has been extended to 5:00 p.m. - August 20th, 2019.

It is important to note that if staff were paid on sponsored programs or federal appropriations on any one of their concurrent appointments, than all of their effort on all of their appointments must be certified, even if the appointment was only paid on general funds.  We encourage all business units to look in SEEMLESS for PARs in their respective areas.  

 

ApprovedNoneBreaking News Article
 8/13/2019Reports
  
Several Boiler Insight reports have been updated with additional prompts.

Employee Listing with Salary Details and Position Reports have both been updated to include prompts for Supervisor.  This prompt can be found on the Jobs & Positions tab.  This prompt can help when looking for data related to a specific Supervisor.

The Statement of Payroll Charge reports (all three layouts) have been updated to include both Supervisor (found on the Jobs & Positions tab) and For Period Start Date In_Range.  These prompts can be helpful when running data for PAR processing.

The Data Mart Training Resources found on the Resources tab under Boiler Insight in Congos has also been updated to include several financial star data training documents including Funds Management Star, Funds Management Balances Star and Funds Management Planning Star.

ApprovedNoneRegular News Article
 8/13/2019Reports
  
We have scheduled an additional session of the BI Finance Standard Report Hands On training.  See below for details.
Audience: New  or inexperienced users to the Boiler Insight Finance Standard Reports - this will be an ongoing session going forward for this audience.  There will be another session coming this Fall for more experienced users.

Description of Training:  This training will provide a hands on experience for running the Boiler Insight Finance Standard Reports, basic Cognos navigation, report views and overview  of running scheduled reports.  This session will also discuss basic master data definitions and corresponding SAP reports.

In this session we will cover the Master Data Report, Transaction Listing, Account Balance Listing, Statement of Financial Activity (SFA), Parent Funded Program Report, Faculty Allocation Report, Cost Distribution with Account Balances and Statement of Payroll Charges.

Registration is required

Prerequisites - Cog 101 - Cognos Analytics Navigation (this is preferred to have, but not required.
ApprovedNoneRegular News Article
 8/8/2019General Info
  
If you employ Purdue University Federal Work-Study Students (FWS), then you should plan to attend the FWS Student Payroll Procedures Workshop.    The workshop will be on Aug. 29, 2019 9:30a – 11:30a in LWSN Rm 1142.  

This workshop is intended for anyone whose job entails duties related to the employment of Federal Work-Study students from Purdue University, particularly Business Administrators, Payroll Clerks, and Supervisors.  This workshop will contain important information regarding Success Factors and the hiring process when hiring a Purdue University FWS student.  We will also cover PAF and Cost Distribution setup for FWS students for the 2019 - 2020 Academic Year.

Please visit the following link to register for this conference: 

REGISTER HERE  

If you have any questions in advance about Federal Work Study which you would like to see addressed during this session, please email workstudy@purdue.edu.  

This workshop is sponsored by Student Employment Services (DFA) and The Bursars Office.
ApprovedNoneRegular News Article
 8/6/2019General Info
  
SharePoint Access Reminder

The following Gold Answers Knowledge Base articles address common SharePoint questions concerning access and authentication. Gold Answers are easily accessible by viewing the Help menu within the Information Technology website. 
  1. Click Go to GoldAnswers now to log in.
  2. Tip:  Use 'SharePoint' in the Search field to narrow the search results.
  3. The following articles should be listed first, concerning SharePoint.
  • How do I turn on authentication prompting in Safari? Safari can be configured to prompt for credentials when connecting to servers requiring authentication, such as SharePoint. For example, Safari can prompt you for a username and password when you connect to servers in Trusted Sites that require authentication, as opposed to using the credentials you used to log on to your computer. This is helpful when logging into a lab or other machine that is on the BoilerAD domain.
  • How do I log into SharePoint using Chrome in BoilerAD? Google Chrome can be configured to prompt for credentials when connecting to servers requiring authentication, such as SharePoint.
  • How do I troubleshoot SharePoint issues when logging in? If you have confirmed access to a SharePoint site, but are having issues logging in from a machine outside of the OnePurdue domain.
The last article, How do I troubleshoot SharePoint issues when logging in, suggests the following:
  1. Close all browser winders (Internet Explorer, Firefox, Chrome, Safari or others)
  2. Clear browser cache. Browser specific steps may be found doing a Google search.
  3.  Open FireFox on the desktop. Firefox
  4. Type the URL (website address) of the SharePoint site into the address bar.URL
  5. A dialog box will be displayed. Enter onepurdue\username and password. Click OK.dialog
ApprovedNoneRegular News Article
 8/6/2019Training
  
Over 80 business office and administrative support staff recently attended training sessions related to management of faculty, lecturer and post doc appointments. Time was dedicated to reviewing important policies and walking through the offer letter templates available on the Provost website.

It is important employment or payroll centers are running the monthly report to review contract dates for renewal/nonrenewal. The report, Faculty Contract Notice, is available in Cognos – BI. Form 19s are used to extend contracts for faculty, clinical and professional and research appointments. The Form 19L is used to extend Limited Lecturer appointments.

The following training resources are available:

Business Processes
Management of Faculty, Clinical/Professional and Research Appointment RenewalsOutlines steps to process renewal or nonrenewal for appointments.
Management of LecturersOutlines steps to appoint, reappoint or term LTL and Continuing Lecturer appointments.
Post Doc ExtensionsOutlines steps for post doc appointment actions - appoint, continue and term.
 
Quick Reference Guides (QRGs)
Form 19 – Faculty, Clinical or Professional Contract RenewalExplains how to monitor contract dates and complete the Form 19 for contract renewal.
Form 19 – Research, Visiting or Emeriti Contract RenewalExplains how to monitor contract dates and complete the Form 19 for contract renewal. Provides routing guidance for any research renewal.
Form 19L – Lecturer Contract RenewalOutlines how and when to complete the Form 19L for Limited Lecturer continued appointments.
Form 19E – Nonrenewal for Faculty, Clinical or Professional Appointments Explains how to monitor contract dates and complete the Form 19E when there is no contract renewal.
LTL  Reappointment, Right to Return and TerminationsExplains process to follow each semester to either reappoint or place on 'right to return' for Limited Lecturers.
 
Other Training Resources
Auditing Faculty Offer LettersWalks through offer letter requirements and describes the items that must be auditing when reviewing letters for accuracy.
Offer Letter, Renewal Process Cheat SheetSingle sheet that provides simple guidance and links related to recruitment processes, offer letters, maximum contract terms and renewal/nonrenewal requirements.
Faculty Contract Fields and DefinitionsDisplays faculty groups and lists contract fields used for infotype 9100.
Calc Period Rate UnknownThe Calc Period Rate Unknown spreadsheet is often used to determine the monthly (period) rate for Limited Term Lecturers.
 
Website Resources
Offer Letter Templates
Prior ApprovalsInformation available on Financial Policies Provost web page
Lecturer ResourcesProvost Office – Operating Procedures for Lecturer Appointments
Faculty Contract DatesPayroll - Faculty Contract Employment Dates

ApprovedNoneRegular News Article
 8/6/2019Training
  
Support staff and business office employees who assist employees with travel arrangements, travel requests or expense reports should attend TRVLC 250 – Concur Business Office and Support Staff Training.  The two-part training which provides detailed information and hands-on opportunities in Concur Travel and Expense is scheduled to meet Wednesday, August 21 and Thursday, August 22 both sessions meeting from 2:30 p.m. to 5 p.m. in PFEN 103, located in the David C. Pfendler Hall of Agriculture, 715 W. State Street. 

This course introduces the business office and support staff, to the electronic travel and expense system. The content ensures they have the knowledge, skills and abilities to make a travel request, book travel segments, complete expense reports and review these for accuracy within Concur. Part One covers booking travel and completing travel requests, and Part Two covers preparing expense reports. This is a hands-on course where participants are given exercises to create requests, expense reports and book travel in a training instance of Concur.

To secure a seat in the class, please enroll in the two-part TRVLC 250 – Concur Business Office and Support Staff Training from within the Learning module of SuccessFactors.
ApprovedNoneRegular News Article
 8/1/2019General Info
  
Benefits open enrollment for the 2019-2020 plan year for graduate staff begins today (August 1, 2019) and runs through September 9, 2019, at 5 p.m. ET.

The most recent version of the business office guide specific to 2019-2020 graduate staff open enrollment, including the enrollment process, is now housed online. Any needed updates will be made to the guide in this location; therefore, it is recommended to reference the online guide rather than printing any version of it.

 As a reminder, those employed in a graduate staff position(s) which carries a minimum of 0.50 FTE/half time/20 hours per week or more or graduate students with fellowships administered as assistantships on the West Lafayette campus are eligible for the partially funded graduate staff medical and prescription insurance plan and other graduate staff benefits offered by Purdue.

Refer to the “Resources” section within the guide for contact information for questions you may have.

ApprovedNoneRegular News Article
 8/1/2019General Info
  
When sending emails to ‘timeadmin@purdue.edu,’ ‘PAspec@purdue.edu’ or to payroll central staff in general, please follow a standardized ‘Subject’ line. Standardized subject lines should include an action request, PERNR and person’s name.

Examples:
  • Overpayment, 00123456, John Doe
  • Off-Cycle, 00012345, Jane Doe
  • Time Correction, 90012345, Jane Smith
  • Quota Correction, 90001234, John Smith
The standardized subject line will assist payroll staff with organizing, prioritizing and completing action requests. Due to the volume of email requests and continuous communications following the request – it is easy for current emails without standardized subject lines to get overlooked or missed.
ApprovedNoneRegular News Article
 8/1/2019Training
  
Seats still open for the BI Finance Standard Report Hands On training announced last week.
 
Two sessions of the updated Boiler Insight Finance Standard Report training are planned for August 2019.  Click here for the registration link.
 
Audience:  New or inexperienced users to the Boiler Insight Finance Standard Reports - this will be an ongoing session going forward for this audience.  There will be another session coming this Fall for more experienced users.
 
Description of Training:  This training will provide a hands-on experience for running the Boiler Insight Finance Standard Reports, basic Cognos navigation, report views and overview of running scheduled reports.  This session will also discuss basic master data definitions and corresponding SAP reports.
 
In this session we will cover the Master Data Report, Transaction Listing, Account Balance Listing, Statement of Financial Activity (SFA), Parent Funded Program Report, Faculty Allocation Report, cost Distribution with Account Balances and the Statement of Payroll Charges.
 
Registration is required.
 
Prerequisites - Cog 101 - Cognos Analytics Navigation (this is preferred to have, but not required.)
 
Sessions will be held on:
  • Wednesday, 8/7/2019 from 8:30 - 12 in PFEN 103
  • Tuesday, 8/13/2019 from 1:30 - 5 in PFEN 103
ApprovedNoneRegular News Article
 7/30/2019General Info
  

The Talent Acquisition team is offering training on the Faculty Recruitment process in the coming weeks.

The sessions are designed for administrative or department support who assist their college leadership with faculty recruitment processes.

 

Sessions are hands-on, providing attendees the opportunity to move candidates through the pipeline and follow the process within SuccessFactors. Seats are limited; click here to register.

 

Training will be held in PFEN 103 on the following days:

·        Thursday, August 15 from 8:30 – 11:00 am

·        Wednesday, August 28 from 8:30 – 11:00 am 

·        Tuesday, September 10 from 1:00 – 3:30 pm

Please note the following:

1.       Lisa Mauer is the Interim Associate Vice Provost for Faculty Affairs. She replaces Jessica Huber in this role. Please include Lisa in communications or as an approver where normally Jessica Huber would be contacted.

a.      Page 7 of the Faculty Offer Approval and Offer Letter quick reference outlines the required approvers for faculty positions and acknowledges the Associate Vice Provost for Faculty Affairs is the Provost approver.

2.      Background checks are included in the Faculty Recruitment process through SuccessFactors. There is no need to complete background checks outside the system. The Extending the Offer Letter Quick Reference:

a.       Outlines on Page 7 how to upload or attach the needed copies of advertisement and search & screen documentation; and

b.      Shows on page 8 how to move the candidate to the Background Check bucket. OIE will move the candidate to the ready to hire bucket once the background check is completed.

ApprovedNoneRegular News Article
 7/30/2019General Info
  

Please visit the Graduate School - Funding - Resources webpage at https://www.purdue.edu/gradschool/funding/resources.html to view and use the offer letter templates.  The templates are similar to those found on the Provost website.

 

Links directly to the templates include:

Graduate Appointments:

·        Grad Assistantship Offer Letter Template (DOCX)

Fellow Appointments:

·        Final Assistantship_1Year_AY (WORD)

ApprovedNoneRegular News Article
 7/30/2019Travel
  

Purdue’s updated travel regulations take effect August 1 and indicate that reimbursable airport parking for business travel cannot exceed the cost of the airport’s economy parking daily rate. 

 

As an example, economy parking is $9/day at the Indianapolis International Airport, and that rate would be used to reimburse business travelers for parking expenses. If a traveler opts for a more expensive parking method at the departing airport including but not limited to valet or hourly parking, the additional costs would not be reimbursed by Purdue.  

 

The University’s preferred airport parking provider, FastPark & Relax, is less expensive than the daily economy rate. Travelers are encouraged to sign up for rewards and make reservations in advance to guarantee parking at one of the participating locations. A number of benefits include covered parking spaces, on-demand shuttle service between the vehicle and airport with no waiting, emergency car services and 24/7 online access to receipts. The discounted rates are available for both business and personal travel for Purdue employees, though only expenses related to business travel will be reimbursed.

 

Beginning Oct. 1, 2020, airlines will require travelers to possess and provide identification that meets federal requirements. This identification, known as a Real ID, has a star in the upper-right corner of the driver’s license, permit or identification card. Additional information about Real IDs is available on the Indiana Bureau of Motor Vehicles website.

 

Questions may be directed to Purdue Travel at (765) 496-8747 or purduetravel@purdue.edu.

 

ApprovedNoneRegular News Article
 7/30/2019
  

Benefits open enrollment for the 2019-2020 plan year for graduate staff begins August 1, 2019, and runs through September 9, 2019, at 5 p.m. ET. A guide for graduate staff enrollment – with helpful information and details specific to business offices – was sent to all business offices earlier this month. As a reminder, the business office guide is intended as an internal document and should not be shared outside of the business office staff. 

As a reminder, graduate staff enrollment is a two-step process.

·        Eligible graduate staff will visit the Academic HealthPlans (AHP) portal to enroll in their partially funded medical and prescription plan.

·        Eligible graduate staff with a valid SSN on file will log into the Benefitfocus portal to enroll in voluntary benefits, including dental.

Emails will be sent to graduate staff with deadline details and information on how to enroll for each plan on August 1. 

If you did not receive a copy of the guide or have questions, please contact Human Resources at hr@purdue.edu or 49-42222.

ApprovedNoneRegular News Article
 7/24/2019Finance
  

On Thursday, July 25, from approximately 7:00 am – 7:00 pm ET, the Arctic International LLC (Glacier) email servers will be off line for scheduled maintenance. 

 

During this time, there will be no incoming or outgoing emails to or from any Arctic-based email server. 

This will include ALL Arctic systems (Portal, GLACIER, GTP, Website and Email) will be offline.

 

Please note that this INCLUDES all emails that may be generated from within GLACIER, so please do not trigger emails to be sent during this time as they will not go out.  

 

For example, the types of activities that trigger an email from within GLACIER include:

·        Creating a new Individual Record;

·        Generating certain reports and then selecting to send an email to Individual Records contained in the search results;

·         Forgot Login; or

·         Resending Login information.

 

Emails sent to any Arctic employee or to the various GLACIER or GTP support email boxes may be rejected or may be put into a que for later delivery, depending on the sender’s email server’s instructions for delivery. 

 

We apologize for any inconvenience; however, routine update of equipment and software is necessary. 
ApprovedNoneBreaking News Article
 7/22/2019General Info
  
The Purdue ID Card Office will be closed on Tuesday, July 23, 2019 for a system upgrade. The office is expected to resume normal operations on Wednesday, July 24. We apologize for any inconvenience this may cause.
ApprovedNoneBreaking News Article
 7/18/2019General Info
  

As stated in the previous article Timeline for publishing merit increases in Employee Central & ECP, please do not complete actions in Employee Central after 5:00 PM EST, today, Thursday, July 18. The article stated the following:

 

Thursday Evening (July 18) - HR will publish all remaining merit increases into Employee Central and ECP

  • Users should not be making changes to positions or employee records after 5:00 p.m. on July 18
  • HR will notify the Senior DFAs and regional campus representatives when the merit increases are published and the system is available again
ApprovedNoneRegular News Article
 7/16/2019Training
  
Two sessions of the updated Boiler Insight Finance Standard Report training are planned for August 2019.  Click here for the registration link.
 
Audience: New  or inexperienced users to the Boiler Insight Finance Standard Reports - this will be an ongoing session going forward for this audience.  There will be another session coming this Fall for more experienced users.

Description of Training:  This training will provide a hands-on experience for running the Boiler Insight Finance Standard Reports, basic Cognos navigation, report views and overview of running scheduled reports.  This session will also discuss basic master data definitions and corresponding SAP reports.

In this session we will cover the Master Data Report, Transaction Listing, Account Balance Listing, Statement of Financial Activity (SFA), Parent Funded Program Report, Faculty Allocation Report, Cost Distribution with Account Balances and Statement of Payroll Charges.

Registration is required

Prerequisites - Cog 101 - Cognos Analytics Navigation (this is preferred to have, but not required.

Sessions will be held on:
  • Wednesday, 8/7/2019 from 8:30 -12 in PFEN 103
  • Tuesday, 8/13/2019 from 1:30 - 5 in PFEN 103



 

ApprovedNoneRegular News Article
 7/16/2019General Info
  
SucessFactors production environment will be undergoing maintenance on July 20, 2019 starting at midnight and ending at 5 A.M.
 
SuccessFactors modules will be impacted and will not be available Learning, Onboarding and Recruitment.
ApprovedNoneRegular News Article
 7/16/2019Finance
  
The FY2020 Recurring Original Allocation JV Upload was completed on July 12, 2019 on Document Numbers 111831891 and 111831893. This establishes the consumable revenue for the General Operating (495001), State Line (495011), and Federal (495021) Appropriations.  Recurring Adjusted Allocation GL’s (4950X2) are now available for posting. 

FY2020 Transfer GL’s are open and available for posting.  Please refer the Governance Manual for the most updated FY2020 transfer guidance and available Transfer GL’s.  Outdated GL’s have been locked and will prevent postings.

Also, carryforward continues to run.  A separate communication will be sent once it has completed and balances are available. 

ApprovedNoneRegular News Article
 7/16/2019Reports
  
Two of the main Boiler Insight HR report authoring resources have been updated to incorporate changes made with the HCM Transformation Project.  The HR field metadata has now been updated so that sources before and after the project are both documented.  This will contain information such as fields that are no longer populated, new fields and, new cautions.  These updates can be found in the Additional Information and Source fields of the metadata.  

There is a standard report that can be used to review field metadata.  The view this report, navigate to Team Content > Boiler Insight > Standard Content > Metadata > Metadata Report or use this link

There have also been updates made to the Human Resource Star documents.  These documents have also been updated to include information incorporated as part of the Transformation Project such as, new fields, new cautions, etc.

To find these documents go to the Resources Page in Cognos (by clicking the P on the left hand side) and select Data Mart Training Resources.  On the right hand side of this page under the Human Resource Star section you will find documents for all the current and archived stars.

For questions related to these documents, please contact HR Reporting Team at hroperhelp@purdue.edu

ApprovedNoneRegular News Article
 7/11/2019General Info
  
Monday Evening (July 15) - HR will process a mass change in pay for 9 Month AY Faculty and Continuing Lecturers for their merit increases effective 7/1/19
  • Salaries will be visible to this group once that is processed
  • This is to allow time for SEEMLESS calendars to be refreshed prior to writing payroll
Thursday Evening (July 18) - HR will publish all remaining merit increases into Employee Central and ECP
  • Users should not be making changes to positions or employee records after 5:00 p.m. on July 18
  • HR will notify the Senior DFAs and regional campus representatives when the merit increases are published and the system is available again
Further communication regarding SEEMLESS calendar refresh will be forthcoming.

For questions, please contact compensation@purdue.edu.
ApprovedNoneRegular News Article
 7/9/2019Training
  
This training is targeted for Business Office staff who create or review transfer documents. Updates to the transfer process for FY 2020 will be shared along with guidelines, checklists and resources. Participants should understand the transfer process updates as well as how to complete and review the associated JV's.

The session is scheduled for Friday, July 12, 2019 from 1:30 to 3:30 p.m. and will meet in RHPH 172. Click here to Register for training.

The session will also be streamed via WebEx. To join the WebEx meeting, log in using this link 5 minutes prior to class beginning. If prompted, the password for the meeting is Boilers1869.
ApprovedNoneRegular News Article
 7/9/2019General Info
  

Those employing Purdue University Federal Work-Study Students (FWS) should plan to attend the FWS Student Payroll Procedures Workshop on August 29 from 9:30 – 11:30 a.m. in LWSN 1142.

This workshop is intended for anyone performing duties related to the employment of Federal Work-Study students from Purdue University, specifically business administrators, payroll clerks and supervisors. This workshop will contain important information regarding SuccessFactors and the hiring process, when hiring a Purdue University FWS student.  Also covered is PAF and cost distribution setup for FWS students for the 2019 - 2020 Academic Year.   

Please (click) REGISTER HERE to attend the conference.

Any questions/answers that could be addressed during the session about Federal Work Study can be emailed to workstudy@purdue.edu. This workshop is sponsored by Student Employment Services (DFA) and The Bursars Office.

ApprovedNoneRegular News Article
 7/9/2019Training
  

P2P 200 - Creating Requisitions in Ariba is scheduled for Tuesday, July 23. The session will meet from 9:30 a.m. to 12:00 p.m., in PFEN 103, located in the David C. Pfendler Hall of Agriculture at 715 W. State Street. 

This hands on class will meet in a computer lab. Participants will use a training environment to create catalog and non-catalog requisitions, monitor requisition status and learn how to withdraw or edit a requisition.

 

Staff can ensure a space in the class by registering for P2P 200 – Creating Requisitions in Ariba within the Learning module of SuccessFactors.

ApprovedNoneRegular News Article
 7/9/2019Training
  
This training is aimed at business office and departmental support staff that assist with faculty, lecturer and post doc offer letters and contracts. The training is co-sponsored by Payroll and Provost leadership.
Sessions are:

·        Monday, July 15 from 2-4 pm in WALC 1018

·        Friday, August 2 from 1-3 pm in WALC 1087
 
Click here to register.
 
This session replaces the former ‘Employment Contracts’ however, the materials and information are similar.
ApprovedNoneRegular News Article
 7/9/2019General Info
  

This article is aimed towards the business office and departmental support staff that are currently assisting with grad offer letters. Please circulate this information to those performing these tasks, if not normally a B@P News subscriber.

 

Please remember all grad offer letters must be uploaded to the Payroll Offer Letter SharePoint site. Actions will not be completely processed without the offer letter. Emailed information to the payroll specialists is no longer acceptable.  (For those utilizing the Action Automation process, offer letters are only needed for new or rehire, not transfers. Grad offers processed through the recruitment module in SuccessFactors requires an offer letter uploaded.)

 

Those creating grad offer letters must ensure the offer letter states the grad will be paid bi-weekly. The sample graduate staff offer letter (Appendix B, page 32) in the Graduate Staff Employment Manual reflects the following example:

 

The assistantship provides a bi-weekly salary of {INSERT BI-WEEKLY SALARY} every two weeks or {INSERT ANNUAL SALARY} for a {SELECT current fiscal or academic} period, along with a remission of all but a portion of fees {INSERT GRADUATE STAFF FEE PER SEMESTER} The dates of your appointment are August {INSERT DATE} through May {INSERT DATE}.

 

Any offer letters still reflecting a monthly paid salary and do not mention bi-weekly pay will be returned for correction.

 

Please take careful consideration of the bi-weekly pay schedule and pay dates, especially when offering 26 increments of the same amount, paid bi-weekly. It would be advantageous to have the start date the same as the pay period start date. Pay period 17 is August 5-18, paid on August 28. Pay period 18 is August 19 – September 1, paid on September 11.

ApprovedNoneRegular News Article
 7/9/2019Training
  

Support staff and business office employees who assist employees with travel arrangements, travel requests or expense reports should attend TRVLC 250 – Concur Business Office and Support Staff Training.  The two-part training which provides detailed information and hands-on opportunities in Concur Travel and Expense is scheduled to meet Wednesday, July 17 and Thursday, July 18 both sessions meeting from 2:30 p.m. to 5 p.m. in PFEN 103, located in the David C. Pfendler Hall of Agriculture, 715 W. State Street. 

 

This course introduces the business office and support staff, to the electronic travel and expense system. The content ensures they have the knowledge, skills and abilities to make a travel request, book travel segments, complete expense reports and review these for accuracy within Concur. Part One covers booking travel and completing travel requests, and Part Two covers preparing expense reports. This is a hands-on course where participants are given exercises to create requests, expense reports and book travel in a training instance of Concur.

 

To secure a seat in the class, please enroll in the two-part TRVLC 250 – Concur Business Office and Support Staff Training from within the Learning module of SuccessFactors.

ApprovedNoneRegular News Article
 7/8/2019General Info
  

Pilot programs were initiated last week with employment or payroll centers in the College of Agriculture, Purdue Polytechnic, College of Engineering and the College of Health and Human Sciences. More than 160 actions (add additional (appointments), new employee and transfers (with and without pay) were successfully completed. The Action Automation process replaces the Online Personnel Action Tool used previously with the OnePurdue portal. Similar to the past tool, the Action Automation process is designed for undergraduate and graduate actions, such as new hire, add additional appointments and transfers. (Please note: The Action Automation process is utilized when the student is known and the action simply needs to be processed. The quick hire recruitment process is still utilized when advertising an open position and gathering a candidate pool is needed.) 

So far, the feedback has been overwhelmingly positive. Those testing the process and performing the first ‘live’ actions were impressed by how things moved quickly through the system. The newly implemented Action Automation process is a result of collaboration between business office or employment/payroll center staff, IT application services analysts, and the human resources payroll department. The process is one example of the continuous improvement efforts to streamline, simplify, organize and automate.

Employment or payroll centers are encouraged to bring their current undergraduate/graduate actions to the open, working labs today, tomorrow and Thursday in Ross 134 from 8 a.m. to 5 p.m.. The lab offers the opportunity to seek guidance when needed and continuous communication and feedback.

 

These quick references are available:

The following information will be needed when processing actions:

  • FTE
  • PUID
  • Period Rate (Hourly rate for undergrad, bi-weekly salary for grads)
  • Position Number
  • Location (building)
  • Start Date
  • Email Address (new hires only)
ApprovedNoneBusiness Update Article
 7/3/2019General Info
  
Please review employee data changes manually initiated in June via SuccessFactors with a July start date and action type, Change Job and Compensation Info. Please consider reviewing Organization changes as well.

Multiple change records with the same effective date are appearing within the same portlet of the employee profile and causing system errors. Portlets within the employee profile are job information, compensation information, organization information, etc.  Sometimes the same-dated change records are due to other organizational or supervisory changes processed automatically around the same time.
 
Emp Info
 
The initiator creating a manual pay change job may be unaware of the other changes within the same portlet and timeline that could be causing duplicative records resulting in system errors and the action not being fully processed.

Prior to initiating a workflow, these actions with the same date can be viewed by clicking the History button to view Change History.  If you see a duplicate record please work with your business office team to have the initial record (1 of 2) deleted and only the final most accurate record retained.

Change History 

These system errors can also be identified by reviewing the pay or employee data change actions completed in June or have a start date in July.  Same-dated records can be easily detected by viewing workflow. Notice in the red box there are two records for June 12 and two records for June 6. In order to process through the system correctly, only one record or ‘source of truth’ can exist for those actions.

Approve request

If a workflow has already been initiated – such as the screenshot above -- please notify itap@purdue.edu and ask that it be assigned to ITAP_BS_HRIS. They may need to remove one of the records and, in cases of pay changes, ask the initiator to process the change again.  Those included in the workflow will receive the request to approve again. The initiator may want to make those approvers aware of the request in order to eliminate any confusion.
ApprovedNoneBusiness Update Article
 7/1/2019Finance
  
The issues with SEEMLESS Effort Reporting have been corrected and Spring 2019 PARs can now be processed.
 
Due to the unforeseen delays, the deadline has been extended to August 14, 2019.
ApprovedNoneBreaking News Article
 7/1/2019Finance
  
No transaction activity should occur on Purchase Orders until notified by Accounting Services. Purchase Order Carryforward is not yet complete.
ApprovedNoneBreaking News Article
 6/30/2019Buying
  
The Fisher catalogs are working.
ApprovedNoneBreaking News Article
 6/27/2019General Info
  
Faculty and staff who are eligible for official retiree status (age 55 or older with 10 or more years of service in a benefits-eligible position) and enrolled in the Standard Retirement and Savings Plan should review the below information if considering requesting Voluntary Partial Retirement (VPR).

Payroll or employment centers and business offices assisting employees with form requirements and VPR information should review the updated business process.

1. The Retirement Transition Options (S-6) standard lists VPR requirements.
2. The Retirement Transition Options web page provides links to the VPR DocuSign form, example forms, frequently asked questions and provision information.
3. The VPR DocuSign Request Form is available solely online and is routed electronically for required approvals.
4. The VPR Form Quick Reference Guide outlines how to complete the form.
5. The VPR business process outlines the steps required by the employee, payroll or employment center and business office and central leaves team within Human Resources – Benefits.

Once approved, the HR Leaves team will enter the VPR agreement in SuccessFactors, updating employment details as needed. They will also enter any unpaid leaves. The payroll or employment center and business office do not enter VPR information. Employees will continue to be responsible for submitting paid leaves using the normal process. Upon completion of the VPR term, payroll or employment centers and business offices will initiate the termination in SuccessFactors.

All questions can be directed to hr@purdue.edu.


ApprovedNoneRegular News Article
 6/27/2019General Info
  

The West Lafayette Bursar Office would like to remind all departments with graduate staff appointments to submit a list of graduate staff students for the Fall 2019 semester to the Bursar Office. The list must be submitted using the ‘Graduate Appointment Submission Form’ located on the Bursar’s website. This form is required for both adding additional grad staff, as well as removing any grad staff that did not accept or fill their position. This form will need to be submitted every semester in order for the remission to apply. 


For questions, please contact Glenda Smith or Michelle Fulk in the Bursar’s Office.

ApprovedNoneRegular News Article
 6/25/2019General Info
  
Please note the 2019-2020 IO(s) below for federal work-study students employed within your department:

July 1, 2019 – June 30, 2020
  • On Campus:  61019000 (Regular) = 7400000381
  • On Campus:  61019003 (Community Service) = 7400000382
If your department is employing federal work-study students during the 2019-20 academic year, please double check that cost distribution is setup properly in PA20 utilizing the appropriate IO noted above.

Due to end-of-year federal reporting, if a department has any need to process a retroactive payroll for the timeframe of July 1, 2018 – June 30, 2019 for a student utilizing federal work-study after June 30, 2019, the department will need to pay these earnings at 100 percent. No posts will be made to the 1819 IO(s) after June 30, 2019. 

Questions can be directed to workstudy@purdue.edu or 765-494-7581.
ApprovedNoneRegular News Article
 6/25/2019Training
  
Building deputies, business office staff and others who work with SAP Plant Maintenance notifications are invited to register for one of the monthly open labs to gain system familiarity. The focus of the sessions will be on creating and approving notifications. Setting up display variants and user questions will also be covered.

The next open lab is scheduled for Monday (July 1) from 1-3 p.m. in Physical Facilities Service Building (PFSB) Room 1233. Space is still available, and registration is required.

Questions may be directed to Mark Wilson.

ApprovedNoneRegular News Article
 6/24/2019General Info
  
Xerox catalog is not working. The supplier is working on the issue and will update once resolved.
ApprovedNoneBreaking News Article
 6/24/2019General Info
  

The approval deadline and corrections timeframe for time is being adjusted for the biweekly payroll process, beginning with this biweekly pay period (June 10-23).

  • The deadline for time entry and approvals will be Mondays by 10 p.m. following the end of a pay period.
  • Time additions/changes can resume on Tuesday morning up until 4:30 p.m.
    • Time Admins will run time error reports and contact supervisors/payroll centers throughout the morning and early afternoon to resolve errors. 
    • Time additions/changes must be approved on Tuesday to be included in the payroll processing. 
    • The Time Admins will continue to monitor timeadmin@purdue.edu emails through NOON for last-minute time-related items that need to be included with the payroll being processed.
It is important that employees and supervisors review time, make appropriate changes and approve time throughout the pay period. Most areas have adopted the best practice to approve time each Monday for the previous week.

The Payroll Process for Business Support and Time – Record, Approve and Correct Process for Supervisors has been updated with the following:

 

Date and Time

Task

Who does it

Mondays 10:00 p.m. (following the end of a pay period)

Approval time for pay period

Supervisors

Mondays, 10:30 p.m.

Runs overnight time process

Payroll

Tuesdays, 8 a.m.

Payroll runs time reports to identify errors and distribute to appropriate areas for corrections

Payroll/Payroll Centers/Supervisors

Tuesdays, noon

Time admins review timeadmin@purdue through noon, looking specifically for any time-related items that need to be included in this payroll.

Payroll/Payroll Centers/Supervisors

Tuesdays, noon – 5 p.m.

Payroll completes analysis, works through payroll changes – reaches out to payroll centers or supervisors for assistance when needed.

Payroll/Payroll Centers/Supervisors

Please note: Any time additions or changes must be approved by 4:30 p.m. on Tuesday in order to be included in the payroll processing.

Tuesdays, 5 p.m.

Payroll locks

Payroll

 

ApprovedNoneBusiness Update Article
 6/20/2019General Info
  
SucessFactors production Learning Management System will be undergoing maintenance on June 22, 2019 starting at midnight and ending at 7:00 AM to initiate deployment of the Akamai Content Delivery Network.

During this maintenance users will have intermittent access to SuccessFactors learning applications.
 
ApprovedNoneRegular News Article
 6/20/2019General Info
  

The Identity Management – Roles and Privileges website has been updated with recent role lists:    

  • IDM Business Role List (located under Role Request)
  • Business Role with Description by Name and User ID (located under SuccessFactors-related roles with description, by user name)

Role questions should be submitted to SAP-SF-roleassistance@purdue.edu.

 

ApprovedNoneRegular News Article
 6/20/2019Training
  

Management of Faculty, Lecturers and Post Doc Appointments Training is now available for registration. This session replaces the past ‘Employment Contracts’ however, the materials and information are similar. They cover faculty offer letter guidelines, contract extensions and tenure achievement. Lecturer and Post Doc appointments are also included. Important policies and reports will be outlined. (Form 19, 19E and 19L are referenced.)

Sessions are scheduled in WALC 1018 on:

·        Tuesday, July 9 from 2-4 pm

·        Monday, July 15 from 2-4 pm

Click here to register.

ApprovedNoneRegular News Article
 6/20/2019General Info
  
SucessFactors production environment will be undergoing maintenance on June 23, 2019 starting at midnight and ending at 4 a.m.

All SuccessFactors modules will be impacted and will not be available including Payroll, Learning, Onboarding and Recruitment.
ApprovedNoneRegular News Article
 6/20/2019Training
  
This training is targeted for Business Office staff who create or review transfer documents.  Updates to the transfer process for FY 2020 will be shared along with guidelines, checklists and resources.  Participants should understand the transfer process updates as well as how to complete and review the associated JV's.

Sessions are scheduled for:
  • Wednesday, June 26, 2019 from 10:00 a.m. to 12 noon in WTHR 172
  • Friday, July 12, 2019 from 1:30 to 3:30 p.m. in RHPH 172
Click here to Register for training.
ApprovedNoneRegular News Article
 6/19/2019Finance
  
Fiscal year end is fast approaching, and business offices need to ensure they are taking the following actions to ensure that carryforward balances and year-end reports are as accurate as possible. Residual balance carryforward from FY2019 into FY2020 will occur on all funds this fiscal year on July 9. Annual allocations will be posted in mid-July. Additional information about the carryforward processes and transactions can be found on the Accounting Services website on the Year End tab.

Balance Sheet Considerations 

  • Ensure all parked documents are posted or deleted.
    • Any document parked in FY2019 will be deleted and will disappear from workflow inboxes after June month-end close on July 3.
    • Communications have already begun for these outstanding parked documents to ensure as many as possible are posted prior to this date.
    • Users can utilize the Cognos Parked Documents standard report to view parked documents.
  • Ensure that all recharge billings are up to date through June 30 to ensure the accuracy of receivable balances.

Residual Carryforward Balance Considerations

  • All internal transfers - including fringe benefit reimbursements, recharge subsidies and recharge depreciation recovery transfers - as well as any balance clean-up activity should be processed prior to June 30 to ensure the accuracy of carryforward balances.
    • Users can utilize the Cognos Transaction Listing standard report. On the Time, Fund & Type of Transaction Prompts tab, select Commitment Item Category “Transfers” to see what has already posted.
  • Not Relevant Clean Up
    • Cost distribution that is posting to a fund and cost center only should be corrected to an internal order or a WBS Element prior to the Pre-payroll deadline on June 20 at 5 p.m. Any remaining Not-Relevant postings that remain should be corrected with a cost distribution change in the new fiscal year.
    • Asset postings - the Master Data Management group is working with individual business offices to resolve any asset postings that have hit not-relevant since Finance go-live at the beginning of the fiscal year.
    • All other postings - any other postings sitting on Not-Relevant should be corrected via JV document prior to the end of the fiscal year following correcting document guidelines.
      • Users can utilize the Cognos Transaction Listing standard report. On the Funded Program Prompts tab search and select “Not-Relevant” to view what has posted.
Purchase Orders should be reviewed and closed if possible in the old fiscal year. A recent B@P News article outlined the Procurement Services, Accounts Payable and Travel 2019 year-end deadlines.
ApprovedNoneBusiness Update Article
 6/19/2019General Info
  

Per Kathy Thomason and Managerial Accounting,

 

For those processing Summer Pay and Effort Reporting:

 

SEEMLESS/Summer Pay – the system will be back up until 5 pm Thursday, the monthly payroll deadline, and we ask that you process Summer Pay Only

There are still some issues with SEEMLESS Effort Reporting, and we will need to re-load PARS, so please do not process any Effort Reporting as it will need to be re-done after we complete our system fixes and re-load PARS.

 

ApprovedNoneBreaking News Article
 6/19/2019General Info
  

The approval deadline and corrections timeframe for time is being adjusted for the biweekly payroll process, beginning with this biweekly pay period (June 10-23). The monthly payroll calendar will be updated to reflect the below.

·        The deadline for time entry and approvals will be Mondays by 10 p.m. following the end of a pay period.

·        Time additions/changes can resume on Tuesday morning up until 4:30 p.m. 

o   Time Admins will run time error reports and contact supervisors/payroll centers throughout the morning and early afternoon to resolve errors. 

o   Time additions/changes must be approved on Tuesday to be included in the payroll processing. 

o   The Time Admins will continue to monitor timeadmin@purdue.edu emails through NOON for last-minute time-related items that need to be included with the payroll being processed.

Currently, time entry and edits are being performed through Tuesday morning, along with additional corrections performed by time admins Wednesday afternoons. This current process does not allow enough time for adequate time analysis and error resolution which often results in additional errors, which in some cases has led to overpayments. These continuous changes allow little buffer time for payroll processing and often interfere with payroll audits.

 

It is important that employees and supervisors review time, make appropriate changes and approve time throughout the pay period. Most areas have adopted the best practice to approve time each Monday for the previous week.

 

The Payroll Process for Business Support and Time – Record, Approve and Correct Process for Supervisors has been updated with the following:

 

Date and Time

Task

Who does it

Mondays 10:00 p.m. (following the end of a pay period)

Approval time for pay period

Supervisors

Mondays, 10:30 p.m.

Runs overnight time process

Payroll

Tuesdays, 8 a.m.

Payroll runs time reports to identify errors and distribute to appropriate areas for corrections

Payroll/Payroll Centers/Supervisors

Tuesdays, noon

Time admins review timeadmin@purdue through noon, looking specifically for any time-related items that need to be included in this payroll.

Payroll/Payroll Centers/Supervisors

Tuesdays, noon – 5 p.m.

Payroll completes analysis, works through payroll changes – reaches out to payroll centers or supervisors for assistance when needed.

Payroll/Payroll Centers/Supervisors

Please note: Any time additions or changes must be approved by 4:30 p.m. on Tuesday in order to be included in the payroll processing.

Tuesdays, 5 p.m.

Payroll locks

Payroll

 

ApprovedNoneBusiness Update Article
 6/19/2019General Info
  

If the following warning message appears while initiating a termination, please contact PASpec@purdue.edu.


The warning message may indicate org charts will not sync appropriately. The Payroll Appointment Specialists will work with the IT group and continue communication with the initiator if further action is required.

ApprovedNoneBreaking News Article
 6/13/2019Training
  
This training is targeted for Business Office staff who create or review transfer documents.  Updates to the transfer process for FY 2020 will be shared along with guidelines, checklists and resources.  Participants should understand the transfer process updates as well as how to complete and review the associated JV's.

Register for training.
ApprovedNoneRegular News Article
 6/13/2019Finance
  
The Spring Effort Reporting SEEMLESS application is  available for users to certify PARs. Please refer to the Effort Reporting PowerPoint Presentation for Business Office on the Cost Accounting website for important information.

The Spring PAR periods for West Lafayette campus employees are as follows:

FY Monthly  1/1/2019 - 5/31/2019
FY Bi-weekly  12/24/2019 - 5/26/2019

AY Monthly  1/1/2019 - 5/12/2019
AY Bi-weekly 12/24/2019 - 5/12/2019
 
PARs are due to the Central Office que in SEEMLESS by July 12, 2019.

Please e-mail effort@purdue.edu if you have any questions.
ApprovedNoneRegular News Article
 6/10/2019People
  
The SEEMLESS team is aware of a technical issue with cost distribution. Cost distribution lines are sometimes duplicating. The technical team is working on a solution. Until an automated solution is put into place, you can refresh the cost distribution which will remove the duplicate lines. Then you can move forward with processing the summer calendar.
ApprovedNoneBreaking News Article
 6/6/2019Travel
  

The Office of Risk Management reminds all travelers that when traveling internationally and renting a vehicle, full-coverage insurance should be purchased from the rental agency. For international travel, this is an allowable expense under travel regulations. 

 

For domestic rentals, the insurance is provided by the University and coverage should not be purchased from the rental car agency. Rental vehicle insurance costs are not allowable under travel regulations for domestic rentals. 

 

Please inform faculty and staff who are traveling internationally to secure insurance when renting a vehicle. Questions about rental vehicle insurance may be directed to Lois High in the Office of Risk Management, RiskMgmt@purdue.edu or 765-494-7695.

ApprovedPurdue TodayRegular News Article
 6/6/2019Training
  
SuccessFactors Hot Topics will be offered on a quarterly basis. Each session will consist of important updates, highlighted processes and time for Q&A.

This first session will introduce updates to the quick hire process and review important process steps related to pay and employee data changes or actions. Staff members involved in initiating actions or employee data changes, pay processes or quick hires are encouraged to attend.

Please click here to register to attend one of the two offered sessions, held June 20 and June 24 in WALC 1018.

ApprovedNoneRegular News Article
 6/6/2019Finance
  

 The SEEMLESS team is aware of a technical issue, specifically with being able to log into the SEEMLESS application.  

The application will be taken down this afternoon for approximately 1-2 hrs at 2 pm to resolve this issue.

ApprovedNoneBreaking News Article
 6/6/2019General Info
  
As computers are migrated to the new Misspelled WordBoilerAD, departments may find that their Miscellaneous Upload Charge Template is no longer putting their file in the Out Folder as it should for nightly pick up. The Bursar office must update these templates after the migration in order for them to upload correctly.
Please contact Cheryl Files at cfiles@purdue.edu or 494-5123 once your computer is migrated for the update.
ApprovedNoneRegular News Article
 6/6/2019General Info
  
To facilitate year-end processing, all Cash Receipts Vouchers (CRVs) and Other Bank Credits (OBCs) to be posted in the current fiscal year must reach the Bursar office no later than 10:00 am on Thursday, June 27th.  After that time, documents must be created in the fiscal year 2020.
 
To aid in the delivery to the Bursar office, there will be Police runs on Monday and Wednesday (June 24th and June 26th).  There will be no Police runs for the remainder of that week.
ApprovedNoneRegular News Article
 6/6/2019Training
  
Support staff and business office employees who assist employees with travel arrangements, travel requests or expense reports should attend TRVLC 250 – Concur Business Office and Support Staff Training.  The two-part training which provides detailed information and hands-on opportunities in Concur Travel and Expense is scheduled to meet Wednesday, June 19 and Thursday, June 20 both sessions meeting from 2:30 p.m. to 5 p.m. in PFEN 103, located in the David C. Pfendler Hall of Agriculture, 715 W. State Street. 

This course introduces the business office and support staff, to the electronic travel and expense system. The content ensures they have the knowledge, skills and abilities to make a travel request, book travel segments, complete expense reports and review these for accuracy within Concur. Part One covers booking travel and completing travel requests, and Part Two covers preparing expense reports. This is a hands-on course where participants are given exercises to create requests, expense reports and book travel in a training instance of Concur.

To secure a seat in the class, please enroll in the two-part TRVLC 250 – Concur Business Office and Support Staff Training from within the Learning module of SuccessFactors.

ApprovedNoneRegular News Article
 6/6/2019General Info
  
SucessFactors production will be upgraded on June 8, 2019 starting at midnight and ending at 7 a.m. All SuccessFactors modules will be impacted, including Payroll, Learning, Onboarding and Recruitment.

ApprovedNoneRegular News Article
 6/4/2019General Info
  
Please notate the 2019-2020 IO(s) below for Federal Work Study students employed within your Department:

July 1, 2019 – June 30, 2020

·         On Campus:  61019000 (Regular) = 7400000381

·         On Campus:  61019003 (Community Service) = 7400000382

 

 

If you are employing Federal Work Study Students during the 2019-20 academic year, please double check that your cost distribution is setup properly in PA20 utilizing the appropriate IO noted above.

 

Due to end of year Federal Reporting, if your department has any need to process after a June 30, 2019 a retroactive payroll for the timeframe of July 1, 2018 – June 30, 2019 for a student utilizing Federal Work Study funding, the department will need to pay these earnings at 100%.  We will no longer post to the 1819 IO(s) after June 30, 2019. 

 

Questions:  email workstudy@purdue.edu or call 494-7581.

ApprovedNoneRegular News Article
 6/4/2019General Info
  
Fiscal and Concur Approver additions or changes and Invoice Reconciler additions or changes can now be processed through the accounting services sharepoint site. Please complete the appropriate form for additions or changes. A Fiscal Approver template must be attached to the Fiscal Approver or Invoice Reconciler form before it will be processed. The Fiscal Approver template can downloaded.
  • Fiscal Approver Additions and Changes will now be routed to your DFA/ADFA for review and Accounting Services for final approval.
  • Invoice Reconcilers will automatically go to Master Data for entry.
ApprovedNoneRegular News Article
 6/4/2019Reports
  
An update to the Temporary Positions report was recently made in Boiler Insight.  The new report provides more flexibility in running the report and will look at temporary hours for employees who have ever been a temp.

The Compensation Department advises that department business offices should be running the temporary positions report at least once a month and after each biweekly pay period as temporary employees approach 1000 hours in a rolling 12 month look back period.  For additional information on temporary employment visit the Careers website.

ApprovedNoneRegular News Article
 6/3/2019Finance
  
We are aware of an issue with the Summer Calendars in SEEMLESS and the calculations of Summer pay.
 
We are currently working with the IT team for resolution and will send out a separate communication once it has been resolved.
ApprovedNoneBreaking News Article
 5/28/2019Training
  
Personnel Activity Reports (PARs) will be processed electronically via the SEEMLESS application for Spring PARs.

PAR training for Spring 2018-2019 is now available and consists of two elements.  Completion of both elements is required for the Spring 2018-2019 period.

Online Training Module
  • The online module defines terminology and regulations that outline the Personnel Activity Report process. The Effort Reporting Policy is defined, as well as the PAR form fields and the escalation process.
  • Register for BPARS 100 – Introduction to Certification of Effort.  The course is no longer accessed via Blackboard and is now available via SuccessFactors Learning.  
Instructor-led Training
  • This session provides users with a comprehensive look at effort reporting using the SEEMLESS application and includes demonstrations on how to view and edit PARs, assign delegates, workflow, deadlines and special circumstances.
  • Register for Personnel Activity Report Training.  To ensure a seat in the instructor-led class, participants must enroll in one of the sessions.  Training materials for the course will be provided in the reminder email sent to enrolled participants 24 – 48 hours prior to the session. 
  • Sessions are scheduled for:
    • June 3, 2019
      • 3:00 – 4:00 p.m. in LWSN 1142
    • June 4, 2019
      • 8:00 – 9:00 a.m. in  LWSN 1142
ApprovedNoneRegular News Article
 5/28/2019Training
  
Employees who use Concur Travel and Expense to arrange travel, create travel requests and expense reports can gain some hands-on experience by attending TRVLC 200 – Concur Traveler Training. The next offering is scheduled for Wednesday, June 12 from 2:30 p.m. to 5 p.m. and will meet in PFEN 103, located in the David C. Pfendler Hall of Agriculture, 715 W. State Street.       

This course is designed for individuals who use Concur Travel and Expense to book travel and create travel requests and expense reports. This course introduces travelers to the electronic travel and expense system. The content ensures they have the knowledge, skills and abilities to make a travel request, book travel, and complete expense reports within Concur. This is a hands-on course where participants are given exercises to ensure they can use the Concur Travel and Expense system.  

Please ensure a seat in class by registering for TRVLC 200 – Concur Traveler Training within the Learning module of SuccessFactors.

ApprovedNoneRegular News Article
 5/28/2019Transform Purdue
  
The Holiday Pay Procedures document outlining eligibility for holiday pay and general rules for eligible employees has been updated on the Human Resources Compensation web page. The document also provides examples to consider when determining if overtime hours are due at the end of the workweek for benefits eligible, non-exempt employees. The updated document was recently introduced in a previous B@P News article, “Holiday pay procedures update” published Tuesday, May 21.  

Questions concerning summer pay can be directed to summerpay@purdue.edu and questions concerning holiday pay can be directed to compensation@purdue.edu.
ApprovedPurdue TodayRegular News Article
 5/23/2019Buying
  
The Fisher Catalogs are experiencing issues. Customers are unable to find part #'s or place items in their carts. 

Fisher is working on resolve these issues. We will update once resolved.
ApprovedNoneBreaking News Article
 5/23/2019Buying
  
ActivityFunctionDayDate 2019

Departments should review outstanding commitments; use the Outstanding PO/Commitment Report in the BI located under Boiler Insight > Standard Content > Procurement. Choose FM or GM when running the report to view all outstanding POs for your financial unit. 

Purchasing NOW

Misspelled WordAriba requisitions > $10,000 must be to Purchasing Agent for approval to be charged on current year funds by Friday, May 31.

  • Contact the appropriate Purchasing Agent to determine timing.
PurchasingFridayMay 31
Misspelled WordAriba new vendor requests (to be charged on current year funds) must be submitted using the DocuSign New PO Supplier Request Form for approval by Friday, June 7.PurchasingFridayJune 7

Misspelled WordAriba requisitions < $10K with the following scenarios must be to Purchasing Agent for approval by June 14, to be charged on current year funds:

  • no supplier on any line
  • part number field is blank on any line
  • non-US supplier or shipping terms field is blank on any line
PurchasingFridayJune 14

Departments should review outstanding parked documents.
Refer to the email sent out by cmdt-all@purdue.edu  for all parked documents.

  • All Parked documents still left in the system from period 1 – 6 (July 2018 – Dec. 2018) will be automatically deleted during May month end close.
  • All others will be deleted July 3rd.  If your document is deleted you will be responsible for rekeying it if it is needed after the new fiscal year.
Accounts Payable NOW
Friday, June 7 is the deadline for New/Change Vendor Forms to be submitted using Misspelled WordDocusign.
  • Be sure to include Wire Transfer information if applicable.
  • Format the first "Name" box in Misspelled WordDocusign – Name Vendor Name.
  • For a RUSH:
    • Format the first "Name" box in Misspelled WordDocusign – RUSH Name Vendor Name
    • Ensure you include the justification for the RUSH
Accounts Payable, Tax, Master DataFriday June 7
June 21 is the deadline for ZV60 submission for Tax review and approval.TaxFridayJune 21

June 27 is the deadline for ZV60 Fiscal Approvals to be complete.

  • Approvers need to be prepared to review and expedite approvals.
  • Ensure backup is available in the event an approver is unavailable.
  • Carefully review the vendor name, vendor address, invoice number, invoice date, baseline date, banking details if applicable, payment method, payment terms, and backup documentation.
ApproversThursdayJune 27
To ensure payment of travel reimbursements that need recorded in FY19, complete and accurate expense reports must be received in the Central Travel Office no later than Monday, June 24. The expense report must be submitted by the traveler and approved by the fiscal approver.Travel MondayJune 24

June 28 is the deadline for Misspelled WordAriba requisitions to be charged on current year funds for routing catalog orders (< $10K).

All requisitions need to be fully approved by 5:00 pm EDT June 28, 2019.

PurchasingFridayJune 28
ApprovedNoneRegular News Article
 5/23/2019Training
  
Building deputies, business office staff and others who work with SAP Plant Maintenance notifications are invited to register for one of the monthly open labs to gain system familiarity. The focus of the sessions will be on creating and approving notifications. Setting up display variants and user questions will also be covered.
 

The next open lab is scheduled for Monday (June 3) from 1-3 p.m. in room 1233 of the Physical Facilities Service Building (PFSB). Space is still available, and registration is required.

Questions may be directed to Mark Wilson at mewilson@purdue.edu.

ApprovedNoneRegular News Article
 5/23/2019Finance
  
The Year End Calendar has been uploaded to the year end SharePoint site. Dates on the calendar are subject to change.
 
Note: There will be no 6/31 or 6/32 entries this year. Period 12 will close Wednesday July 3rd. Please plan accordingly.
ApprovedNoneRegular News Article
 5/23/2019Facilities
  
The Office of Risk Management has published updated operating procedures governing the use of pyrotechnic devices at events.  The procedures apply to any University sponsored event that includes the use of pyrotechnic devices, regardless of where the event is being held.  The procedures also apply to any third-party sponsored event being held on University-owned or leased property.  Any department, college, campus, student organization or other sponsor, that wishes to include pyrotechnics as part of an event, should be aware of and compliant with the procedures.
 
The updated Operating Procedures for Pyrotechnics are effective June 1, 2019 and can be found on the Processes/Procedures web page of the Office of Risk Management website.
 
Please contact Dann Misspelled WordVanHoosier in the Office of Risk Management at RiskMgmt@purdue.edu or by calling 765-494-1690 for further questions concerning the procedures.
ApprovedPurdue TodayRegular News Article
 5/21/2019Transform Purdue
  

With the implementation of SuccessFactors, the University Holiday Pay Procedures document is under revision.  However, due to the upcoming holiday and summer pay, it is important for staff to be aware of some of the changes.  A portion of the document (linked as an attachement above) addresses those changes.

 

Please note the following changes:

·       being in pay status at least one-half day, immediately preceding and following the holiday has been removed.

·       The SEEMLESS summer pay tool has been updated to accommodate the changes addressed in number one for academic year employees, under ‘Eligibility for Holiday Pay.’ 

 

A second announcement will be made once the document is available on the website. Questions concerning summer pay can be directed to summerpay@purdue.edu and questions concerning holiday pay can be directed to compensation@purdue.edu.

ApprovedNoneRegular News Article
 5/21/2019Reports
  

Two time-orientated reports available through SuccessFactors have recently been updated. The SuccessFactors Report Center Basics and Navigation quick reference outlines how to navigate the report center and schedule reports.

SuccessFactors Time Details Report

The updated report ensures that all layouts in the report use the same selection criteria to ensure more accurate reporting.  Many users may not be aware that this report has multiple layouts. 

  • The newly published version now has a detailed version (default first page) and an overview (summarized) version that shows individuals with the summary of hours. 
  •  Previous FMLA/Benefits layouts have been moved to a separate report for that area.

SuccessFactors Delinquent Time Report

The intention of this report is to show what supervisors are letting their nonexempt, duration employees working time be automatically approved.  This is done by looking where the Payroll Time Administrators are the last ones to have modified a record.  This may include adjustments that they have done as well.

ApprovedNoneRegular News Article
 5/16/2019Buying
  

Purdue contracted with Indiana Oxygen to be its preferred strategic provider for gas cylinder services. As a result, Materials Management and Distribution (MMAD) will no longer manage cylinder inventory, deliveries or rental invoicing to campus customers beginning in July. 

This change will benefit departments by eliminating delivery and handling fees and reducing pricing on all non-specialized gasses and daily rental rates.

Cylinder services will transition to Indiana Oxygen over a period of six weeks beginning the week of May 20, and representatives will set up a time with campus customers to take current inventory and establish an account. MMAD will continue to fulfill orders until transitions are complete, and then deliveries and monthly rental fee invoicing will be taken over by Indiana Oxygen. Orders can be placed via their Ariba catalog.

Questions regarding existing cylinder services may be directed to Mark Schock, MMAD manager, at 765-494-7099. Indiana Oxygen may be reached at purdue@indianaoxygen.com.

ApprovedNoneRegular News Article
 5/14/2019Reports
  
The Cognos Quota Balances report has been updated to include a drill thru report to view additional year over year or month over month details for an individual. The data in this report is available starting with calendar year 2019. This report is located at Team content > Boiler Insight > Standard Content > HR and Payroll > Quota Balances. 
ApprovedNoneRegular News Article
 5/14/2019Reports
  
Two current Boiler Insight standard reports have recently been updated. 
 
Positions Report

This report has recently received several updates including removing delimited positions from the Employee List with Vacant Positions list and Current Vacant Position Details list. A new layout for Delimited Positions (since 1/1/2019) list has also been added.

 
Individual LTL History Report

This report has been updated with a new tab including a pivot table to show FTE over Snapshot Calendar Year-Month for the periods selected in the selection criteria. This version may help show FTE over time for individuals.
ApprovedNoneRegular News Article
 5/14/2019General Info
  

The Partial Pay Calculators (Rate Known and Rate Unknown) have been updated with a new worksheet for AY or FY 2019-20 calculations on the Payroll – Resources web page. The Partial Pay Calculators are often used to determined monthly (period) rate for Limited Term Lecturers (LTL).

ApprovedNoneRegular News Article
 5/14/2019Transform Purdue
  

Search waivers need Provost approval prior to OIE approval. Moving forward, please send an email requesting a search waiver to ApprovalsOfficeoftheProvost@purdue.edu to obtain Provost Office approval for the waiver.

 

When selecting ‘Waiver of Posting’ in the requisition field, Faculty Limited Search/Waiver, the approval email should be attached towards the top of the requisition form – Requisition Documents.

ApprovedNoneRegular News Article
 5/14/2019Transform Purdue
  

Effective immediately, faculty offer letters will be created through the templates located on the Provost's website: Offer Letter Templates.

 

The Faculty Offer Approval and Offer Letter Quick Reference Guide (QRG) contains the following updates:

  • Page 1:  Access and complete the appropriate template via Provost Offer Template webpage
  • Pages 3-4: Complete Offer Approval details in SuccessFactors
  • Page 5: Attach the completed offer letter to the Offer Approval
  • Page 8: Attach the completed offer letter to ‘extend the offer’ to the candidate

The Faculty Offer Approval and Offer Letter video has also been updated with the above steps.

ApprovedNoneRegular News Article
 5/14/2019General Info
  
Please note the 2019-2020 IO(s) below for federal work-study students employed within the department:

 

July 1, 2019 – June 30, 2020

·         On Campus:  61019000 (Regular) = 7400000381

·         On Campus:  61019003 (Community Service) = 7400000382

 

Departments employing federal work-study students during the 2019-20 academic year, please double-check that the cost distribution is setup properly in PA20 utilizing the appropriate IO (noted above).

 

Due to end of year federal reporting, if a department has any need to process a retroactive payroll for the timeframe of July 1, 2018 - June 30, 2019 after June 30 for a student utilizing federal work-study funding, the department will need to pay these earnings at 100 percent. No posts will be made to the '18-'19 IO(s) after June 30. 

 

Questions can be directed to workstudy@purdue.edu or 765-494-7581.

ApprovedNoneRegular News Article
 5/7/2019Research
  

NIH has released guidance regarding the 2019 salary cap limitations. The Executive Level II limitation has been increased from $189,600 (AY $142,200) to $192,300 (AY $144,225). This increase is effective on the first day of the first applicable pay period beginning on or after Jan. 6, 2019.

Questions or concerns can be directed to Heather Toro at spnsfhhs@purdue.edu or 765-494-6367.

ApprovedNoneRegular News Article
 5/7/2019Finance
  

During the implementation of the new financial structure in July 2018, modifications to asset postings were put into place in order to ensure reconciliation from cash to available balance was easily completed between the Finance module (FI) and Funds Management (FM). The modification was recommended in part due to significant issues prior to go-live concerning the treatment of assets in the FM module.

Since go-live, it has become clear that the majority of assets transfers are at zero value and therefore do not impact the FM module. After further testing, a new modification has been made to the posting rules.

Requests for asset transfers will still be made in the same way and all entries will be handled by the Property Accounting area, however users will notice a difference in the way these entries are reflected on their financial reports (including SFA).  The table below summarizes all asset transactions that occur in SAP and their impact on the Funds Management module (FM), the General Ledger (GL) account derived from the transaction and any additional entries needed.

Asset Transaction Type FM Posting Real/Statistical Derivation Account Additional Entries  Needed
External Asset AcquisitionReal 537200 – Capital Equipment ​None
Asset Retirement/DisposalStatistical 568020 – Plant Assets Retired ​None
Asset Construction Settlement ​Real538xxx – Land, Buildings, Infrastructure, etc. ​None
Asset Transfers at no cost ​Statistical568020 – Plant Assets Retired 1.) Offset cash impact on new GL 537201 – Statistical
Asset Transfers with Revenue ​Statistical568020 – Plant Assets Retired

1.) Offset cash impact on new GL 537201 – Statistical

2.) Transfer cash/available balance between departments for agreed upon value (491700) – Real

Asset Transfer to correct funding ​Statistical568020 – Plant Assets Retired

1.) Offset cash impact on new GL 537201 – Statistical

2.) Transfer expense to appropriate funding source on new GL 537202 – Real

Depreciation​Statistical557160 – Depreciation Expense ​None

With the process change, the Statement of Financial Activity (SFA) and other Funds Management transactional reports will display asset related transactions as expenditures only at initial purchase. The movement of assets will no longer be reflected unless it is a correction to the funding source. Anything that has been processed to date is being corrected centrally and recorded using the new modifications.

For further information, contact Accounting Services.  

ApprovedNoneRegular News Article
 5/7/2019Training
  

Support staff and business office employees who assist employees with travel arrangements, travel requests or expense reports should attend TRVLC 250 – Concur Business Office and Support Staff Training.  The two-part training which provides detailed information and hands-on opportunities in Concur Travel and Expense is scheduled to meet from 2:30 to 5 p.m. on both Wednesday, May 15 and Thursday, May 16 in PFEN 103, located in the David C. Pfendler Hall of Agriculture, 715 W. State St. 

 

This course introduces business office and support staff to the electronic travel and expense system. The content ensures staff have the knowledge, skills and abilities to make a travel request, book travel segments, complete expense reports and review these for accuracy within Concur. Part One covers booking travel and completing travel requests, and Part Two covers preparing expense reports. This is a hands-on course where participants are given exercises to create requests, expense reports and book travel in a training instance of Concur.

 

To secure a seat in the class, please enroll in the two-part TRVLC 250 – Concur Business Office and Support Staff Training from within the Learning module of SuccessFactors.

ApprovedNoneRegular News Article
 5/2/2019General Info
  

VPHR Compensation will be handling the reclassification of the paid faculty positions listed on the approved Board of Trustees faculty promotion list for all campuses except IUPUI.  No employee data changes need to be submitted for these faculty position reclassifications.

ApprovedNoneRegular News Article
 5/2/2019General Info
  
To complement the new Job Family Structure and related processes such as job creation and position posting, Human Resources Compensation has developed a Staff Position Description Template, along with some general instructions.   

Compensation is no longer maintaining descriptions centrally, and the expectation is that managers have the responsibility to periodically review and update descriptions as appropriate. The new template is optional but is designed to help ensure that descriptions are consistent and contain all necessary basic information for a variety of purposes, including classification, posting, interviewing, training, performance evaluations, etc.   

The form and instructions are located on the Compensation website.
ApprovedNoneRegular News Article
 4/30/2019Research
  
NIH has released guidance regarding the 2019 Salary Cap Limitations. The Executive Level II limitation has been increased from $189,600 (AY $142,200) to $193,200 (AY $144,900). This increase is effective on the first day of the first applicable pay period beginning on or after January 6, 2019.
 
Resources:

If you have any questions or concerns, please contact Heather Toro at spnsfhhs@purdue.edu, or 765-494-6367.

ApprovedNoneRegular News Article
 4/30/2019Training
  
P2P 200 - Creating Requisitions in Ariba is scheduled for Wednesday, May 15. The session will meet from 9:30 a.m. to noon in PFEN 103, located in the David C. Pfendler Hall of Agriculture at 715 W. State St. 

This hands-on class will meet in a computer lab. Participants will use a training environment to create catalog and non-catalog requisitions, monitor requisition status and learn how to withdraw or edit a requisition.  

Staff can ensure a space in the class by registering for P2P 200 – Creating Requisitions in Ariba within the Learning module of SuccessFactors.

ApprovedNoneRegular News Article
 4/30/2019Training
  
Building deputies, business office staff and others who work with SAP Plant Maintenance notifications are invited to register for one of the monthly open labs to gain system familiarity. The focus of the sessions will be on creating and approving notifications. Setting up display variants and user questions will also be covered.

The next open lab is scheduled from 1-3 p.m. on Monday (May 6) in PFSB Room 1233. Space is still available, and registration is required. 

Questions may be directed to Mark Wilson.
ApprovedNoneRegular News Article
 4/30/2019Transform Purdue
  
The Identity Management - Roles and Privileges webpage has updated workbooks reflecting role information as of April 23. The three following workbooks have been updated. All role requests are submitted to the SAP-SF-roleassistance@purdue.edu email address. The email should include Position ID and the role name needed or edited.
ApprovedNoneRegular News Article
 4/25/2019Reports
  
The Cost Distribution without Balances report can now be scheduled for the current month. This new report is now available at Team content > Boiler Insight > Standard Content > Scheduled Versions > Cost Distribution without Balances - Scheduled current month. End users can schedule this report to run automatically for the currently month. 
 
Within Cognos, go to the Resources page. The middle section of the page has several documents regarding schedules (i.e. My Schedules and Subscriptions, Using Jobs to Schedule Multiple Entries). Schedule training is also available on the BICC web page Cognos Reporting Tool Training.
ApprovedNoneRegular News Article
 4/23/2019Transform Purdue
  

The award listed in Infotype 15, wage type 1415 is posted based on the account(s) listed in Infotype 27, cost distribution. It is currently not posting to the account(s) listed as a cost distribution override entered through Infotype 15. Until a fix is determined, a Journal Voucher (JV) can be used to correct the account that was charged.

Understanding award amounts

The amount displayed on Infotype 15, wage type 1415 (awards) is the net amount of the award. It will be grossed-up to cover taxes which is the amount displayed in wage type 1416 (awards). Wage type 1416 is the amount that the department will be charged and is the amount displayed on employee pay statements.

ApprovedNoneRegular News Article
 4/23/2019Transform Purdue
  

Due to recent updates to the Onboarding module, the Onboarding Manager Activities tile may not  populate in the To-Do section. Onboarding Coordinators can still access the onboarding set-up through New Hire Activities. Page three of the Onboarding Set-Up Quick Reference for Onboarding Coordinators has updated instructions to launch onboarding. The Onboarding Set-Up for the Onboarding Coordinator Work Instruction Video (WIV) also reflects the updated instructions.

Onboarding process recent updates

·        The onboarding coordinator field included in the Post Hire Data Verification step of the Moving Candidate to Onboarding can no longer be left blank. The required field should list the employee responsible for managing the new hire’s onboarding experience. The job requisition Initiator will populate as the default onboarding coordinator.

·        The onboarding coordinator now has some flexibility in which parts of the New Hire Activities they want to utilize. Previously, the onboarding coordinator had to complete all activities from the welcome message through assigning a peer mentor. The Onboarding Set-Up Quick Reference Guide walks through each of the optional activities.    

·        The onboarding coordinator can now ‘archive’ the new hire record to remove it from the list of new hires viewable through the dashboard. Previously, the record could not be archived until all onboarding coordinator activities were completed. Page 11 of the Onboarding Set-Up Quick Reference Guide describes the archiving process.

o   The ability to archive multiple or ‘mass’ files is unavailable.

·        The number of emails the new hire receives has been reduced from four to two. The streamlined process should also eliminate the confusion caused by multiple emails and multiple SuccessFactors passwords. A New Employee Quick Reference Guide is now linked in the first auto-generated email the new hire receives. It outlines the two emails the new hire receives.

o   The first auto-generated email links to the New Employee Wizard and prompts the employee to complete the new hire data collection process.

o   The second email is generated once the completed new hire data moves through the system and the I2A2 process. The email will contain the new hire’s username and PUID, which is required to set up system access, passwords, etc.

§  The email links to the updated New Employee webpage (https://purdue.edu/newemployee) which also provides information on how to obtain the BoilerKey and access SuccessFactors. 

ApprovedNoneRegular News Article
 4/16/2019Buying
  
Please welcome Bill Gurchiek as Office Depot’s Account Manager for Purdue. Bill previously served Purdue through a prior office supply contract. He is regarded as an expert of Purdue’s office supply needs and of Office Depot’s contract. Purdue wishes Dennis DeLong well in his Account Manager role dedicated to the State government portion of the contract.

Bill has updated information on the Office Supply Quick Review Card (QRC) published online. The process updates include: How to request product returns and how to order custom stamps.

Questions can be sent to Roxie Coble at cobler@purdue.edu.

ApprovedPurdue TodayRegular News Article
 4/16/2019Transform Purdue
  
FY Exempt (salary) employees only working 9, 10 or 11-month schedules:

·        The system does not recognize the period they should not be paid, since they hold fiscal year appointments.

·        Employees should request unpaid leave through the Time off tile for the time they are not working.

a.      Unpaid leave is included in the selection under Other. Their supervisor will approve the unpaid time off.

·        The approved unpaid leave will flow through payroll, reducing their salary to zero.

·        When the unpaid leave is complete, the system will pick up the salary once again to process as normal.

There are certain areas that have exempt grad staff appointments or resident hall counselors that will follow a mass pay change process and will not need to record unpaid leave. Please contact bpr@purdue.edu for further discussion.
 

FY Nonexempt (hourly) employees only working 9, 10 or 11-month schedules:

1.      If the employee is using the negative time profile, a schedule change is required for the weeks they are not to be paid.

a.      A best practice for business offices would be to utilize the pre-built Ad Hoc schedule. The Ad Hoc schedule is seven days of 'non-working.' A temporary schedule could also be built. When the employee returns, the business office will need to change their schedule back to the previous one.

                                          i.     Please follow the Assigning a Non-Custom Work Schedule Temporarily quick reference for further guidance.

                                         ii.     The Ad Hoc schedule referenced above is located on row five of the Work Schedule Catalog.

2.      If the employee is using the positive time profile, no further action is required. They are not paid when time is not recorded.

ApprovedNoneRegular News Article
 4/16/2019Transform Purdue
  
The Work Schedule Catalog has been updated with additional Fiscal Year (FY) schedules announced in the previous article, Exempt position work schedule update, published April 9.
 
A couple of tips to consider:
  • AY schedules are for Academic Year (AY) employees only and are not used for Fiscal Year (FY) appointments. All AY schedules listed in column A, Work Schedule Names, start with ‘AY.’ All other schedules are for FY appointments.
    • Applying an AY schedule to an individual with an FY appointment who works 9, 10, or 11-months will not stop pay. For details on how to stop pay during such times, see the Time and leave process for Fiscal Year (FY) appointments working 9, 10 or 11-month appointments article also published today.
  • Please review additional information located in Column H, Comments, for further schedule descriptions. 
The Work Schedule Catalog is linked to the Assigning a Non-Custom Work Schedule Permanently QRG.
ApprovedNoneRegular News Article
 4/16/2019Transform Purdue
  

A recent Misspelled WordMisspelled WordSuccessFactors enhancement, announced April 4, described how editing position titles could help those with concurrent employment select the correct position for time, time off or employee profile review.



The Updating an Employee's Position Title Quick Reference Guide (QRG) outlines when updating a position title is possible and the steps to follow to make the change. For example:

  • The QRG outlines how to update a non-mass and non-vacant (filled position).
  • In order for any Position Title updates to flow to all individuals within a mass position, any updates to mass positions (filled or vacant) must follow the Updating Position Details QRG.
    • Mass positions (formerly known as grouped positions) are positions held by multiple individuals.



       

ApprovedNoneRegular News Article
 4/11/2019Reports
  
A new Misspelled WordSuccessFactors report called Work Schedule vs. FTE was recently shared with the Budget Approver and Initiator for EE Data Changes roles. This report is intended to help with the exempt position work schedule update. 
 
The prompts on this report work a little differently than other published reports. After clicking on the report name, a prompt box will appear. 
  • At the bottom of the box, there are a list of prompts that can be selected (Division, Department, Employee Class, Exempt/Non-Exempt, User/Employee ID). 
  • Select the Actions icon in beside the prompt chosen. 
  • Select Edit. A new dialog box will appear. Change the radio dial to By My Selection. Then either select from the list shown, or type in the Search box. 
  • Click the checkbox beside the choice selected and click OK.
ApprovedNoneRegular News Article
 4/11/2019Transform Purdue
  
The Summer Payroll web page “Resource” section is updated with the 2019 Summer Calendar and Summer Pay Calculator forms. The forms are only used in special circumstances, since all employee information is transferred over to SEEMLESS as of the first day of summer and first day of each month.  

The SEEMLESS vs. Summer Calculator web page outlines when the form would be utilized. The summer calculator should only be used instead of the application when an action effective date is after the first day of the month. For example, new hire, rehire, add additional, transfers, position reclassifications and change in pay with effective dates after the first day of the month should be completed via a summer calculator for that month. A summer calculator is only necessary for employees with mid-month position reclassifications if the salary is affected or the pay area is changing. This does NOT include administrative adjustments. SEEMLESS should be used for all other pay periods and situations.   

Business offices will directly input the calculator information into ECP in Misspelled WordInfotype 0015 as Wage Type 1315. The calculator will need to be attached to the transaction as supporting documentation. Please do not forward calculators to Payroll.  

All training resources are easily referenced online.
ApprovedNoneRegular News Article
 4/11/2019General Info
  
SAP S/4 and Misspelled WordSuccessFactors will be unavailable on Saturday, April 13 starting at 2:00 AM until 6:00 AM.  SAP financials, Misspelled WordSuccessFactors Onboarding, Recruitment, Learning, Employee Self Service, EC time and Payroll will all be impacted by this outage.  

The outage time will be used to create copies of each environment to rebuild the corresponding QA environments.
ApprovedNoneRegular News Article
 4/9/2019General Info
  

Purdue University recently renewed its agreement for print and digital services and named Xerox as the sole provider of all West Lafayette campus print materials including digital print, off-set and wide format print and mailing services.

The majority of campus already utilizes their services and will not be impacted by this announcement. Open projects through other vendors can be completed, but all new requests must be initiated through the methods outlined below.

Existing and new customers will continue to benefit from the convenience of Xerox print shop and copy center locations in the Printing Services Facility and Purdue Memorial Union, respectively, as well as an onsite team that provides consultative project support.

In order to effectively provide service delivery for all of the University’s print projects moving forward, Xerox plans to enhance their online storefront and add estimating tools to assist customers with budget planning in the coming months.

Print and digital services can be requested at PurduePrintDigital@xerox.com, (765) 494-2006 or online at https://print.xeps.net/.

Questions about this partnership may be directed to Procurement Services at (765) 494-7278.

ApprovedNoneRegular News Article
 4/9/2019Transform Purdue
  
Work schedules for exempt staff (such as graduate employees, faculty with split appointments or other part time exempt staff) impact correct leave or time off calculations. Business management staff are asked to review the work schedule for those with graduate staff appointments and assign the appropriate work schedule, if applicable. The correct work schedule will calculate requested time off correctly.

The following work schedules have been added:

exempt schedule Work schedule training documentation is available as well as Quick references for both the “Assigning a non-custom” and “custom” work schedule.
 
Contact timeadmin@purdue.edu for further information.

ApprovedNoneRegular News Article
 4/9/2019Transform Purdue
  
Until recently, the Payroll Offer Letter SharePoint site only provided access for the document creator to view the status of documents submitted by them.
A newly created "Business Office View" will allow those in business management roles to view status by document type.
  • Types of document include Direct Hire, Form 19, Form 19L, LTL Action Spreadsheet, Offer Letters and Post Doc Extensions and RTR.
  • Statuses include pending, waiting on response/input/answer and completed. The payroll appointment specialist inputs the status.  A ‘Completed’ status indicates the record has been created/edited in the system, as applicable.

The “Business Office View” is available via a clickable tile similar to the “View my submissions” tile.

business view tile

Click Type of Document to view status.

business office view

Click Status to view the date the form was submitted and by whom. It also includes last and first name of employee.

status view

The Business Office View is especially helpful for the direct hire process, providing a status for those needing to know when the direct hire will be in the system. In order to meet data handling guidlines, individuals other than the submitter cannot access the attachment. Those needing further information concerning the form details can contact the creator or paspec@purdue.edu.

ApprovedNoneRegular News Article
 4/9/2019Finance
  

Now that both the Human Capital Management (HCM)  and Finance transformationg projects have deployed, we are consolidating the cost center and department update processes to ensure that all systems remain in sync. Cost center and department changes will now be processed through the Accounting Services sharepoint site.  

ApprovedNoneRegular News Article
 4/4/2019General Info
  
SucessFactors production will be upgraded on April 6, 2019 starting at midnight and ending at 7 a.m. All SuccessFactors modules will be impacted, including Payroll, Learning, Onboarding and Recruitment.
 
This outage is for the Q1 SuccessFactors upgrade.
ApprovedNoneRegular News Article
 4/4/2019Transform Purdue
  

SuccessFactors follows a quarterly release schedule to implement enhancements; the first 2019 release is scheduled in April. Starting April 7, all employees will notice:

  • Employee Profile style changes includes boxed information to make it easier to read
  • Employee Profile header with tabs remains accessible, even when scrolling downEmp Profile
  • Employee Profile will display Position Title instead of Job Title for concurrent employmentposition exampleTitle example
This change could also improve selecting the correct position for those with concurrent employment. The position title will now be listed in the drop-down vs. job title for employees to select. The Updating an Employee's Position Title Quick Reference Guide (QRG) outlines when updating a position title is possible and the steps to follow to make the change. The QRG also links to the Student Position Structure for position title naming convention best practices.

Workflow options for groups

A new functionality, "Assign to me", is available for work groups. The functionality allows a member of the work group to "take" an assignment from the workflow request list. This functionality also displays the name of the person who it is assigned to. Workflow groups are often used with business management and central office teams, such as Payroll.

workflow group

Work groups can follow the Assign to Me - Workflow Option for further instruction.

Company Info has Company Structure Overview

In addition to viewing Org Chart and Position Org Chart, business and central offices can now view Company Structure Overview to review organizational structure for high-level planning decisions. The structure provides information on total person, total FTE and positions assigned to an organization. This information is similar to the details provided in the Position Org Chart and the transaction code PPOSE previously utilized. Similar to Position Org Chart, the position record can be edited from this screen, including selecting 'to be hired,' changing FTE or position title.
Org chart exPosition org chart

Helpful hints:
  • The date feature in Position Org Chart and Company Structure Overview can be used to review past history. Click 'Today' towards the upper right to show the data as of that date. 
    date feature
  • Company Structure is easy to view people or position by department, division and business unit at a higher level and get a count.
    company structure
  • For reporting relationships, Org Chart and Position Org Chart are sufficient.
ApprovedNoneRegular News Article
 4/4/2019Training
  
The Direct Hire Process and form have been updated.
 
After the direct hire completes the form, it will be routed back to the initiator. The initiator will then upload the form to the Payroll Services SharePoint site.
ApprovedNoneRegular News Article
 4/4/2019Transform Purdue
  

Business offices can attend a working lab to receive additional guidance while working through summer calendars. Registration is available online. The open lab schedule is:

  • Monday, April 8 – 1 to 3 p.m. in PFEN 103
  • Tuesday, April 9 – 10 a.m. to noon in HEAV G035

The following SEEMLESS enhancements have been implemented for Summer Pay:

  • Summer pay for graduate staff will be calculated by the submission of biweekly pay period calendars in SEEMLESS.
    • The business office and/or faculty can create and submit biweekly calendars on the student's behalf. Biweekly calendars require business office review.
        • The steps to take within SEEMLESS to enter summer pay for graduate staff are similar to faculty, with the difference being the pay period calendars versus the monthly calendars.
    • Business offices can also submit Mass Calendars for graduate staff.
  • Users with multiple appointments will now see all PERNRs listed on the Summer Pay Dashboard. Users can select the PERNR, complete calendar and cost distribution, and submit calendars for the appropriate PERNR. With this flexibility, the business office will need to ensure that the total summer pay does not exceed 1 FTE for the employee.  

Business offices are encouraged to review the Summer Payroll webpage for updated process and training information. The following training resources have been updated:

ResourceDescriptionUpdate Date
Video DemonstrationBusiness Office Video (will be available Friday, April 5; links to Webpage)Video demonstration replaces last year's 'sneak peeks' and provides more details.

Faculty Summer Pay Work Instruction Video

Create Calendar, Enter Cost Distribution, and Submit  Quick Reference

Business Office Quick Reference Guide (QRG)

 

Updates include the ability to choose pay period calendar and ability to select PERNR if faculty/grad has multiple appointments

Faculty Quick Reference Guide (QRG)

Summer Pay Faculty Cheat Sheet

 

The following Quick References are unchanged but still valuable:

Business OfficeFaculty
Fund Account Management – Business Office QRGMy Fund Accounts – Faculty QRG
Managing Templates and Cost Centers – Business Office QRG

Review and Approve Calendar – Faculty QRG

Mass Payroll – Business Office QRG 
Re-Open Calendar and Retro Pay – Business Office QRG 

 

Business offices are encouraged to review the SEEMLESS vs. Summer Pay webpage to understand when a paper Summer Calculator may be needed. For example, mid-month actions, such as transfers or position reclassifications when salary or pay area is changed require a Summer Calculator Form.

Additional communications will announce when the 2019 paper calendar and calculators are updated, as well as other webpage changes.

ApprovedNoneRegular News Article
 4/2/2019General Info
  
Although Webclock performance issues are being worked through, it is important supervisors continue to review and approve time pairs.
 
All time pairs will be pulled for payroll processing, regardless of approval, at 5:00 p.m.
 
Updates will continue to be communicated.
 
Contact timeadmin@purdue.edu for further questions.
ApprovedNoneBreaking News Article
 4/2/2019General Info
  
​Although the Webclock is available for employees to clock in and out, we are aware of the following intermittent issues:
  • Some employees are unable to view History and edit previously recorded time pairs
  • Some supervisors are having trouble accessing, reviewing and approving time pairs
Supervisors should continue to attempt to approve the previous pay period as per the typical process. Updates will continue to be communicated.

Contact timeadmin@purdue.edu for further questions.
ApprovedNoneBreaking News Article
 4/2/2019Transform Purdue
  

The Identity Management – Roles and Privileges website has been updated with recent role lists:

  • IDM Business Role List (located under Role Request)
  • Business Role with Description by Name and User ID (located under SuccessFactors-related roles with description, by user name)

 

Role questions should be submitted to SAP-SF-roleassistance@purdue.edu.

ApprovedNoneRegular News Article
 4/2/2019Training
  

Support staff and business office employees who assist employees with travel arrangements, travel requests or expense reports should attend TRVLC 250 – Concur Business Office and Support Staff Training.  The two-part training which provides detailed information and hands-on opportunities in Concur Travel and Expense is scheduled to meet from 2:30 to 5 p.m. on both Wednesday, April 17 and Thursday, April 18 in PFEN 103, located in the David C. Pfendler Hall of Agriculture, 715 W. State St. 

 

This course introduces business office and support staff to the electronic travel and expense system. The content ensures staff have the knowledge, skills and abilities to make a travel request, book travel segments, complete expense reports and review these for accuracy within Concur. Part One covers booking travel and completing travel requests, and Part Two covers preparing expense reports. This is a hands-on course where participants are given exercises to create requests, expense reports and book travel in a training instance of Concur.

 

To secure a seat in the class, please enroll in the two-part TRVLC 250 – Concur Business Office and Support Staff Training from within the Learning module of SuccessFactors.

ApprovedNoneRegular News Article
 4/2/2019General Info
  

Purdue SharePoint users and their sites will be moving to SharePoint 2016 from SharePoint 2013 beginning in May.

 

SharePoint sites will remain accessible in read-only mode during the migration.

 

Site administrators will receive more information on the migration process and testing later this spring. Have questions? Contact sp-upgrade@purdue.edu.

 

SharePoint 2016 will offer Purdue users a variety of new features, including keyboard shortcuts, improved mobile experience and sharing capabilities, better and faster searching, and image and video previews. Site administrators also should find that they have more flexibility overall.

 

ITaP is migrating Purdue to SharePoint 2016 so Purdue SharePoint sites are compatible with the new BoilerAD (Active Directory) domain to which Purdue computing systems are being converted.

 

Directory services on a computer network handle tasks such as verifying your user name and password and other functions integral to getting where you want to go and doing what you need to do safely on Purdue’s network. The University’s old directory system, OnePurdue, was installed more than a decade ago and can no longer keep up with modern demands. BoilerAD gives Purdue an up-to-date directory system with ample capability for future growth.
ApprovedNoneRegular News Article
 4/2/2019Finance
  

The Fall 2018 Effort Reporting utilizing SEEMLESS has been completed.  

Any PARs in a status other than "Certified" (ex: Open, Faculty verification, Business Review, Pre-Audit, Re-opened) in SEEMLESS as of the SAP S4 cost distribution only off-cycle run date of March 15, will need to follow the Effort Reporting and Cost Distribution for Payroll Periods Prior To January 1, 2019 process outlined on at the bottom of the Costing webpage, https://www.purdue.edu/business/mas/costing/Effort_Reporting/index.html. This process requires that any necessary changes to cost distribution based upon the certified PAR be made with a JV and submitted with the appropriate backup documentation as outlined in the process documentation.

5,888 PARs were successfully certified through SEEMLESS. 1,010 of those PARs had changes which were attempted to be processed through a cost distribution only off-cycle in SAP S4. 868 of those PARs with changes processed through that cost distribution off-cycle without any issues; however, there were 142 PARs with changes that could not be run through the off-cycle for various reasons, including data changes in the S4 system that would have generated changes to pay, benefits or taxes or posting errors that could not be corrected. Therefore, these 142 PARs that were omitted from the cost distribution only off cycle will need to be submitted with the JV process mentioned above. This listing will be compiled by Costing and distributed to the respective business offices for resolution. 

PARs affected by the above situations will need a paper copy PAR generated for inclusion in the JV process with the attached backup documentation.  Business offices can retrieve the paper PAR in SEEMLESS by following the below steps:

Open the SEEMLESS application and go to the Archive page which will allow you to print the PAR PDF

Click on the Effort Reporting tile

Click on the Archive tab

Click on the desired PAR period

Click on the advanced search to show the status field

Click on the desired status

Click on the search (or enter)

Select the PAR and click on PAR PDF to generate a paper PAR

Any additional questions or concerns can be emailed to effort@purdue.edu.

ApprovedNoneRegular News Article
 4/1/2019General Info
  
The Webclock application is currently down and inaccessible for both users and supervisors. Webclock users will be able to add or change their clock in/out time and supervisors will be able to approve time, once the application is available. Another communication will announce the Webclock availability.

Contact timeadmin@purdue.edu with further questions.

ApprovedNoneBreaking News Article
 4/1/2019Finance
  

A recent B@P News article announced the ZV60, FV50 and wire process changes implemented in early March 2019. Those submitting ZV60s with a wire transfer payment method must ensure the banking information is correct in the vendor master data. Please attach the original banking instructions provided by the payee or the completed Wire Transfer Request Form to the new Vendor Request or Vendor Change Request form, which provides the Master Data team needed information to input.

If applicable, remember to attach all required tax forms. This change is effective immediately.

 

·        The Wire Transfer Request form and Quick Reference Guide (QRG) are located on the ACH/Wires webpage of the Office of Treasury Operations website. 

·        The Vendor Change Request form and New Vendor Request form is available on the Master Data Forms SharePoint site and the Forms webpage of the Accounting Services website.

·        Back up documentation, including the Wire Transfer Request form, are still required attachments for ZV60 transactions.

 

Storing banking information in vendor master data will allow Treasury Operations to ensure the account number on the vendor record matches the account number on the Wire Transfer Request form. Please remember banking details cannot be shared via email per data security rules.

 

Contact financehelp@purdue.edu for further information.
ApprovedNoneBusiness Update Article
 3/28/2019Training
  

Monthly open labs are available for building deputies and request approvers, including business office and work order requestors, to receive additional instruction or to have questions answered about Plant Maintenance processes. The focus of the sessions will be on creating and approving notifications, and setting up display variants and user questions will also be covered.

Registration for each open lab is offered on a first come, first serve basis – space is limited. The goal of these labs is to facilitate continuous improvement of the new Enterprise Asset Management (EAM) processes.

ApprovedNoneRegular News Article
 3/28/2019Training
  

P2P 200 - Creating Requisitions in Ariba is scheduled for Thursday, April 11. The session will meet from 9:30 a.m. to 12:00 p.m., in PFEN 103, located in the David C. Pfendler Hall of Agriculture at 715 W. State St. 

This hands-on class will meet in a computer lab. Participants will use a training environment to create catalog and non-catalog requisitions, monitor requisition status and learn how to withdraw or edit a requisition.

 

Staff can ensure a space in the class by registering for P2P 200 – Creating Requisitions in Ariba within the Learning module of SuccessFactors.

ApprovedNoneRegular News Article
 3/26/2019Travel
  

Effective April 1, Anthony Travel will be Purdue’s official travel partner University-wide. Anthony Travel has been serving Intercollegiate Athletics for several years and now will serve the business travel needs of all faculty and staff.

Anthony Travel will provide faculty and staff with comprehensive travel management services including air and ground transportation, hotel accommodations, group travel and 24/7 travel assistance, which allows travelers to resolve issues quickly when on the road outside normal business hours.

The University is exploring a new Boiler Travel initiative, and this transition to Anthony Travel is a precursor to the new initiative. More information on the broader program will be shared in the coming weeks.

Faculty and staff are encouraged to use Anthony Travel to book their travel beginning April 1. Please review the following information about the transition and the new provider:

  • Departments will not be charged transaction booking fees with Anthony Travel.
  • Effective April 1, University business travelers may book with Anthony Travel in one of the following ways:
  • Anthony Travel agents will be able to view and assist with travel reservations made through Altour before April 1; however, faculty and staff are encouraged to wait to book future travel until April 1 if possible to help ease the transition between providers.

  • Effects of the agency transition on Concur
    • Booking through Concur will not be available for approximately two days, beginning at 9 a.m. March 25. Expense reports may still be entered during this time. A notice will appear in Concur when booking is once again available.
    • Itineraries established before April 1 will not be viewable in the traveler's trip library. If the traveler or travel arranger needs a copy of an existing itinerary, it must have been saved or printed before 9 a.m. on March 25. After that date, existing itineraries must be obtained from the airlines.

For more information, email boilertravel@purdue.edu or call 765-496-TRIP (765-496-8747).

ApprovedNoneRegular News Article
 3/26/2019General Info
  
New hires currently working through the onboarding process receive an email after completing new hire data collection, providing their username, PUID and a link to the new employee welcome page. The link  was incorrect in recent emails, resulting in an error message when selected. While the email is being updated with the correct link, managers and business offices can help guide new employees that received the error message to the correct new employee welcome webpage, https://purdue.edu/newemployee.
 
The website provides instructions for the new employee to set up a career account password and BoilerKey. 
ApprovedNoneRegular News Article
 3/26/2019Reports
  
The Cognos standard reports Employee Listing with Salary Details and Position Reports have been updated. These reports are located under Team content > Boiler Insight > Standard Content > HR and Payroll.
 
ApprovedNoneRegular News Article
 3/22/2019Transform Purdue
  
As employees are preparing for this upcoming annual evaluation, some are wanting to access their previous performance reviews from SAP. Employees should access past performance evaluations through the Historic SAP Performance Forms tiles located towards the bottom of the SuccessFactors homepage under “Performance Management.”  
 

The link within the 2018-19 Performance Assessment labeled Employee- Historical Performance Forms is not currently working. Users are receiving the following error message.

 

 

 

 

 

ApprovedNoneBusiness Update Article
 3/21/2019Reports
  
A new report, titled "Data Change Scheduled Version,"  has been published to Boiler Insight > Standard Content > Scheduled Versions' folder. This report allows users to schedule to receive data changes for the prior two days, prior seven days, prior 14 days or prior 30 days.
 
The Payroll Process for Business Support has been updated. The following changes will be noticed:
  • Any listed report will display the report title with the reporting system in parentheses (Example: Leaves Report (SF)).
  • The Data Change Report is listed in step three and in included in the Reporting References. Users have the choice of utilizing a scheduled version.
  • Step three also includes a link to the Employee Class & Type - Crosswalk and Defaults.
ApprovedNoneRegular News Article
 3/20/2019
  
The March 2019 through June 2019 tabs on the Monthly Payroll Calendar have been updated on the website.  In addition, the Payroll Write Days and Paydates (2018-2019 tab) and the Schedule of Off Cycles (2019 Jan-June tab) have been updated.  Specific changes to the calendars are as follows:
  1. A specified open for corrections timeframe is now listed on the calendars for the biweekly payroll writes.  Please note that the time is Eastern Time Zone.
  2. The open for corrections has been removed for the monthly payroll writes.
  3. A notification email regarding “open for corrections” will no longer be sent.  A notification will only be generated if a variation from the calendar is required due to unforeseen circumstances. 
  4. The start of the monthly payroll write for March is now on March 25, 2019.
  5. The start of the monthly payroll write for April is now on April 24, 2019.
  6. The second off-cycle for May now pays on May 23, 2019.
ApprovedNoneBreaking News Article
 3/19/2019Training
  
Reconcilers who would like assistance with current exceptions should plan to attend P2P 255 – Invoice Reconciliation Exceptions Open Lab. This lab is not a structured class, so attendees should come prepared to work through existing exceptions in Ariba. Subject matter experts will be on hand to assist.  The open lab is scheduled frpm 1:30 to 3:30 p.m. on Tuesday, April 2 in PFEN 103. Staff can ensure a space in the class by registering for P2P 255 – Invoice Reconciliation Exception Open Lab from the Learning module of SuccessFactors.
ApprovedNoneRegular News Article
 3/19/2019General Info
  
The West Lafayette Bursar Office would like to remind all departments with graduate staff appointments  to submit a list of graduate staff students for the summer 2019 semester to the Bursar Office. Submit the list using the Graduate Appointment Submission Form located on the Bursar Office website. This form is required for both adding additional grad staff and removing any grad staff positions that were not accepted or filled. This form will need to be submitted every semester in order for the remission to apply.
 
For questions, please contact Glenda Smith or Michelle Fulk in the Bursar Office.    

ApprovedNoneRegular News Article
 3/19/2019Reports
  
Two new Boiler Insight reports have recently been published to help with monitoring Limited Term Lecturer (LTL) appointments. The first report is LTL Listing by Department, which contains a list of active LTLs during the time frame selected on the prompts. The second is Individual LTL History report. This report can be used to research employment details on individuals found in the first report or LTLs new to the  department.
 
For questions regarding these reports, contact coereporting@purdue.edu.
ApprovedNoneRegular News Article
 3/19/2019Training
  
 A Work Schedule Catalog has been created and added to the QRGs below. The Work Schedule Catalog provides descriptions and details of each of the available work schedules and can help with selection and/or making the determination whether a custom work schedule is needed.
The Work Schedule Changes business process outlines the process for updating an employee's work schedule and contains the QRGs linked above.

ApprovedNoneRegular News Article
 3/14/2019General Info
  
SuccessFractors Learning will be unavailable from 11 p.m. on March 15 at 11 p.m. to 6 a.m. on March 16. This outage is due to contractual maintenance.
 
SuccessFactors Learning is the only SuccessFactors module impacted by this outage.
ApprovedNoneRegular News Article
 3/14/2019Training
  
P2P 200 - Creating Requisitions in Ariba is scheduled for Thursday, March 28. The session will meet from 9:30 a.m. to noon in PFEN 103, located in the David C. Pfendler Hall of Agriculture at 715 W. State St. 

This hands-on class will meet in a computer lab. Participants will use a training environment to create catalog and non-catalog requisitions, monitor requisition status and learn how to withdraw or edit a requisition.  

Staff can ensure a space in the class by registering for P2P 200 – Creating Requisitions in Ariba within the Learning module of SuccessFactors.
ApprovedNoneRegular News Article
 3/12/2019General Info
  
When an employee is transferred, there appears to be a transition period in which both the prior and current supervisor see the employee's time pairs in the Webclock application. A resolution is currently being tested. In the meantime, the prior supervisor should ignore the time approvals for their former employee, allowing the new supervisor to approve. Please do not reject the timesheet or time pairs. The current supervisor is responsible for reviewing and approving time.
ApprovedNoneRegular News Article
 3/8/2019General Info
  
SAP systems will be unavailable for two-and-a-half hours on Sunday, March 10, 2019 beginning at 1:50 a.m. for the Daylight Saving Time change. 

This outage will impact Purdue's SAP Financial, Procurement (Ariba), Business Warehouse, GM AIMS Reporting, PPM, and Plant Maintenance.
ApprovedNoneBusiness Update Article
 3/7/2019General Info
  
If you employ Purdue University Federal Work-Study Students (FWS), then you should plan to attend the FWS Student Payroll Procedures Workshop. The workshop will be on Tuesday, March 26, 2019 8:45a – 11:30a in MSEE Rm B012.  

This workshop is intended for anyone whose job entails duties related to the employment of Federal Work-Study students from Purdue University, particularly Business Administrators, Payroll Clerks, and Supervisors.  This workshop will contain important information regarding Success Factors and the hiring process when hiring a Purdue University FWS student.  We will also cover PAF and Cost Distribution setup for FWS students for the 2018 - 2019 Academic Year.     

Please visit the following link to register for this conference:
If you have any questions in advance about Federal Work Study which you would like to see addressed during this session, please email workstudy@purdue.edu.

This workshop is sponsored by Student Employment Services (DFA) and The Bursars Office.
ApprovedNoneRegular News Article
 3/7/2019Buying
  
Ariba is experiencing intermittent issues of slowness and/or inability access catalogs.  

Ariba is working to resolve these issues, an update will be sent once these issues are resolved.
ApprovedNoneBreaking News Article
 3/7/2019Finance
  
The table that outlined the scenarios in which W-9s or Substitute W-9s are required in Tuesday's article W-9 required as ZV60 back up documentation has been updated to reflect the following clarifications:
  • Substitute W-9s are not required for refunds or reimbursements to employees.
  • A Form 17C is required for any payment to a prospective employee. A Substitute W-9 is not required.

ApprovedNoneRegular News Article
 3/6/2019Finance
  

As a reminder, for those following the Payroll Process for Business Support, tasks completed during “Open for Corrections” starts with step 8 on page 3.

Audit and Adjust Cost Distribution:

  1. Run Time Paid with Details Report in ECP to audit and adjust Cost Distribution as needed

Employee Data Changes to avoid overpayments are the only permitted employee data changes during Open for Corrections:

  1. Terminations (Termination Process; Creating a Termination Request QRG)
    • Take the Action in EC
    • Contact the Appointment Specialists at paspec@purdue.edu to request forced replication of the impacted record(s) so that the change will be reflected in the current payroll run
  1. Reductions in FTE (Processing an Employee Data Change - FTE Change QRG)
    • Take the Action in EC
    • Contact the Appointment Specialists at paspec@purdue.edu to request forced replication of the impacted record(s) so that the change will be reflected in the current payroll run
As a reminder, to complete actions for Employee Data Changes that avoid overpayments during Open for Corrections, the action must still go through all appropriate workflow before it is available for PA specialists to work on.
ApprovedNoneBusiness Update Article
 3/5/2019Training
  
P2P 260 – Invoice Reconciliation Exceptions for Reconcilers Showcase reviews the invoice reconciliation process from exception to approval. Examples of situations when an Invoice Reconciler must take action to clear an exception will be demonstrated. They include PO Received Quantity Variance, PO Price Variance, PO Quantity Variance, PO Received Line Amount Variance, Shipping Variance, and Special Handling Variance. In addition to these exceptions, information regarding credit memos and approvals of exceptions are also discussed.

For staff new to the Invoice Reconciliation Exception process, or for those who would like a refresher, a showcase has been scheduled from 1:30 to 3 p.m. on Tuesday, Feb. 19 in MRGN 129, located in the Burton D. Morgan Center for Entrepreneurship, 1201 W. State St.

Staff can ensure a space in the class by registering for P2P 260 – Invoice Reconciliation Exceptions for Reconcilers Showcase through the Learning module of SuccessFactors.
ApprovedNoneRegular News Article
 3/5/2019Training
  
When submitting external codes associated with the termination of an individual with future dated timesheets to timeadmin@purdue.edu, the effective date of the termination should be included. Including the effective date will streamline the process and ensure that only the appropriate timesheets are deleted.
 
This update has been made in the Creating a Termination Request QRG.
ApprovedNoneRegular News Article
 3/5/2019Finance
  
The QRG for creating Internal Orders has been updated with the endowment fields descriptions. In addition, the Internal Order Template has also been updated with an additional question about endowments. Please review both before requesting a new Internal Order.
ApprovedNoneRegular News Article
 3/5/2019General Info
  
The faculty requisition and offer workflow no longer requires departments to add in ISS (Amanda Thompson) as an approver in the workflow. ISS will make a “voluntary” wage analysis request process available to departments, through the immigration system already used by department ISS Liaisons. If the department wants a wage analysis during a faculty search, they can contact ISS at any time to request. The QRG has been updated to reflect this change.

Reminder

For faculty offers, please ensure you are uploading a copy of the offer letter when submitting the offer approval.  View the quick reference guide on creating the offer approval and attaching the offer letter.

Tips for keeping track of your offer approvals
 
Did you know those initiating offer approvals are able to monitor the status of submitted approvals? 

To view the workflow, choose Recruiting from the drop down menu.


Within the recruiting module, please select “offer approvals” on the right hand side of the screen.

This will provide you with the status of all the generated offer approvals.


Coming soon are:
  • A work instruction video on initiating faculty letters, as well as best practices for faculty offer letters and most common errors.
  • A work instruction video on initating faculty offer letters.
  • Best practices for faculty offer letters and most common errors.
ApprovedNoneRegular News Article
 3/5/2019Training
  
Support staff and business office employees who assist employees with travel arrangements, travel requests or expense reports should attend TRVLC 250 – Concur Business Office and Support Staff Training.  The two-part training which provides detailed information and hands-on opportunities in Concur Travel and Expense is scheduled to meet from 2:30 to 5 p.m. on both Wednesday, March 20 and Thursday, March 21 in PFEN 103, located in the David C. Pfendler Hall of Agriculture, 715 W. State St.

This course introduces business office and support staff to the electronic travel and expense system. The content ensures staff have the knowledge, skills and abilities to make a travel request, book travel segments, complete expense reports and review these for accuracy within Concur. Part One covers booking travel and completing travel requests, and Part Two covers preparing expense reports. This is a hands-on course where participants are given exercises to create requests, expense reports and book travel in a training instance of Concur.  

To secure a seat in the class, please enroll in the two-part TRVLC 250 – Concur Business Office and Support Staff Training from within the Learning module of SuccessFactors.
ApprovedNoneRegular News Article
 3/5/2019Finance
  
The ZV60 workflow will now include the Office of Treasury Operations. The Wire Request form must now be attached to the ZV60. After approval by the Tax Department and appropriate fiscal approvers via workflow, Treasury Operations will receive the ZV60 for initiation of the wire and posting of the ZV60.  Important information to know regarding this change:

The new process will be effective on March 6, 2019.
  • The new Wire Transfer Request template must be attached to the ZV60.
  • DocuSign will no longer be used as of the effective date and the DocuSign template will be decommissioned.
  • If you have a wire in process via DocuSign, DO NOT resubmit. Approve in both DocuSign and in the ZV60 workflow for the few wires already in process. Treasury Operations will attach the wire confirmation to the ZV60 at the end of the process.
  • It is very important to enter the W in the payment method on the payment tab for a wire. If the W payment method is not used the ZV60 will not route to Treasury Operations and no wire will be sent.
  • If the wire is to be sent in a foreign currency, continue to enter the estimated USD amount in the ZV60. The actual dollar amount will be updated by Treasury Operations once the wire has been sent.
  • The new Wire Transfer Request Form and the updated Wire Transfer Request Form QRG

ApprovedNoneRegular News Article
 3/5/2019Finance
  
Enhancements have been made to the workflow for ZV60 and FV50.  

The enhancements are as follows:
  • FV50 (SA doc type) using federal appropriation fund accounts will route directly to level 3 approver at the BA. This will allow for the appropriate pre-audit review for the federal funds.
  • ZV60 (KR doc type) or a FV50 (SA doc type) using a balance sheet GL will route to the level 3 BA approver.
  • ZV60 wire payments no longer require the DocuSign process; complete the ZV60 Wire Transfer Request form and attach it to the ZV60/KR and indicate payment type of “W” and the document will route to treasury operations for approval and execution of the wire. If a “W” is not placed in the payment method it will not route to treasury operations and could get sent by the wrong method. Please see the "Action required: Wire transfer process change" in this same issue for further detail related to these changes.
  • Level 3 and 4 approvers have been added to the RCC level; documents that are not balance sheet transactions; involve a federal appropriation account; and do not require pre-audit will now route to the level 3 for the RCC when the amount is greater than or equal to $25,000.
  • The level for Property Accounting Form approvals is changing from Level 3 to Level 2.  As a reminder, instructions for processing and adding an ad hoc approver are located in the Property Accounting Electronic Form Approvals QRG.

ApprovedNoneRegular News Article
 3/5/2019Finance
  
During the transition to the new Finance structure and upgrade to SAP S4 Hana, the tax department continued processing ZV60s without the required W-9 attached. Tax has been sending emails to ZV60 initiators requesting the required W-9. It is important to obtain the documents and send them as attachments to baer3@purdue.edu.

Starting Monday, March 18, Tax will no longer accept or process ZV60s without the required W-9 attached. Those transactions will be rejected, requiring resubmission with the W-9 attached, before the payment can be approved.

When is a W-9 required?

In a former B@P News article, the BP – Search for Business Partner Record – Vendor QRG was highlighted as the document to view the tax withholding recipient grid.
ApprovedNoneRegular News Article
 2/28/2019General Info
  
Information can be submitted to Business@Purdue by using the Article Submission Request Form.
 
Types of articles that can be submitted:
  • Regular News
    • Articles may include new and revised business processes, forms, software problems, delays, solutions, deadlines, training, reminders, tips, new staff, employment opportunities and more.
    • Regular news articles are sent on Tuesdays and Thursdays
    • Deadlines for submitting a regular news item:
      • Tuesday's mailing - article must be submitted before 5 p.m. on Thursday. 
      • Thursday's mailing - article must be submitted before 5 p.m. on Monday.
  • Breaking News
    • An item sent immediately to inform staff of something that is not working
      • Example: system outage
  • Business Update item
    • An item sent out to inform staff of a change but needs to be sent out before and/or after a regular news cycle 
Subscription Information:
For questions, contact Business@Purdue News Administrator.

ApprovedNoneRegular News Article
 2/28/2019General Info
  
Step two of the Work Schedule Changes (New, Perm, Temp) process has been recently been updated to reflect the importance of reviewing time off requests prior to changing work schedules. Changing work schedules could affect an employee’s time off requests and also cause time entry issues, overpayments and payroll errors.    

If making a retroactive work schedule change and there are time off requests between and/or including the effective date and the current date that include days/times that will no longer be working days/times:
  • Do not enter the change. Contact timeadmin@purdue.edu and include any time off requests that were entered for days after the effective date but before the current date.
If making a retroactive work schedule change and there are time off requests after the current date that will no longer be working days/times when the date arrives
  • Instruct the employee to cancel the request and resubmit (if applicable) for a timeframe that will be part of their work schedule.
If making a future-dated work schedule change and there are time off requests after the current date that will no longer be working days/times when the date arrives.
  • Instruct the employee to cancel the request and resubmit (if applicable) for a timeframe that will be part of their work schedule.
ApprovedNoneRegular News Article
 2/28/2019Transform Purdue
  
The Payroll for Business Support process outlines three validations to be completed prior to the new hire/rehire/transfer first pay period.

The Data Change Report through BI or Cognos easily identifies all new hire/rehire/transfers by department and action date. Most business areas run this report weekly, if not daily, in order to view all employee data changes.
 

Validate or edit time profile, time recording profile and work schedule

  • This information is located in the Job Information of the employee profile.
    Job Information of the employee profile
  • The Time Profile Audit Report located in SuccessFactors Report Center can utilize filters and downloaded when needing to view all new hires or rehires at a glance. The SuccessFactors Report Center Basics and Navigation provides helpful information to navigate reporting. 
    Time Profile Audit Report
If work schedules need changed, the business office or center can easily follow the Work Schedule Changes process; if time profiles need updated, see the View / Change Time Profile or Time Recording Profile QRG.
 

Validate or edit Compensation Manager

Enter Cost Distribution.
  • Staff new to a position will not have cost distribution. Cost distribution, similar to past processes, can be viewed and edited in SAP.
The business office or center can access SAP GUI (X7L Production) to follow the Display, Create or Change Cost Distribution QRG. The SAP GUI requires a VPN connection.
ApprovedNoneRegular News Article
 2/26/2019Transform Purdue
  
It is possible to have more than one SuccessFactors session open at a time. This is beneficial when needing to view information located in different tiles or modules. While in SuccessFactors, right click and select Duplicate from the menu items.
 
ApprovedNoneRegular News Article
 2/26/2019Transform Purdue
  
The Business Role with Descriptions by Name and User ID and Supervisor Role Bundle by User Name and Department workbooks have been updated as of Feb. 24. Additionally, a new report, IDM Business Role list, displays technical, display and privilege name for all roles.
 
The workbooks are available on the Identity Management – Roles and Privileges webpage and reflect current SuccessFactors roles by user ID and name. Visit the webpage to learn more about role descriptions.
 
To request or change a role, email SAP-SF-roleassistance@purdue.edu. The email should contain Position ID and the role name needed or edited. If the new role is only needed for a limited time, please include the end date.
ApprovedNoneRegular News Article
 2/26/2019Transform Purdue
  
Updating or assigning supervisors is completed on the position and not the employee profile or employee record. Page five of the Updating Position Details QRG identifies Higher-Level Position field as the supervisor. Updating or assigning a supervisor is not a data change performed on the employee record; the supervisor field under Job Information is locked. Those initiating terminations can review page eight of the Creating a Termination Request QRG to also learn how assign direct reports to a new manager, if applicable.
ApprovedNoneRegular News Article
 2/26/2019Training
  
Employees who use Concur Travel and Expense to arrange travel, create travel requests and expense reports can gain some hands-on experience by attending TRVLC 200 – Concur Traveler Training. The next offering is scheduled from 2:30 to 5 p.m. on Wednesday, March 13 in PFEN 103, located in the David C. Pfendler Hall of Agriculture, 715 W. State St.       

This course is designed for individuals who use Concur Travel and Expense to book travel and create travel requests and expense reports. This course introduces travelers to the electronic travel and expense system. The content ensures staff have the knowledge, skills and abilities to make a travel request, book travel, and complete expense reports within Concur. This is a hands-on course where participants are given exercises to ensure they can use the Concur Travel and Expense system.  

Please ensure a seat in class by registering for TRVLC 200 – Concur Traveler Training within the Learning module of SuccessFactors.
ApprovedNoneRegular News Article
 2/26/2019General Info
  
New hires working in the state of Indiana should not be processed as remote hires. The initiator completing the Post Hire Data Verification will mark "no" for the remote question, unless the new hire will physically work outside the state of Indiana. Page three of the Post Hire Data Verification QRG has been updated to help determine if new hire is ‘remote’ or not.

New hires incorrectly marked as remote will be sent back to restart the Post Hire Data Verification. The initiator will need to go back and mark the remote question "no" to process the I-9 correctly. The new hire will have to review the new hire data collection previously entered and electronically signed.

New hires not working on or near any Purdue campus have the option to complete section 2 of the I-9 through the Purdue county extension offices or Purdue Statewide Polytechnic offices (outside of Tippecanoe County).  The new hire will call and make an appointment with the appropriate office. All extension and statewide offices have I-9 verifiers with the same access to complete the New Hire Data Verification (Section 2) as I-9 verifiers on campus.

Please contact I-9support@purdue.edu for further questions.

ApprovedNoneRegular News Article
 2/26/2019Transform Purdue
  

Two tiles, Launch SAP GUI and Launch SAP Web GUI, are accessible through SuccessFactors. Most prefer using the SAP GUI because the SAP Web GUI cannot run t-codes beginning with ZHCM. When accessing SAP GUI, the user should first complete their VPN connection. The Quick Reference Guide, AccessingECP via SAP GUI or SAP Web GUI outlines how to access the SAP GUI or Web GUI and complete the VPN connection.

ApprovedNoneRegular News Article
 2/21/2019General Info
  
Tips for employee with concurrent positions was recently published in Misspelled WordSuccessFactors Update on February 12. The article reminds employees and supervisors to select the correct position from the Current Employments icon located in the upper right of the Misspelled WordSuccessFactors home menu.
 
 current employments.png 
ApprovedNoneRegular News Article
 2/21/2019General Info
  
Purdue Property has recently updated the procedures for disposal of property.
 
Disposal Procedures of Department Purdue Property should be followed when a University Department decides they no longer have a use for a single or multiple items. All Purdue owned property must follow the disposal procedure for all excess. The procedures outline how to dispose excess recyclable, chemical, electronic, hazardous materials and Freon. The procedures also provides directions for Billboard Advertising or Purdue Surplus Warehouse, when applicable.
ApprovedPurdue TodayRegular News Article
 2/21/2019Finance
  
The deadline for Fall 2018 effort reporting has been extended to 5:00 pm EST March 8, 2019.
It is important to note that if staff were paid on sponsored programs or federal appropriations on any one of their concurrent appointments, then all of their effort on all of the appointments must be certified, even if an appointment was only paid on general funds.     
ApprovedNoneRegular News Article
 2/20/2019Finance
  

As a reminder, for those following the Payroll Process for Business Support, tasks completed during “Open for Corrections” starts with step 8 on page 3.

Audit and Adjust Cost Distribution:

  1. Run Time Paid with Details Report in ECP to audit and adjust Cost Distribution as needed

Employee Data Changes to avoid overpayments are the only permitted employee data changes during Open for Corrections:

  1. Terminations (Termination Process; Creating a Termination Request QRG)
    • Take the Action in EC
    • Contact the Appointment Specialists at paspec@purdue.edu to request forced replication of the impacted record(s) so that the change will be reflected in the current payroll run
  1. Reductions in FTE (Processing an Employee Data Change - FTE Change QRG)
    • Take the Action in EC
    • Contact the Appointment Specialists at paspec@purdue.edu to request forced replication of the impacted record(s) so that the change will be reflected in the current payroll run
As a reminder, to complete actions for Employee Data Changes that avoid overpayments during Open for Corrections, the action must still go through all appropriate workflow before it is available for PA specialists to work on.
ApprovedNoneBusiness Update Article
 2/19/2019Finance
  
Currently the baseline date does not update when the invoice date is changed.  This could have an adverse effect on when the invoice gets paid.
 
A specific setting needs to be selected, in TCODE ZV60, to allow for the update. 
 
In SAP:
 
1. ZV60
2. Click "Editing options" button
3. Under Special Options for Single Screen Transactions Select "Always use Payment Base Deadline"
4. Click "Save"
 
 Contact ap@purdue.edu with any questions.
 
 
ApprovedNoneBusiness Update Article
 2/19/2019Buying
  
As part of the process improvement for incorrect invoices, the university has been rejecting incorrect invoices (incorrect price, quantity or duplicate invoice) and requesting revised invoices instead of credit memos. Prior to the process improvement, only Accounts Payable staff had the ability to reject the invoices. 

Invoice reconcilers and fiscal approvers should follow the same steps of entering a comment beginning with Reject Invoice and describe the situation. However, the invoice reconcilers and fiscal approvers will no longer need to add Accounts Payable in the approval flow. They will be able to reject the invoice on their own. 

The process document for Invoice Reconciliation Exceptions in Ariba has been updated on Business @ Purdue. 

For step-by-step instructions, the Invoice Reconciliation Exceptions in Ariba – Invoice Reconciler QRC and the Invoice Reconciliation Exceptions in Ariba – Fiscal Approver QRC have both been updated on Business @ Purdue. There is a rejecting an invoice section in each document.

For assistance, please contact the SME (subject matter expert) in your area or the Procure-to-Pay Helpdesk or by phone 765-49-47279.  

ApprovedNoneRegular News Article
 2/19/2019General Info
  
The Change in Duty form and process have recently been updated. Business office support completing a Change in Duty form for a faculty member are reminded to include Jessica Huber (Provost designee) for approval. Non-faculty Change in Duty forms, including grad students, do not route to Jessica for approval. The original DocuSign form routed all change in duty forms to Jessica for approval.

ApprovedNoneRegular News Article
 2/19/2019General Info
  
When a retroactive work schedule change is made, it affects the time off requested on the previous schedule. Time off entered on a day that is no longer a working day will become invalid, since the scheduled workdays no longer match the scheduled time off. The system cannot shift the leave to the new schedule at this time. A possible resolution is being researched.

In the meantime, please notify timeadmin@purdue.edu when a retroactive work schedule change is needed. Please note the time off scheduled through the old work schedule. This will help keep the time off intact and leave balances accurate.
ApprovedNoneRegular News Article
 2/19/2019Training
  
Additional open labs have been added for the Statement of Payroll Change Report. These labs will not have formal instruction, so please come with real life examples and questions. Subject matter experts will be on hand to assist.

Sessions are scheduled for:
  • Feb. 21, 8-10 a.m., PFEN 103
  • Feb. 21, 10 a.m.-noon, PFEN 103
To attend one of the sessions, please enroll online for the Statement of Payroll Charges Open Lab. Attendees can arrive at any time during the scheduled two-hour time frame.
ApprovedNoneRegular News Article
 2/14/2019Finance
  

There were some issues in the Fall 2018 Effort Reporting SEEMLESS application that were identified that needed to be corrected. The development team has been working on those issues and they have now corrected the most critical issues. Although it is fine if some of your faculty have been working on certifying their PARs, we had not yet sent out the notice to faculty through Purdue Today that the SEEMLESS application was open for them to certify their PARs. Now that we believe that the critical issues have been resolved, we will be sending out that message.

 

Please note that there was additional role security that the development team put in place as they moved the system to utilize more strictly the role information received by SAP. Therefore, in order to add a faculty member to SEEMLESS that did not already have a PAR or was not already in the SEEMLESS system as a supervisor, you will need to send the PERN and Name of the faculty member to effort@purdue.edu prior to trying to add them yourself.

 

We will be extending the deadlines that were published in our training materials. We are currently working with our IT department and security staff to coordinate the SAP S4 functionality extension that will be needed so that we can confirm a solid deadline.  We will send out a separate communication as this is decided.

 

If you have any additional concerns, send your questions to Effort@Purdue.edu

ApprovedNoneBreaking News Article
 2/14/2019Finance
  
In order to expedite vendor setup, the process has been updated.  The published QRGs have been updated to reflect these changes. Please review the current QRG before submitting a NewVendor or Change Vendor DocuSign form.

A few items to note:    
  • The address keyed should be the remittance address.
  • Format for the title of the request includes the vendor name.
  • Definitions for payment terms and payment methods.
ApprovedNoneRegular News Article
 2/14/2019Buying
  
Procurement Services is hosting a survey to obtain feedback regarding the strategic partnership with Xerox, Purdue’s preferred supplier for print services. The customer satisfaction survey is designed for all Purdue customers that purchase from and/or use Xerox products and services.

Procurement Services is particularly interested in written feedback on both positive and challenging aspects of the partnership. The survey is anonymous, with the opportunity to leave contact information if desired.  

To begin the survey, please visit Xerox Customer Satisfaction Survey.  

Participation in the survey is appreciated.
ApprovedPurdue TodayRegular News Article
 2/14/2019General Info
  
If a new employee is not in the Purdue Directory by their hire date, the department can complete a Request for Privileges to expedite the access process.
ApprovedNoneRegular News Article
 2/14/2019Transform Purdue
  
Training opportunities are available during February and March to assist departments in walking through the new SuccessFactors recruitment process.

Those who attend the sessions should have the recruitment initiator role, which is included in the department support role and supervisor role bundle. Attendees can use the SuccessFactors-related roles with description by username on the Identity Management – Roles and Privileges webpage.

Participants can prepare for the session by reviewing any material provided ahead of time.

At the session, attendees will start with the position and work through the hiring process.

The registration links below point to the Learning tile in SuccessFactors. Select "Assign to Me" or "Register Now" to view the available dates. Contact itap@purdue.edu or 765-494-4000 for assistance with access/BoilerKey issues. For assistance navigating the Learning tile in SuccessFactors, see the SuccessFactors Learning Management System User Guide.

Resources available

Training materials are frequently reviewed for accuracy. Available on the recruitment training resource page is a clickable recruitment process diagram that opens the associated quick reference guides. Each QRG now contains a "last updated" date toward the top and the recruitment process diagram and explanation.

More helpful information is available concerning positions. The Updating Position Details QRG outlines when updating information on the position is recommended rather than updating information on the employee profile. The Position Fields Overview provides field name and definition, along with helpful tips. For example, one of the helpful tips states that the start date of a position is not a future date.  

As a reminder, both Talent Acquisition (recruitment process) and Compensation (position creation/editing) have team members assigned by area. Reach out to your specific representative for further assistance.

For additional help, contact SAP-SF-roleassistance@purdue.edu for assigned or editing SuccessFactors roles or positionmgmt@purdue.edu for assistance creating or editing a position.
ApprovedNoneRegular News Article
 2/14/2019Reports
  

Based on feedback received from the HCM Report Showcase and Statement of Payroll Charge open labs, the following Cognos reports have been updated and published to the standard content folder. 

Located at: Team Content > Boiler Insight > Standard Content > HR and Payroll

Position reports

·       This report has been updated to include the Position FTE, To Be Hired Flag and Position Type (regular or mass). The Detail All Positions, History Per Position, and New Position Created reports have all had these fields added. The Position FTE field on Mass positions shows how many FTE can be hired on that position. This field also allows positions to be audited to make sure the number of FTE for each position is correct. 

Cost Distribution Report

·       This report has been updated to allow end users to select an Excel version of the Cost Distribution List without Account Balances.

Statement of payroll charges

·       The export version has been updated: the Work Study Flag, Employee Class, Career Stream, Document Type and FI Document number have been added. The Grant prompt has been updated: now end users only have to enter the current grant number, and old grant data will also be included. Users no longer have to enter the old and new grant number when crossing fiscal year <=2018 and 2019.

Employee listing with salary details

·        Added the ability to copy and paste job or position numbers into the prompt page.

Located at: Team Content > Boiler Insight > Standard Content > Account Management

Transaction listing

·        This report has been updated; the Grant prompt has been updated; now end users only have to enter the current grant number; users no longer have to enter the old and new grant number. 

SAP tips

Users may also want to review the recently published SAP Tips that were put together based on questions in the hands-on sessions. This contains displaying technical names in SAP, creating favorites and sharing favorites, as well as a QRG for using the VPN and how to get to ECP.

Showcase recording and open labs

A recording of the HCM Reporting Showcase is now available and can be found on the Reporting page of the SuccessFactors training site.

Additional open labs have been added for the Statement of Payroll Change Report. These labs will not have formal instruction, so please come with real life examples and questions. Subject matter experts will be on hand to assist.

Sessions are scheduled for:

·        Feb. 21, 8-10 a.m., PFEN 103

·        Feb. 21, 10 a.m.-noon, PFEN 103

To attend one of the sessions, please enroll online for the Statement of Payroll Charges Open Lab. Attendees can arrive at any time during the scheduled two-hour time frame.
ApprovedNoneRegular News Article
 2/14/2019General Info
  
Since the SharePoint 2013 farm returned to service after the power outage on Monday, there have been reported issues of slow response time and various other minor incidents. To address these issues, the   SharePoint 2013 environment will be rebooted.  

Among these issues, users trying to submit articles to Business@Purdue News may have noticed performance issues. If the site times out or continues to spin after hitting "Submit," please hit the refresh button on the browser. The information will be saved and submitted.  

The reboot will occur at midnight on Saturday, Feb. 16, and downtime will be minimal.
ApprovedNoneRegular News Article
 2/12/2019Buying
  
Procurement Services is hosting a survey to obtain feedback regarding the strategic partnership with Xerox, Purdue's preferred supplier of print services.  The customer satisfaction survey is designed for all Purdue customers that purchase from and/or use Xerox products and services.
 
Procurement Services is particularly interested in written feedback on both positive and challenging aspects of the partnership.  The survey is anonymous, with the opportunity to leave contact information if desired.
 
To begin the survey, please visit Xerox Customer Satisfaction Survey .
 
Participation in the survey is appreciated.
ApprovedPurdue TodayRegular News Article
 2/12/2019Buying
  
As of Dec. 19, 2018, Purdue is purchasing office supplies through a new collaborative contract with Office Depot and the State of Indiana. The ordering process through Ariba is the same; however, the catalog will have fewer items. This optimization of the available items will maximize the negotiated benefits of the office supplies and other contracts by directing purchases toward the appropriate providers.

Along with a change of item options, there may be items with a price increase. Copy paper is an item that has experienced a price increase due to market factors; however, Purdue has negotiated best value pricing for Destiny paper item 271-195.

These images clarify the savings opportunities within punch-out search results:
  •  Negotiated pricing for items are noted as:
  •  Percentage off list price by category items are noted as:
*The percentage off list price discounts do not apply to every sku found on the retail website officedepot.com.

*For assistance in finding functional alternative options, please contact Julie Forster at julie.forster@officedepot.com.

Minimum purchase orders of $50 can result in administrative savings. By holding orders until a $50 minimum is reached, fewer orders will be processed, decreasing Purdue business offices’ administrative efforts while Purdue last mile delivery functions will be optimized. In the punch-out, a pop-up reminder will be seen before checkout indicating the $50 minimum has not been reached. This is a suggestion only and will not impede an order from being placed.

Resources to assist with best practices can be found on the Procurement Services website under: Office Supplies/Copy Paper

Quick Reference Card: Included are resolution contact information, FAQs, directions on how to order a paper catalog, and instructions on how to register an Employee Purchase Program account.

o Contract pricing is extended to employees through the Employee Purchase Program. Follow the registration instructions on the Quick Reference Card or on the EPP instructions sheet.

User Guide: Provides instructions on how to navigate the Office Depot punchout.

Ariba has several catalogs that support your buying needs. Categories of those catalogs have been restricted from the Office Depot catalog. The below table provides a list of the appropriate provider for the designated category to be searched in Ariba.

Category Provider
Technology Hewlett Packard Co Government/Educational Sales: See Ariba Punchout Govconnection: See Ariba Punchout
Breakroom Bulk Express
Toner Cannon IV: See Ariba Punchout
Cleaning Supplies Ferguson Enterprises/HP Products: See Ariba Punchout
Lab Supplies Fisher Scientific: See Ariba Punchout
MRO See the following Ariba Punchouts
Electrical: Kirby Risk/Graybar
Plumbing: Ferguson Enterprises
HVAC: Duncan Supply Co.
Janitorial-Sanitation: Ferguson Enterprises /HP Products
General MRO: Grainger, McMaster Carr
Security: Clark Security
​Print/Copy​Xerox: See Ariba Punchout
​Furniture​Contact Deb Beever, 48668
In the event the item needed is not available through an alternative provider, request an exception review by sending an email to Roxie Coble. Provide the following details to provide ease of reference and understanding.
    • What is the desired item sku number and description?
    • What business function does this item fill that is not available by another Ariba punchout provider?
Acquire Office Depot support and assistance through Julie Forster.  

Please contact Roxie Coble for further contract assistance.

ApprovedPurdue TodayRegular News Article
 2/12/2019Finance
  
Finance training resources, launched in July 2018 with the upgrade to SAP Fiori, are easily accessible. The Finance Resources button located on the Administrative Information Services (AIS) webpage links to the training documentation. The Comptroller and Accounting Services webpages both link to the online Governance manual and the training resources. The Accounts Payable webpage also contains training resources in the left sidebar.
ApprovedNoneRegular News Article
 2/12/2019Transform Purdue
  
Please be sure to use the appropriate email to create Footprints tickets for specific SuccessFactors-related processes and transactions. Here are the direct emails to teams that can help answer questions:
Hypercare@purdue.edu was created to be a point of contact during the transition period, when users were unsure of which are to submit their issue. Today, the few tickets coming to hypercare@purdue.edu are simply reassigned to the appropriate team. The email addresses are also viewable online. When assisting employees and supervisors, please provide guidance for the correct email, if they are submitting issues. All tickets remaining with hypercare@purdue.edu’ are being reassigned. The hypercare@purdue.edu email will be decommissioned end of day Friday, Feb. 15.
ApprovedNoneRegular News Article
 2/12/2019Training
  
P2P 200 - Creating Requisitions in Ariba is scheduled for Wednesday, Feb. 27. The session will meet from 9:30 a.m. to noon in PFEN 103, located in the David C. Pfendler Hall of Agriculture at 715 W. State St. 

This hands-on class will meet in a computer lab. Participants will use a training environment to create catalog and non-catalog requisitions, monitor requisition status and learn how to withdraw or edit a requisition.  

Staff can ensure a space in the class by registering for P2P 200 – Creating Requisitions in Ariba within the Learning module of SuccessFactors.
ApprovedNoneRegular News Article
 2/7/2019Training
  
Support staff and business office employees who assist employees with travel arrangements, travel requests or expense reports should attend TRVLC 250 – Concur Business Office and Support Staff Training.  The two-part training which provides detailed information and hands-on opportunities in Concur Travel and Expense is scheduled to meet from 2:30 p.m. to 5 p.m. on both Wednesday, Feb. 20 and Thursday, Feb. 21 in PFEN 103, located in the David C. Pfendler Hall of Agriculture, 715 W. State St.
 
This course introduces business office and support staff to the electronic travel and expense system. The content ensures staff have the knowledge, skills and abilities to make a travel request, book travel segments, complete expense reports and review these for accuracy within Concur. Part One covers booking travel and completing travel requests, and Part Two covers preparing expense reports. This is a hands-on course where participants are given exercises to create requests, expense reports and book travel in a training instance of Concur.

To secure a seat in the class, please enroll in the two-part TRVLC 250 – Concur Business Office and Support Staff Training from within the Learning module of SuccessFactors.
ApprovedNoneRegular News Article
 2/7/2019Transform Purdue
  
Employees can access the SAP (ECP) Basics and Navigation online video to learn some easy tips, including displaying transactions codes and managing favorites.

Displaying Technical Name (transaction code)
Technical names (transaction codes) can be displayed by:
  1. Selecting Settings option from the Extras menu in SAP
  2. Choosing Display technical name from the Settings menu and saving
  3. Reopening the SAP Menu tree to see the transaction code displayed next to the transaction name

Creating Favorites – Create shortcuts to frequently used SAP transactions

  • While on the transaction, use the right-click pop-up menu and select Add to Favorites  
Sharing Favorites

Employees can download their favorites to provide to another person or upload in another SAP instance.  

Downloading favorites:

 
Uploading favorites:


VPN and SAP GUI Launcher

Accessing ECP via SAP GUI or SAP WebGUI quick reference outlines how to connect to VPN before launching the SAP GUI.
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 2/7/2019General Info
  

For I-9 cases completed during the recent government shutdown, here are some of the expected – and unexpected – impacts.

 

Expected

 

·        Cases are held until the I-9 verifier returns to the case (after the shutdown ends) and completes additional steps to provide an explanation of why the case was late (i.e., government shutdown, Everify not available), which would then push the case forward.

·        Any employee presenting a photo matching document during the new hire data verification step (i.e., U.S. passport or U.S. passport card; I-551 Permanent Resident Card; I-766 Employment Authorization Card) will always require additional steps before becoming eligible for Everify. (This requirement was the same within the previous I-9 system.)

o   Note: Hopefully, I-9 verifiers scanned and uploaded the photo matching document during the new hire data verification step when they reached the panel giving them the option to either scan and upload now or scan and upload later. If not, this would require the employee to present the original document again to be scanned so that the I-9 verifier can complete the necessary steps to push the I-9 to be authorized.

·        From the Onboarding dashboard, if the Everify status is Third Verification, it means that Everify has extended the time they have to perform additional review of the I-9 data. It is very important for the I-9 verifier to not click the finish button at this point in the process. Should the verifier click finish before the case has been employment authorized, it will disappear without having a resolution.

Unexpected 

·        Before staff can provide an explanation of why the case was late (see first bullet in ‘Expected’ section), missing data originally entered during new hire data verification must be entered. This unexpected action requires several additional steps – from finding the I-9 in Document Center and reentering any missing pieces of data back into the Section 2 panel – to move forward. 

 

The following Quick References are available to assist.

·        I-9 Push following an Everify Outage – Missing Data

·       I-9 Push following an Everify Outage – Photo Matching Document

ApprovedNoneRegular News Article
 2/7/2019Transform Purdue
  
Employees with concurrent positions utilizing the Webclock for timekeeping often have difficulty distinguishing between their positions. Business support staff can update the position title through the employee profile. The Updating Position Title for Non-Vacant, Non-Mass Positions is available for business support staff to follow when updating or editing the position title.  Page three provides best practices to help designate positions. Simply adding () with supervisor initials or job location after the position title might be enough.

Department Support and supervisors can follow the Updating Position Details to update the position title on vacant or mass (grouped) positions. A previous article, Identifying student position tips, outlined position management guidelines. A new quick reference, Position Fields Overview, has been added to the Position Management training resources. This quick reference provides field name, field definitions and important tips.

All SuccessFactors training materials are available online. Please send position-related questions to positionmgmt@purdue.edu.
ApprovedNoneRegular News Article
 2/7/2019General Info
  

An error message occurs when a new hire record and change record are on the same day or two actions on the same effective date. Data changes cannot be performed on the same date as a previous action. If an error needs correction on a previous record, contact paspec@purdue.edu to correct a previous data change. Contact timeadmin@purdue.edu to correct a previous time profile change.

ApprovedNoneRegular News Article
 2/7/2019Reports
  
A new Quota Balance report is now available in Cognos.  This report contains two lists of employees' quota balances for all benefits eligible employees. The first list include the number of hours and approximate number of days. The second report provides the details of future approved leaves. Report cautions: this report does not include future accruals, but does include future approved absences.
ApprovedNoneRegular News Article
 2/5/2019Facilities
  
Building deputies, business office staff and other individuals who have access to create and approve notifications in SAP and Personas for maintenance work orders should be aware that a change will be implemented on or after Feb. 1.

Overview
At that time, notifications can continue to be created and approved by individuals. However, the Work Request Center will create all work orders from approved notifications. This change is to facilitate a more uniform and standardized prioritization and dispatch of work, along with maintaining data quality of work requests.

Resources
SAP instructions and screenshots are provided in the following reference material, along with frequently asked questions regarding the near-term change: 
Additionally, questions may be directed to the Work Request Center at (765) 494-9999 or pfwrc@purdue.edu

Exception
The change to work order creation does not apply to individuals who currently have supervisor or maintenance technician access in SAP. These groups will retain the ability to create work orders for internal departmental work.
ApprovedNoneRegular News Article
 2/5/2019Training
  
P2P 260 – Invoice Reconciliation Exceptions for Reconcilers Showcase reviews the invoice reconciliation process from exception to approval. Examples of situations when an Invoice Reconciler must take action to clear an exception will be demonstrated. They include PO Received Quantity Variance, PO Price Variance, PO Quantity Variance, PO Received Line Amount Variance, Shipping Variance, and Special Handling Variance. In addition to these exceptions, information regarding credit memos and approvals of exceptions are also discussed.

For staff new to the Invoice Reconciliation Exception process, or for those who would like a refresher, a showcase has been scheduled from 1:30 to 3 p.m. on Tuesday, Feb. 19 in MRGN 129, located in the Burton D. Morgan Center for Entrepreneurship, 1201 W. State St.

Staff can ensure a space in the class by registering for P2P 260 – Invoice Reconciliation Exceptions for Reconcilers Showcase through the Learning module of SuccessFactors.
ApprovedNoneRegular News Article
 2/5/2019General Info
  
New hourly-paid positions are automatically defaulted to the duration time profile and may need changed. Supervisors or employees are encouraged to work with their business office or center to determine the best time recording method for the position.
 

Step 3 of the Payroll Process for Business Support outlines how to use the Data Change Report to validate: 

  • Validate/edit Work Schedule, and Time Profile, Time Recording Profile
  • Validate/edit Compensation Manager
  • Enter Cost Distribution
    • Staff new to a position will have no Cost Distribution. Missing Cost Distribution data will stop payroll.

The Data Change Report can be run daily, especially during busy hiring periods. 

The following quick references provide direction to update time profiles or work schedules: 

New hire tip

When a new hire is told to clock through the Webclock, yet receives a 'not authorized' message, this often indicates the time profile is duration is not clocking. Employees and/or supervisors should contact the business office to update the time profile if the employee should be using the Webclock.

ApprovedNoneRegular News Article
 2/5/2019General Info
  

Departments that have past federal work-study (FWS) student workers listed under the supervisor’s “My Team” within SuccessFactors are asked to terminate the PERNR if the student no longer works in the position tied to that PERNR.

 

If a FWS student worker is no longer employed with the department and/or no longer working in the position, the PERNR must be terminated. Eliminating “Active” PERNRs in which the student is no longer working on the PERNR will provide efficiency in hiring and timesheet maintenance and will alleviate the problem of numerous PERNRs being shown.

 

For questions, please contact workstudy@purdue.edu.

ApprovedNoneRegular News Article
 2/5/2019General Info
  
Human Resources encourages supervisors to use the available orientation for all new hires. The goal of this program is to support new staff members in assimilating quickly and successfully into the Purdue culture and to offer a foundation of knowledge regarding mission, organizational structure and functions.  
As a reminder, new employee orientation is offered weekly on Mondays. Supervisors should register new employees for orientation at the time an open position is filled.
The success of this program depends on supervisors registering employees to take part. Participation is highly encouraged, and feedback is welcome.
Register for new employee orientation or new supervisor training as positions are filled. Additional tools, including onboarding assistance, an agenda for orientation, parking information and upcoming dates and locations, are available online.  

Questions about new employee orientation may be directed to Teresa Rohler at 765-494-1679 or teresar@purdue.edu.
ApprovedNoneRegular News Article
 1/31/2019Buying
  
Purchase order lines should only be $0 if the item is free and no invoice will be received.
 
Line items should only be on a purchase order as $0 if the item is free and no invoice will be sent.   If a vendor calls saying the item has a cost, cancel the PO and create a new PR.  This will save any manual processing later.
 
If at any time an invoice is posted on a $0 purchase order line item, the invoice should be rejected and a revised invoice should be requested from the supplier without that line item.   Instructions to reject invoices may be found in the Invoice Reconciliation Exceptions in Ariba QRCs for both invoice reconcilers and fiscal approvers located on the Business @ Purdue website Purchasing page.
 
If an invoice is reconciled/approved, the Ariba system administrator will reject the invoice when it goes to paying failed status.  The department will need to request the revised invoice from the vendor.


ApprovedNoneRegular News Article
 1/31/2019Transform Purdue
  
 
The workbooks are available on the Identity Management – Roles and Privileges webpage and reflect current roles by user ID and name. Visit the webpage to learn more about role descriptions.
 
To request or change a role email SAP-SF-roleassistance@purdue.edu. The email should contain Position ID and the role name needed or edited. If the new role is only needed for a limited time, please include the end date.
  • (Positions to Business Role = Business Role with Descriptions by Name and User ID)
ApprovedNoneRegular News Article
 1/31/2019Transform Purdue
  

The help and development teams are aware that some staff are unable to see their peer absences in the team absence calendar when viewing or requesting time off. The development team is investigating the cause. Once resolved , another B@P article will be published.

ApprovedNoneRegular News Article
 1/31/2019Transform Purdue
  
Students with concurrent positions that have similar titles may find it challenging selecting the correct position when using the Webclock or SuccessFactors timesheet. A naming convention has been created to help differentiate positions. Student Life has provided the following Position Management guidelines .      

When creating or modifying student positions, the following position naming convention should be utilized:

(Job Type)  – (Work Area) (Title)
  • Job Type – Indicates the position as “Student Service” or “Student Clerical”. Service work generally involves manual labor whereas clerical work primarily involves office tasks and desk work.
  • Work Area – Designates the functional work area for the position. This could be the organization department or work location.
  • Title – Designates the type of work being performed and provides distinction between other positions. Examples include: Office Assistant, Graphic Designer, Tour Guide, Supervisor
Examples:
  • Student Service – Admissions Ambassador
  • Student Service – Aquatics Lifeguard
  • Student Clerical – Chem Eng Grader
  • Student Service – Hall of Music Event Technician
The ability to create or edit a position is a role in SuccessFactors assigned to supervisors and department support. Department support includes those departmental administrative positions such as administrative assistants or secretaries. The Identity Management – Roles and Privileges  webpage includes information about SuccessFactors roles and includes two workbooks identifying user names with roles. Supervisors and those with the department support role can follow the Updating Position Details quick reference to adjust the position title.
ApprovedNoneRegular News Article
 1/31/2019Transform Purdue
  
The LTL (Limited Term Lecturer) report is currently available for review. The LTL report shows anyone in an LTL position with active status. The report shows several Limited Term Lecturers with missing credit hours. Currently, the PA specialists are working on entering credit hours from offer letters. If an offer letter has recently been submitted and includes credit hours, no further action is required. If an offer letter has been submitted without hours, please send the needed information to paspec@purdue.edu . The email subject line should read LTL hours – name and the email should contain the following information:    
  • Name
  • PERNR
  • Credit Hours
  • AY or FY (if not previously indicated on the offer letter)
  • Pay-period rate (if not previously indicated on the offer letter)
LTL Credit Hour Report

As a reminder, when uploading a LTL offer letter, please include the course and credit hours the individual is responsible for along with academic or fiscal year designation and pay-period rate.

 

ApprovedNoneRegular News Article
 1/31/2019Transform Purdue
  

The Change in Duty Station process is now available. Some key changes from the past process to the current one include:

  • Change in Duty is no longer processed as a leave request.
  • A DocuSign form is used to capture appropriate signatures and forwarded to the Payroll appointment specialists to key.
  • The appointment specialists will update the employee’s location and work address in SuccessFactors.
Business support staff receive the fully approved Change in Duty form.
ApprovedNoneRegular News Article
 1/30/2019Finance
  
The Fall 2018 Effort Reporting SEEMLESS application is available for users to certify PARs.

As discussed during training, SEEMLESS Business Office user access will be determined by the user’s roles in the HCM system.  Business Office roles are assigned to users with Z_PU_ECP_ACCT_MNGMT or Z_PU_ECP_BUDGET in conjunction with Fiscal Approver roles. Although this is the standard set of roles for the system, please try to access the system before sending a request; however, if you do not have access, the Central office will have the ability to add additional users.  To request access, send the following information to Effort@Purdue.edu
  • Name: 
  • PERNR: 
  • Cost Center (10 digits):
We will be evaluating the possibility of extending the deadlines that were published in our training materials with our IT and security staff. We will send out a separate communication as this is decided.

If you have any additional concerns, send an email to Effort@Purdue.edu

ApprovedNoneBusiness Update Article
 1/29/2019General Info
  
Employees receiving the ‘SAML2 service not accessible’ message when logging in to SuccessFactors to view their pay statement, should reference KnowlegeBase article 1014621, Why do I see a SAML error when using SuccessFactors with Safari?  The article outlines the steps needed to enable certificate information. It also provides an alternative option to view just Pay Statement or Bank Details application through the Quick Links tile in SuccessFactors.

ApprovedNoneRegular News Article
 1/29/2019Transform Purdue
  
Known Issue & What to Do:  A New Hire Logs in and Can only see "Giving to Purdue"

New hires whose hiring action was entered after their start date (retroactive new hires) are experiencing an issue where when they login to complete their New Hire Paperwork and I-9, the only tile visible is "Giving to Purdue." The Complete Paperwork tile is not visible.

This is a known issue with an identified cause that we anticipate will be prevented going forward. If this happens, please contact HROnboardingTickets@purdue.edu to create a ticket and an agent will send you an updated email from SuccessFactors.  

Between yesterday and today, all recent new hires who may not have been able to access the tile received a new welcome message with a link to the new hire data collection screen. An email from bpr@purdue.edu also was sent to the new hire reminding them to look for the welcome message.

If an employee reports this issue, please first have an employee verify they are referencing the latest email sent between the dates of January 27 –January 29 to access their I-9 New Hire Paperwork, prior to contacting HROnboardingTickets@purdue.edu to create a ticket to have an agent will send you an updated email from SuccessFactors.  

Known Issue & What to Do: Disparate Account Names and Numbers

One eight digit User Id may be affiliated with multiple usernames.  If this happens, it creates a corrupt user account.  If you notice this, please contact HROnboardingTickets@purdue.edu and include a screenshot. I-9 verifiers are often finding these scenarios when assisting a new hire with their data collection.

Common Mistake: Quick Hire Post Hire Data Verification

Individuals completing Post Hire Data Verification (typically an individual fulfilling the Recruiter role) are reminded to only submit (click Finish) one time when processing a record. Clicking Finish more than once results in duplicate records appearing in New Hire Data Collection, which creates a corrupt account. Reminder: Individuals completing Post Hire Data Verification do not have access to view records in New Hire Data Collection; if a verifier clicks Finish, they should not expect to see the record appear in New Hire Data Collection.

To inquire if a record was correctly processed if you do not see it advance, please contact HROnboardingTickets@purdue.edu and a response should be received within one week's time.

Common Mistake:  New Hire Login

During the Onboarding process, new hires must log in to the Onboarding portal using the ten-digit ID number provided in the email from Purdue HR. Following the Onboarding process, New hires should use their Purdue alias (8 character letter username; also known as Purdue Career Account) to access SuccessFactors. 

Before reaching out to HROnboardingTickets@purdue.edu to create a ticket, please verify what the new hire is logging into. If they are logging into the new employee portal to complete their new hire information, they need to the use the ten digit and password created to access that portal.
ApprovedNoneRegular News Article
 1/29/2019Transform Purdue
  
There have been some questions as to what can be considered a transfer and not be routed through the recruitment process. The below scenarios can use the transfer process:
  1. Teaching Assistant to Research Assistant (and vice versa)
  2. Undergraduate Teaching Assistant to a like positon within the college (different professor and/or different course).
Business offices can follow the Processing a Job Change (Transfer) quick reference for further instructions.
ApprovedNoneRegular News Article
 1/29/2019Training
  
Seats still remain for the upcoming HCM Reporting Showcases and the Statement of Payroll Change hands-on sessions.
 
The showcase will review the new reporting landscape; demonstrate SuccessFactors, ECP and Boiler Insight reports; and review resources available. The hands-on sessions will focus on running the updated Boiler Insight Statement of Payroll Charges. This will be the only source of payroll charge data after Jan. 1.
 
To view available sessions and register, review the previous Business@Purdue News article.
 
For those individuals from regional campuses who wish to attend the HCM Reporting Showcase remotely, please join the desired session five minutes prior to its scheduled start time using the following information:
ApprovedNoneRegular News Article
 1/24/2019General Info
  
Payroll and Tax Services announces that 2018 W-2s are available on the ADP website, and employees registered with ADP will have received notification of this fact. Employees who have not signed up for electronic delivery with ADP will have their W-2 mailed to the last address on file with Purdue on or before Jan. 31. 

Please be aware that around the time of the year, there are many phishing emails that start to circulate.  When these are identified, ITaP redirects the link on the email to notify the recipient that it is in fact a phishing email. Unfortunately, these emails are becoming more and more authentic looking. If an employee receives an email and clicks on the link, it may ask for information which could be used to gain access to personal information, so always err on the side of caution and do not provide personal information. 

As a strong reminder, Payroll and Tax Services will not send clickable links regarding employee tax information.
ApprovedPurdue TodayRegular News Article
 1/24/2019Transform Purdue
  

The Running a Payroll Simulation for an Employee and Viewing a Remuneration Statement for an Employee Quick Reference Guides have been updated. They are linked in the Payroll Process for Business Support.

  • Running a Payroll Simulation for an Employee (transaction code Z_PY_SIMU_SAR) is often used to show an employee’s future pay statement, especially after a data change entry.
    • It is not recommended to run payroll sims unless an employee data change has been made that the initiator is unsure of either the impact of the change to an employee’s pay; or the accuracy of the entry.
    • The reference update includes selecting LP01 in the OutputDevice field outlined on page 1.
  • Viewing a Remuneration Statement for an Employee (transaction code Z_PY_REMUN_STMT_SAR) is used to show an employee’s pay statement(s) for pay periods already written.
    • The update includes setting output device default, prior to accessing the t-code for the first time, outlined on page 1.
ApprovedNoneRegular News Article
 1/24/2019General Info
  
The recruitment drop-in lab scheduled for Jan. 30 has been canceled.
 
Hands-on assistance for those working through faculty, staff or student recruitment is still available between 8 a.m. and 5 p.m. in Pfender Hall, Room 103 on Jan. 28, Feb. 13 and Feb. 28.
 
This is a working lab, designed to assist attendees ready to post positions and walk through the process in the system. Department Support (departmental administrative support staff) and supervisors, who have access to the recruitment process within SuccessFactors, are encouraged to bring their questions. Others with roles in the recruitment process are also welcome to attend (budget approvers, DFAs, etc.).
 
The HR - Talent Acquisition team will administrate the drop-in lab. The team will help attendees access the system, post positions, answer questions, etc. Please bring your BoilerKey and position or recruiting information.
 
Pfender is located at 715 W. State St., West Lafayette. The campus map shows the building location, as well as nearby parking. Registration is not required.
 
All recruitment-related training documentation, such as Quick Reference Guides and Work Instruction Videos, are located on the training webpage.
 
Contact bpr@purdue.edu with further questions. 
ApprovedNoneRegular News Article
 1/24/2019Transform Purdue
  

More than 2,300 help requests or Footprints tickets have been submitted since the deployment of SuccessFactors. On average, 150 tickets are submitted daily. The teams are working through tickets and answering as quickly as possible. Please be aware that the person answering the ticket is also often the person actually fixing or working through the issue. Priorities are given to those items impacting pay or payroll processes. More than 75 percent of the tickets are resolved within 24 hours.

 

To help manage ticket volume and allow the teams to respond as quickly as possible, you can help by eliminating duplicate or multiple tickets for the same issue:

 

·        Do not send the same request twice. It creates two tickets.

·        Do not send the request to multiple email addresses. This also creates multiple tickets. If one help team cannot answer the ticket, that team will reassign it to the team that can.

·        Do not send a request to one email address, asking for a status update on a request submitted to another email address. It requires touching two tickets vs. solving the one.

ApprovedNoneRegular News Article
 1/24/2019Training
  
Seats remain for upcoming HCM reporting training opportunities in February.
 
The showcase will review the new reporting landscape; demonstrate SuccessFactors, ECP and Boiler Insight reports; and review resources available. The hands-on sessions will focus on running the updated Boiler Insight Statement of Payroll Charges. This will be the only source of payroll charge data after Jan. 1.
 
To view available sessions and register, review the previous Business@Purdue News article.
ApprovedNoneRegular News Article
 1/23/2019People
  

We are now open for corrections and will remain open until 6 pm today.

 

The payroll group is still manually pulling through some Grad Employees so please do not contact payroll for missing Grad Employees yet.

 

As a reminder these are the things that you should be doing while we are open for corrections:

 

Audit & Adjust Cost Distribution:

                Reminder that you need to enter ECP through the Launch SAP GUI tile and you must use the  VPN in order to use the SAP GUI

Run Time Paid with Details Report in ECP to audit and adjust Cost Distribution as needed

      Since changes are made directly in IT0027, they will be captured in the payroll run (replication not needed)

      Display, Create, or Change Cost Distribution QRG

 

 

Employee Data Changes to avoid overpayments are the only permitted employee data changes during Open for Corrections:

 

Terminations (Termination Process; Creating a Termination Request QRG)

Take the Action in EC

Contact the Appointment Specialists at paspec@purdue.edu to request forced replication of the impacted record(s) so that the change will be reflected in the current payroll run

Reductions in FTE (Processing an Employee Data Change – FTE Change QRG)

Take the Action in EC

Contact the Appointment Specialists at paspec@purdue.edu to request forced replication of the impacted record(s) so that the change will be reflected in the current payroll run

ApprovedNoneBreaking News Article
 1/22/2019People
  
SEEMLESS Fall PARs released will be delayed due to a longer than anticipated load of data to the production environment by the technical consultants than was originally anticipated. We are now expecting the load to be completed and the SEEMLESS system to be released for use before the end of the week. We will be looking to see if there are any opportunities to reevaluate deadlines once the system is released for use. A message will notify you when the system is available for use. Thank you for your patience and understanding.
ApprovedNoneBreaking News Article
 1/22/2019Research
  

In an effort to ensure revenue on grants is held within the correct business area, Sponsored Programs has begun a new process for grants management. All new grants will now be setup with an “income only” WBSE account. That account will strictly be used only for revenue purposes and will not be allowed to permit any expenses to it.

 

Upon receiving notification of the new award, business offices will need to specify how many additional new WBSEs will be needed for expense purposes (with a minimum of one required on the budget template). Sponsored Programs will then set up the additional WBSEs as requested in order for expenses to hit. It is imperative that business offices return these budget templates in a timely manner for an account to be established for expense purposes. Business offices should not use the existing “income only” account on the budget template.

 

An effort will be made to include these income only accounts on existing grants as well.

 

ApprovedNoneRegular News Article
 1/22/2019Finance
  
The Office of Financial Planning and Analysis wishes to notify business office staff that the deadline for recurring adjusted allocations (GLs 4950X2) for fiscal year 2019 (FY19) will be January month-end. JV uploads that require accounting assistance should be received in Accounting Services (along with the corresponding supporting documentation) by 5 p.m. on Friday, Feb. 1. Please allow adequate time for delivery via campus mail or personally deliver necessary documentation to Accounting Services at Kurz Purdue Technology Center (KPTC). 

Please do not submit any JVs using G/Ls 495XXX after 5 p.m. on Wednesday, Jan. 30.  After period 7 closes, additional FY19 recurring allocations will not be allowed in periods 8 through 12. 
ApprovedNoneRegular News Article
 1/22/2019Transform Purdue
  

Business management staff are encouraged to add or edit cost distribution as outlined in step 3 of the Payroll Process for Business Support:
When:  Daily or every other day
What to do:  The following entries/validations must be completed for all individuals beginning a new position PRIOR to the first time they run through payroll:

  • Validate/edit Work Schedule, and Time Profile, Time Recording Profile
  • Validate/edit Compensation Manager
  • Enter Cost Distribution
  • Staff new to a position will have no Cost Distribution. Missing Cost Distribution data will stop payroll.
How to do it:
Use Data Change Reports (BI) to identify employees needing updates/ validations.
  • Suggested criteria: Org Unit (Department), dates, and Action types: Add Additional, Transfer, New Hire, Hire, and Rehire.
  1. Validate/edit 1) Work Schedule, and 2) Time Profile, 3) Time Recording Profile
  2. QRGs:

    1. View / Change Time Profile or Time Recording Profile
    2. Work Schedules:
  3. Validate/Edit Compensation Manager
  4. Enter Cost Distribution
    • (If needed) Run Cost Distribution with Salary Information (ECP) to review real-time cost distribution

To edit: Display, Create, or Change Cost Distribution QRG

ApprovedNoneRegular News Article
 1/22/2019Transform Purdue
  

When hiring students, it is critical to follow the quick hire process. All hiring processes require the completion of the offer approval template, including student hires, regardless of internal or external postings. The Preparing the Offer Approval Quick Reference Guide (QRG) walks through the needed steps. Payroll is unable to process a student hire without the completed offer template, leading to delays.

 

Concurrent employment

 

If a student has a current position within the University, it is important that:

·         The student applies for the position within SuccessFactors – Careers tile (in order to appear as an internal candidate). This will prevent unnecessary email notifications and recertifying the employee’s information, including the I-9.

·         The hiring supervisor (or the person completing the quick hire process) finds out whether the student will keep both the current position and the new position. If the student will work in both positions, as many do, they need to be moved to the concurrent ‘bucket’ on the recruiting pipeline, after the offer template is complete. Payroll reviews the concurrent bucket to process additional appointments, and once completed, Talent Acquisition will move the candidate to the hired step.

 

Training resources

 

The Quick Hire Training Video has been added to Recruitment training resources.

 

The video outlines how supervisors or other recruiters can initiate requisitions, in order to get the job posted, and also process the candidate through the recruitment tool, extending the online offer and initiate onboarding for new hire to complete required information online

 

Student Life provides useful supervisors resources on the Employer Resources webpage. The resource webpage links to the Quick Hire business process, which includes references to the appropriate QRGs. It also includes the Onboarding process, linking to needed QRGs.

 

ApprovedNoneRegular News Article
 1/17/2019Transform Purdue
  
Supervisors and department support staff have the ability to create and edit positions, in order to post positions for recruitment. However, when all positions reporting to a supervisor are vacant, SuccessFactors no longer views them as a manager. This means they are unable to view the position(s) in the Position Org Chart and won’t be able to post the position. Managers in this situation should work directly with their department support staff to post the position.      

All position and recruitment related training materials are located online.

ApprovedNoneRegular News Article
 1/17/2019Transform Purdue
  

An issue has been identified impacting the automatic sync of the Org Chart and Position Org Chart. The differences in Org and Position Org Chart are often noticed when the supervisor on the position is not syncing to the employees’ record. If you come across these issues, please submit a Footprints ticket to positionmgmt@purdue.edu.

ApprovedNoneRegular News Article
 1/15/2019Training
  

The following HCM reporting training opportunities will be held in February. 

  • The showcase will review the new reporting landscape; demonstrate SuccessFactors, ECP and Boiler Insight reports; and review resources available. 
  • The hands-on sessions will focus on running the updated Boiler Insight Statement of Payroll Charges. This will be the only source of payroll charge data after Jan. 1.
Click the desired session on the table below to register.
Type of Session

Date

Time

Location

Showcase Monday, February 4

8:30-11:30 a.m.

STEW 214 ABCD

Showcase
Tuesday, February 5

1:30-4:30 p.m.

STEW 214 ABCD

Statement of Payroll Charge Hands On

Wednesday, February 6

8 a.m.-noon, 1-5 p.m.

Hicks G959

Statement of Payroll Charge Hands On

Monday, February 11

8 a.m.-noon

1-5 p.m.

SC 231

SC 283

 

ApprovedNoneRegular News Article
 1/15/2019General Info
  
Departments that currently employ student workers need to verify for students who are federal work-study eligible that a Federal Work-Study Payroll Authorization Form (PAF) has been completed and that the department has correctly set up the student(s) to be paid on federal work-study funds.      

If a department has hired student workers and has not completed a PAF, please ask the student to check for federal work study eligibility under the Financial Aid tab of their myPurdue account. If eligible, the student should accept the award (if they have not already done so). Once accepted, the student can click on Academic Year Payroll Authorization Form under the Financial Aid Requirements section of myPurdue, answer two quick questions, then print the Federal Work-Study Eligibility Notice. Students can print multiple notices for multiple jobs. The student should give the Federal Work-Study Eligibility Notice to their supervisor, who should forward the form to the departmental business office/payroll clerk for processing.  

Federal work study funding will cover 70 percent of any FWS eligible student wages. The department would cover the remaining 30 percent, saving a considerable amount in student payroll costs to each employer.   

Why is this important? University federal work-study funding is decreased the following year by the U.S. Department of Education when students do not utilize their awards, costing everyone in the long run. See https://www.purdue.edu/dfa/types-of-aid/work-study.html for additional information about the federal work-study program and processes.  

Question can be directed to Office of the Bursar at workstudy@purdue.edu.
ApprovedNoneRegular News Article
 1/15/2019Finance
  
KS documents need to be keyed in SAP by 3:30 p.m. in order to be processed the same day. 
 
Please speak with someone in Accounts Payable directly if a KS document should be processed and has not yet posted.
  • Beth Freeman - 47379
  • Sandra Norris - 46562
  • Debbie Stillabower - 43638
ApprovedNoneRegular News Article
 1/15/2019Transform Purdue
  
Business offices are reminded to reference the training resources on the SuccessFactors Training webpage. During the initial deployment phase, processes and quick reference guides are updated frequently. Some of the edits are minor, while others are more significant. For example, the Payroll Process for Business Support has been updated significantly since attending the Payroll Overview for Business Support staff session in November. Business offices can bookmark the process in order to always reference the latest version. All training materials are housed online.  
 
Recently added or updated processes, videos or QRGs are:
Reference Description Location
SuccessFactors Pay Statement

New QRG; provides descriptive information of pay statement

Employee Information, Timekeeping and Time Off - https://purdue.edu/timehelp

Time Profile, Recording Profile, and Variant Cheat Sheet

Updated document; contains time profile, time recording profile, work schedule and time recording variant information

https://purdue.edu/timehelp

 

Quick Hire demonstration

New video; demonstrates how to move student new hire through quick hire process

Recruitment - https://sharepoint.purdue.edu/sites/treasurer/bpr/training/SitePages/recruitTR.aspx

Position X-Walk for SAP Position ID and SuccessFactors

New document; provides the ability to view the SAP Position number, title and org unit compared to the SuccessFactors Position ID, Department number and Department text.

Position Change Resources - https://sharepoint.purdue.edu/sites/treasurer/bpr/training/SitePages/poschTR.aspx

Assigning a Custom Work Schedule Permanently or Temporarily

Updated QRG; outlines how to temporarily or permanently assign or delete a work schedule.

Payroll - https://sharepoint.purdue.edu/sites/treasurer/bpr/training/SitePages/payrollTR.aspx

Assigning a Non-Custom Work Schedule Permanently or Temporarily

Updated QRG; outlines how to temporarily or permanently assign or delete a work schedule.

Payroll - https://sharepoint.purdue.edu/sites/treasurer/bpr/training/SitePages/payrollTR.aspx

New Hire Data Verification Demonstration

New video; walks through the I-9 verification process

Onboarding - https://sharepoint.purdue.edu/sites/treasurer/bpr/training/SitePages/onboardTR.aspx

New Hire Data Verification - I-9 Verifier​Updated QRG; includes steps to setting initial password​Onboarding - https://sharepoint.purdue.edu/sites/treasurer/bpr/training/SitePages/onboardTR.aspx
Extending the Offer Letter ​Updated QRG; page 3 updated with verbal offer (student only) directions​Recruitment - https://sharepoint.purdue.edu/sites/treasurer/bpr/training/SitePages/recruitTR.aspx




 

ApprovedNoneRegular News Article
 1/10/2019Buying
  

Resources for the Open PO, GRIR Clearing, Invoice Reconciliation Exception and IRE Approval Only reports are available on the Ariba page of the Procurement Services website on the Ariba page. The links for the individual reports are at the bottom of the page, as well as on the Purchasing page of Business@Purdue in the Resources section. 

Each document lists how to manage the report by giving the identifier and a time marker.  

Any additional information needed about the report or results will be listed in the notes section. 

The last section describes the oversight of the reports: what information will be sent, as well as when and to whom it will be sent.

There are many avenues for assistance. View the Purchasing page on the Business@Purdue SharePoint site for processes, Quick Reference Cards and training-related information. If additional assistance is needed, check with a subject matter expert (SME) in your area, or contact the Procure-to-Pay Helpdesk, 765-494-7279.

 

 

 

ApprovedNoneRegular News Article
 1/10/2019Finance
  

The Procurement division has noticed an increase of IT purchases on P-cards. Purchases of computers, computer equipment, software and hardware are considered IT purchases and are prohibited on the purchasing card unless approval is obtained from the Procurement division. 

 

The Procurement team is monitoring compliance of the purchasing card program, which includes reviewing the types of transactions being made. If a transaction is identified as being in violation, the individual will be contacted. If a violation is confirmed, Procurement reserves the right to terminate the card.

 

Additionally, if an item is available through an established contract, then it should be purchased through that contract. For additional information or resources, please refer to the purchasing card manual. 

ApprovedNoneRegular News Article
 1/10/2019General Info
  

As a reminder, for those following the Payroll Process for Business Support, tasks completed during “Open for Corrections” starts with step 8 on page 3.

Audit and Adjust Cost Distribution:

1.      Reminder that you need to enter ECP through the Launch SAP GUI tile and you must use the zonevpn.itap.purdue.edu/sapbpr VPN in order to use the SAP GUI

2.      Run Time Paid with Details Report in ECP to audit and adjust Cost Distribution as needed

Employee Data Changes to avoid overpayments are the only permitted employee data changes during Open for Corrections:

1.       Terminations (Termination Process; Creating a Termination Request QRG)

·         Take the Action in EC

·         Contact the Appointment Specialists at paspec@purdue.edu to request forced replication of the impacted record(s) so that the change will be reflected in the current payroll run

2.       Reductions in FTE (Processing an Employee Data Change – FTE Change QRG)

·         Take the Action in EC

·         Contact the Appointment Specialists at paspec@purdue.edu to request forced replication of the impacted record(s) so that the change will be reflected in the current payroll run

As a reminder for those that need to complete actions for Employee Data Changes to avoid overpayments during Open for Corrections, the action must still go through all of the appropriate workflow before it is available for PA specialists to work on.  

ApprovedNoneRegular News Article
 1/10/2019Training
  

Employees who use Concur Travel and Expense to arrange travel, create travel requests and expense reports can gain some hands-on experience by attending TRVLC 200 – Concur Traveler Training. The next offering is scheduled from 2:30 to 5 p.m. on Wednesday, Jan. 16 and will meet in HEAV G035, located in Heavilon Hall at 500 Oval Drive. 

 

This course is designed for individuals who use Concur Travel and Expense to book travel and create travel requests and expense reports. This course introduces travelers to the electronic travel and expense system. The content ensures staff have the knowledge, skills and abilities to make a travel request, book travel, and complete expense reports within Concur. This is a hands-on course where participants are given exercises to ensure they can use the Concur Travel and Expense system.

 

Please ensure a seat in class by registering for TRVLC 200 – Concur Traveler Training within the Learning module of SuccessFactors.

ApprovedNoneRegular News Article
 1/10/2019Training
  

Support staff and business office employees who assist employees with travel arrangements, travel requests or expense reports should attend TRVLC 250 – Concur Business Office and Support Staff Training.  The two-part training which provides detailed information and hands-on opportunities in Concur Travel and Expense is scheduled to meet from 2 to 5 p.m. on both Wednesday, Jan. 23 and Thursday, Jan. 24 in HEAV G035, located in Heavilon Hall at 500 Oval Drive. 

 

This course introduces business office and support staff to the electronic travel and expense system. The content ensures tstaff have the knowledge, skills and abilities to make a travel request, book travel segments, complete expense reports and review these for accuracy within Concur. Part One covers booking travel and completing travel requests, and Part Two covers preparing expense reports. This is a hands-on course where participants are given exercises to create requests, expense reports and book travel in a training instance of Concur.

 

To secure a seat in the class, please enroll in the two-part TRVLC 250 – Concur Business Office and Support Staff Training from within the Learning module of SuccessFactors.

ApprovedNoneRegular News Article
 1/9/2019People
  
Business offices are instructed to complete the Concurrent Employee worksheet for those employees that were not processed through the recruitment module and currently have an offer letter through the SharePoint site. The PA Specialists will use the information in order to complete the manage pending hire process.  Click below to access the spreadsheet. The completed information can be emailed as an attachment to paspec@purdue.edu.

Concurrent Employee Worksheet for Manage Pending Hire

Please contact paspec@purdue.edu for further questions.

ApprovedNoneRegular News Article
 1/9/2019Training
  

The Quick Hire Training Video has been added to Recruitment training resources.

The video follows outlines how supervisors or other recruiters can:

·        Initiate requisition, in order to get the job posted

·        Process the candidate through the recruitment tool, extending the online offer and initiate onboarding for new hire to complete required information online

Student Life provides useful supervisors resources on the Employer Resources webpage within Student Employment. The resource webpage links to the Quick Hire business process, which includes references to the appropriate Quick Reference Guides (QRGs). It also includes the Onboarding process, linking needed Quick Reference Guides (QRGs).

ApprovedNoneRegular News Article
 1/9/2019Training
  

Physical Facilities has announced the OSHA training schedule for January 2019; training topic is “Silica Awareness and Protective Measures.”

 

Sessions will be held as follows:

 

·         January 8 from 1:30-2:30 p.m. in UPOF 102

·         January 9 from 9:30-10:30 a.m. in PFSB 1179

·         January 9 from 1-2 p.m. in PFSB 1179

·         January 14 from 8:30-9:20 a.m. in BRNG 1245

·         January 15 from 1:30-2:30 p.m. in UPOF 102

·         January 16 from 9:30-10:30 a.m. in PFSB 1179

·         January 16 from 1-2 p.m. in PFSB 1179

·         January 22 from 1:30-2:30 p.m. in UPOF 102

·         January 23 from 9:30-10:30 a.m. in PFSB 1179

·         January 23 from 1-2 p.m. in PFSB 1179

·         January 28 from 8:30-9:20 a.m. in BRNG 1245

·         January 30 from 9:30-10:30 a.m. in PFSB 1179

·         January 30 from 1-2 p.m. in PFSB 1179

 

To register for a session, please contact Jon Biggs, senior technical training and design specialist, at jdbiggs@purdue.edu.
ApprovedNoneRegular News Article
 1/9/2019General Info
  
Quick Links    
Source Purpose Link
Training WebpageHouses Quick Reference Guides and Learning Videos https://www.purdue.edu/hr/successfactors/training/index.php  
SuccessFactors Roles Information Houses role descriptions, request for roleshttps://www.purdue.edu/hr/successfactors/idMgmt.php  
Help email addresses for assistance Lists email addresses to direct questions or issues https://www.purdue.edu/hr/successfactors/training/goLive.php  
Timekeeping, Time off and Employee Self Service InformationHouses time-related Quick Reference Guideshttps://www.purdue.edu/timehelp  
SuccessFactors Update – January 8Recent articles include managing notifications, onboarding dashboard, position resources and I-9 processes https://www.purdue.edu/hr/successfactors/communications/SF2019-01-08/index.html  
SuccessFactors Update – January 3Articles include how to access past pay statements, winter recess days, new hire information and Reporting showcase announcedhttps://www.purdue.edu/hr/successfactors/communications/SF2019-01-03/index.html
SuccessFactors Updates – General Information (for all users)Articles on roles, recruitment drop-in labs, onboarding, managing notifications, benefitfocushttps://www.purdue.edu/hr/successfactors/communications/groupNews/genInfo.php
SuccessFactors Updates – Department Support Staff and Supervisors Articles on managing positions – creating and editing in preparation for recruiting  https://www.purdue.edu/hr/successfactors/communications/groupNews/deptSup.php
SuccessFactors Updates – Business Support and Central OfficeArticles on new hire updates, I-9 processes and reportinghttps://www.purdue.edu/hr/successfactors/communications/groupNews/busSupCentOfc.php
Payroll Calendar Outlines important dates for payroll processing https://www.purdue.edu/business/payroll/Calendars/index.html
Payroll-related Forms Lists forms used in payroll processes such as ADPAY, Direct Hire https://www.purdue.edu/business/payroll/Forms/index.html
 
 
SuccessFactors Tips

Unless otherwise instructed, do not use emojis or special characters in text fields, such as comment boxes. It may cause issues during data transfer.
  1. Connect to webvpn.purdue.edu before accessing ECP (Employee Central Payroll). When accessing SAP GUI through the Finance Launchpad, it is recommended to first sign in with webvpn.purdue.edu, but not required (as the message states when accessing SAP GUI.) 
  2. Users must use the SAP GUI (not the Web GUI) to run the following T-Codes:  ZHCM_COST_DISTRIB; ZHCM_ADDPAY; ZHCM-RECURRING, ZHCM_TPWD, ZHCM_PAYROLL_CHECKS.
  3. Access the HCM Reporting Resource Grid to learn more about reporting tools and reports.
ApprovedNoneRegular News Article
 1/9/2019Training
  
Personnel Activity Reports (PARs) will be processed electronically via the SEEMLESS application for Fall PARs.

PAR training for Fall 2018-2019 is now available and consists of two elements.  Completion of both elements is required for the Fall 2018-2019 period.

Online Training Module
  • The online module defines terminology and regulations that outline the Personnel Activity Report process. The Effort Reporting Policy is defined, as well as the PAR form fields and the escalation process.
  • Register for BPARS 100 – Introduction to Certification of Effort.  The course is no longer accessed via Blackboard and is now available via SuccessFactorsàLearning.  

Instructor-led Training

  • This session provides users with a comprehensive look at effort reporting using the SEEMLESS application and includes demonstrations on how to view and edit PARs, assign delegates, workflow, deadlines and special circumstances.
  • Register for Effort Reporting (SEEMLESS) Showcase – Business Office Staff.  To ensure a seat in the instructor-led class, participants must enroll in one of the sessions.  Training materials for the course will be provided in the reminder email sent to enrolled participants 24 – 48 hours prior to the session. 
  • Sessions are scheduled for:
    • January 16, 2019
      • 8:00 – 9:00 a.m. in LWSN 1142
      • 3:00 – 4:00 p.m. in RHPH 172
    • January 17, 2019
      • 2:00 – 3:00 p.m. in  LWSN 1142
ApprovedNoneRegular News Article
 1/3/2019Transform Purdue
  
The Employee Class and Type Crosswalk is the perfect guide to reference when changing employee or position information. The crosswalk should  be used when someone is trying to determine the appropriate employment type to assign to an employee or position. This will help choose the correct employment type based on the employee class assigned to the position.
ApprovedNoneRegular News Article
 1/3/2019Transform Purdue
  
Templates are available in SuccessFactors for business offices needing to submit mass changes. Mass change templates are often used to transfer grad appointments. Mass change imports needed by first payroll run must be submitted by Monday, January 7.
In lieu of running the Employee Listing with Salary report (not available until approximately January 7) as recommended in the QRG, please reference the Position Report – Mass Grad Uploads for the first pay period as needed.

It is important to follow the appropriate QRG for the action needed for each list of PERNRS. The SuccessFactors “Import Employee Data” uploads are different then using the past spreadsheet, which allowed multiple action types on one sheet. 

The QRGs outline the naming convention used for the templates when attaching and sending to the appropriate Payroll department.


ApprovedNoneRegular News Article
 1/3/2019General Info
  
January 1 data conversions have resulted in making the Benefitfocus enrollment tool unavailable for a short period of time.

Employees are currently not able to access the system to enroll for benefits as a new employee, make changes due to life events, adjust health savings account contributions or view current benefit elections.

Benefitfocus is expected to be available soon. A communication will be sent out when the system is up, and benefit changes will be allowed retroactively, even if the 30-day window has been exceeded.

Benefits staff will identify and contact new employees who need to enroll for benefits, as well as being available to assist employees who need to make retroactive adjustments.

New employees who need to use their benefits can contact Human Resources at 765-494-2222, toll free at 877-725-0222 or via email at hr@purdue.edu.

ApprovedNoneRegular News Article
 1/3/2019Travel
  
The IRS recently announced the new standard mileage rates when using a personal vehicle for business reasons. The rates are based on the fixed and variable costs of operating a vehicle.

Mileage rate change for travel on or after January 1, 2019

Effective for Purdue University business travel on or after Jan. 1, 2019, the privately owned vehicle mileage rate changes from .54.5¢ per mile to .58¢ per mile. This mileage rate is subject to the 'Drive Vs Fly' guideline. Guidelines related to travel using Privately Owned Vehicles (POV), including mileage rates, can be found on the POV page.

Mileage rate for state travel on Sponsored Program grant funds

The Indiana Department of Administration privately owned vehicle mileage rate will remain at .38¢ per mile. Guidelines related to travel on Sponsored Program grant funds from the State of Indiana, including mileage rates, can be found on the State Travel Rates page.

Any changes to the Courtesy Vehicle Mileage Rates will be announced by the Tax Department.

Please contact the Travel Office with questions.

ApprovedNoneRegular News Article
 12/20/2018General Info
  

Payroll and Tax Services would like to make all staff aware that Hovde Hall, like many buildings on campus, will be closed Dec. 22 through Jan. 1. Employees who are not currently set up with direct deposit should review the following information regarding payroll checks.

·       Biweekly payroll checks for the West Lafayette campus dated Dec. 19 will be available at Hovde Hall, room 5, until 3:30 p.m. on Friday, Dec. 21. All unclaimed checks will be mailed out via the U.S. Postal Service to the address on file after the 3:30 p.m. deadline on Dec. 21.

·       Payroll checks for all campuses dated Dec. 28 (including biweekly, monthly, and off-cycle) will be mailed out via the U.S. Postal Service to the address on file on Dec. 27. 

Employees who are not already signed up for direct deposit are encouraged to sign up in SuccessFactors (under Payroll Information) on Jan. 2. 

ApprovedNoneRegular News Article
 12/20/2018General Info
  
In anticipation of the upcoming 2018 tax season, all Purdue employees should review and update (if necessary) their addresses in the new Success Factors Employee Central (EC) that goes live on Jan. 2.
 
Separated employees may send address changes to tax@purdue.edu, and must contain the person's PUID number and the new address. 
 
All address changes for the 2018 W-2 forms must be made by 5 p.m. on Jan. 7.
 
Online W-2 access reminder:  Employees are strongly encouraged to register for online W-2 access. By registering, employees are able to elect to continue to receive a paper copy or only receive an electronic copy of their W-2 form. Other benefits include earlier delivery (7-10 days) and elimination of mail security concerns. 
 
Questions should be directed to the Payroll and Tax Services department via tax@purdue.edu.
 
ApprovedPurdue TodayRegular News Article
 12/20/2018General Info
  

Business offices receiving 2018 absences (biweekly through Dec. 23 and monthly through Dec. 31) not entered or recorded in SAP prior to the cut-off dates can forward the approved leave to timeadmin@purdue.edu for processing. Employee should complete a paper 33 absence form with all approvals necessary. Business offices can submit the attached form to timeadmin@purdue.edu. The absence will then be recorded in the old system for recordkeeping purposes, and the quota balance in the new system will be adjusted.

ApprovedNoneRegular News Article
 12/18/2018General Info
  

All benefits-eligible employees will request time off through the “Time Off” tile in SuccessFactors. Employees will see available balances for vacation (when applicable) and sick leave. A drop-down list of “other” leaves contains less common requests such as bereavement, jury duty and business-oriented leaves.

Time Off training resources are located on the Employee Information, Timekeeping and Time Off tile located on the Training webpage.

Leave Type

Audience

Work Instruction Video

Quick Reference Guide

Personal Time

Employee

Requesting Time Off

Requesting Personal Time Off

Supervisor

Taking Action on a Time Off Request

Taking Action on a Personal Time Off Request

Business Time

Employee

 

Requesting Business Time Off

 

The Purdue Today article Leave policies, practices updated in preparation for transition to SuccessFactors recently announced approved updates.

Those who used the online leave request through the “Working Time” tab on Employee Self-Service via the Purdue SAP Portal will notice the historical leave information is available, including team calendar and usage information, under “Working Time.” (Online leave requests paused on Nov. 28 in preparation for SuccessFactors.) This information will remain viewable even after the transition to SuccessFactors.

Questions can be directed to bpr@purdue.edu.  
ApprovedNoneRegular News Article
 12/18/2018General Info
  

The Purdue Today article Leave policies, practices updated in preparation for transition to SuccessFactors announced recently approved updates in preparation for the SuccessFactors upgrade set for January. For the first time, all benefits-eligible employees will submit time off requests online.

Employees can view Time Off training resources online; Time Off information is toward the bottom of the web page. One of the major changes for some employees will be the ability to view vacation and sick leave balances. Those who currently use Kronos to clock in and out will notice that in SuccessFactors the timesheet and time off requests are two different processes. Some of these changes have prompted other questions. Following are Frequently Asked Questions (FAQs) related to time off process changes through SuccessFactors and recent policy updates.

FAQs

Are time off requests automatically updated on my timesheet?

Yes, the SuccessFactors timesheet is automatically updated with your time off. (The Webclock does not automatically integrate time off requests.)

I am an exempt or salaried paid staff member, what will my sick balance look like on January 1?

As stated in the Purdue Today article, the sick leave bucket (available balance) will replenish each January. Sick leave is based on length of service and not use during the prior year. New employees will have prorated sick leave hours during the first year of employment. The length of service and sick hours allotted are as follows:

-- Upon hire: 80 hours (prorated based on hire month).
-- First January after hire date: 308 hours.
-- Second January after hire date: 616 hours.
-- Third January after hire date: 924 hours.

I am an exempt or salaried staff member, are paid personal business days going away?

No, there are no policy changes related to paid personal business days. They are processed through the time off request by selecting Personal Business Day from the drop-down list under Other.

I am a faculty member and have several leaves related to research that in the past required a Request for Leave Action (RLA) form – is that still required January 1?

No, the RLA form is no longer needed. Business leaves (such as research, instructional or engagement travel) will be processed through SuccessFactors. Select the appropriate leave from the drop-down list under Other. The information originally collected through the RLA form is now collected online. You can also attach any critical documentation to the leave request.

Why is there a Sick Family bucket, if the 10-day sick family leave limitation is removed?

When requesting sick leave, you will still need to categorize it as ‘self’ or ‘family.’ The separate ‘bucket’ allows Purdue to continue meeting reporting requirements.

I am a non-exempt, hourly paid staff employee and will not use my personal holiday prior to January 1. What will happen to those eight hours?

The unused eight hours will be added to your vacation bucket. The Purdue Today article states, Starting in 2019, the personal holiday will be distributed each July as an additional eight hours of vacation time, allowing it to be carried over. With the deployment of SuccessFactors on Jan. 1, staff with unused personal holiday hours will have additional vacation hours. Staff who have used their personal holiday (distributed July 1, 2018) will not have additional vacation hours until July 2019.”

I currently have Family Medical Leave (FMLA) or Paid Parental Leave (PPL), how will I request time off in SuccessFactors?

The Requesting Personal Time Off QRG provides direction on FMLA leave requests on page three. Paid Parental Leave is available from the drop-down list under Other. FMLA requests are reviewed by Human Resources.

Will unapproved leave requests automatically approve after a certain period?

Time off requests automatically populate the timesheet. Timesheets are pushed through payroll (including time off requests) for payment at the end of each pay period, as if they are approved. Employees can change requests. If a leave request change is submitted after payroll has processed, the change will be documented in the next pay period. 

I used Employee Self-Service (ESS) and Manager Self-Service (MSS) through the SAP OnePurdue Portal to request and approve time off; how can I see past leave information?

If you are an ESS/MSS user, you can still view Working Time information when selecting Employee Self-Service within the OnePurdue portal. It shows the team calendar and leave usage information.

When SuccessFactors is deployed, ESS/MSS users will have access to Historical Leave information.

Any questions can be directed to bpr@purdue.edu.

ApprovedNoneRegular News Article
 12/18/2018General Info
  

Effective Monday, Jan. 7, the GM-AIMS Projection Tool will be available for use and will incorporate changes necessary due to the upgrade to SuccessFactors as part of the Human Capital Management Transformation Project. This was a major renovation, and users will notice the following:

·        Previously Employee Group defined the type of positon. Now Subgroup is used.  

·        Graduate students are now paid biweekly. In order to properly define individuals, two new pay areas are used within the application:

o   BF – Biweekly now, previously fiscal year

o   BA – Biweekly now, previously academic year

·        Grad Insurance is now pro-rated on a daily basis.  The charges for the year are paid during the non-Summer months. No grad insurance should charge during the SU period.  

Note: AY insurance is $5.27 per day ($1,440.92 per year / (19.5 pay periods x14 days =273 days of insurance) = $5.27). This is new with HCM.  

                              FY insurance is $3.96 per day ($55.42 per pay period of 14 days)

·        Grad Fee remits will charge $396.92 per pay period. If there is any salary recorded in a pay period, the entire $396.92 will be charged.

·        Unfortunately, due to all the significant changes impacting the calculation of the projection, any saved projections will need to be redone to insure accuracy.  

·        Functionality should remain the same within the tool.  

·        The data are accessible using the same links as before. Access the OneCampus portal and navigate to Business Account Projections. 

If you have questions, please contact the ITaP Customer Service Center, 44000.

ApprovedNoneRegular News Article
 12/18/2018Transform Purdue
  
The Property Accounting forms will be disabled on Friday (Dec. 21) at 5 p.m. in preparation for the SuccessFactors upgrade. The forms can still be approved until end of day on Jan. 4. We anticipate enabling the forms when the upgrade is complete and cut-over activities are done.
 
A B@P News article will announce the availability of Property Accounting forms.
ApprovedNoneRegular News Article
 12/18/2018Transform Purdue
  
In preparation for data conversion and the upgrade to SuccessFactors, roles that provide the ability to edit data in SAP will be paused on Wednesday (Dec. 19) at 5 p.m. After Dec. 19, editing data will be limited to essential personnel such as the Payroll department.
 
According to the Payroll calendar, all December actions were due Dec. 13 for biweekly payroll period 27, and Cost Distribution will be competed at 5 p.m. on Dec. 19.  Examples of editing data include transactions like PA30 – Maintain HR Master Data.
 
However, the pause is not limited to only PA30 users; those who create/edit position and organization data will also notice they have display-only views after 5 p.m. on Dec. 19.  
ApprovedNoneRegular News Article
 12/18/2018General Info
  

The University has approved a new temporary standard governing the employment of temporary staff. Effective Jan. 1, temporary staff may work up to, but not exceed 1,000 hours in a 12-month period. The current temporary position request form will no longer be used, and departments will assume the responsibility for hiring temporary staff and monitoring their hours.

 

Talent Acquisition’s Careers website will be updated by Dec. 21 with additional instructions and information to assist with administering temporary employment. A new report has been developed for monitoring hours. Instructions for how to run and interpret the report will be forthcoming.

 

As a reminder, all hires including temporary staff must be made through Success Factors effective Jan. 1. Temporary staff will be hired using the quick hire process.

 

For questions concerning the temporary standard or the administration of temporary staff, contact tempgroupedrequests@purdue.edu. Questions about hiring temporary staff through SuccessFactors can be directed to sfrecruit@purdue.edu.

 

The official University policy website will be updated Dec. 20 to reflect the changes.

ApprovedNoneRegular News Article
 12/18/2018General Info
  
Due to the limited time available to write payroll and allow for the winter recess, all deadlines are firm. Unfortunately, no exceptions can be made. Please review the deadlines carefully.

Please note that the Off-Cycle form deadline is 5:00 PM on December 18

Human Resources Compensation has already released pay practices and frequently asked questions for the winter recess.

Important Payroll items of note:

  • Due to the early BW payroll time entry deadlines, working time for employees from December 10 through December 23 must be estimated.  Employees who record their time on a timecard or enter duration hours in Kronos should complete the entire timecard for the BW 27 pay period (12/10 – 12/23) using estimates/their best guess of their hours through the end of the pay period.  This estimated time will need to be recorded by 6 PM on December 18, or by the deadline set by the department. Business Offices who have employees recording time using timestamp in the Kronos system will need to have estimated hours entered into the Kronos system by Business Office Time Administrator by 6 PM on December 18. 
     
  • Kronos time entry will be closed on December 19.  In addition, Kronos will be signed off on December 19 for the BW 27 Pay Period. Employees who record timestamps in the Kronos system should use the exception log or exception process in their department to capture true worked hours during the pay period. 
     
  • If any modifications need to be made to the estimated time for any employees in a situation where actual hours worked are different than the hours that were paid, adjustments will need to be entered into a Time Adjustments 2018 spreadsheet.  Completed spreadsheets are due to TimeAdmin by 5:00 PM on January 4, 2019.
  •  The BW 27 payroll will be written on December 20 and will pay on December 28.
  • Overpayment repayments received in the subsequent tax year are to be repaid at the gross amount of the overpayment per IRS Tax Law. Repayments of overpayments that are in the possession of the departments first thing in the morning on January 2 will be considered received in 2018. Business Offices are asked to check their mail first thing in the morning on January 2 to ensure any payments received over the winter recess are credited as received in 2018. Repayment checks are due to Central Payroll by 5 PM on January 2.  Any repayments received on or after January 2 will be considered received in 2019. Due to the winter recess, overpayments that are discovered after December 21, will need to be repaid at the gross pay. Employees will be able to seek tax relief through their 2019 tax return.   
Monthly quotas (time off balances) for January 2019 will show up in SuccessFactors under My Profile, Time Off.  January quotas and be available for use on January 2.
ApprovedNoneRegular News Article
 12/17/2018People
  
The December monthly payroll is complete. 

Business Offices can now run validation reports to determine if anyone will need to be paid on the off-cycle which will be run on December 21 (to pay on December 28).  The validation reports need to be run as soon as possible after receiving the payroll completion announcement.  Please note that the Off-Cycle form deadline is 5:00 PM on December 18

 

Human Resources Compensation has already released pay practices and frequently asked questions for the winter recess.

ApprovedNoneBreaking News Article
 12/14/2018Finance
  
Due to the winter recess, the final payment runs for this calendar year will be initiated at 2:30pm on 12/20/18.
 
At that time documents that are posted and due through 1/2/19 will be processed.
 
Regularly scheduled payment runs will resume on 1/2/19 for payments due on 1/3/19.
 
Please contact ap@purdue.edu with any questions.
ApprovedNoneRegular News Article
 12/14/2018General Info
  
Due to the limited time available to write payroll and allow for the winter recess, all deadlines are firm. Unfortunately, no exceptions can be made. Please review the deadlines carefully.

On December 17, a Business@Purdue News announcement will be sent as soon as monthl