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 9/19/2022General Info
  

The newly created Concurrent Assignment Onboarding Quick Reference Guide should be referenced by those completing Post Hire Data Verification, which is the first step in the onboarding process. This QRG outlines the steps that need to be taken when an employee has concurrent positions (especially significant when hiring a grad with an active fellowship). 


ApprovedNoneRegular News Article
 9/19/2022Reports
  

Work schedules have now been included in the Employee Detail with Salary Report. Scroll to the right past Time Profile and Time Recording.

Users should filter on division, employee class, FTE, and work schedules columns to ensure that the employee Is on the correct work schedule.

A Quick Reference Guide for Work Schedule Changes is available. 


ApprovedNoneRegular News Article
 9/16/2022Travel
  

​The Concur website will be unavailable to book travel arrangements from Monday (Sept 19) at 5 p.m. through Tuesday (Sept. 20) at 11 a.m. due to the University's transition to a new travel agency.

During the time listed above, booking in Concur will not be available; however, expense reports may still be submitted in Concur.

Itineraries established before Tuesday will not be viewable in the traveler's trip library. If the traveler or delegate needs a copy of an existing itinerary, they must save or print before 5 p.m. Monday. After that time, existing itineraries must be obtained from the airlines.

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

ApprovedNoneBreaking News Article
 9/15/2022Training
  

Individuals who use the Concur website to book University travel, submit business travel expenses or reconcile Purdue Purchasing Cards (PCards) using company billed statements should be aware that system updates are scheduled for Oct. 1.

The functionality will primarily remain the same, and new screen layouts will provide easier navigation within the system for users. Additionally, system enhancements include the ability to link multiple expenses to one receipt image, and improved error messaging will make it easier for users to see where additional information is needed.

When a user accesses Concur online on or after Oct. 1, a brief product tour will be displayed to introduce the most notable changes and the benefits they provide.

Virtual information sessions to explain and preview the upcoming interface changes and enhancements are scheduled at the dates and times listed below. Concur users are encouraged to register for one of the sessions through Purdue's Learning Management System (LMS). 

Dates and times of the information sessions are:

  • Sept. 20, 1:30-2:15 p.m.
  • Sept. 21, 1:30-2:15 p.m.
  • Sept. 27, 10-10:45 a.m.
  • Oct. 6, 1:30-2:15 p.m.
  • Oct. 11, 10-10:45 a.m.

Updated Concur Quick Reference Guides will be available Oct. 1 on the Concur Training and Travel Resource webpage. Updated Company Billed Statement resources will be made available on the Training Documents site at that time.

The layout and functionality of the SAP Concur mobile app will remain unchanged.

Questions may be directed to purduetravel@purdue.edu.

ApprovedNoneRegular News Article
 9/13/2022Research
  

​Rates used for budgeting fringe benefits on sponsored programs and other chargeable accounts have been updated. The revised memo is available online.   

ApprovedNoneRegular News Article
 9/13/2022Travel
  

​Beginning Sept. 20, all Purdue faculty, staff, students and others traveling on University business who need assistance booking arrangements will need to go through AAA Corporate Travel. The University's current contract with Anthony Travel is ending. Concur is the University's preferred way to book travel, and AAA Corporate Travel will be the agency if travelers want to talk to a live agent. As an exception, Athletics will continue to partner with Anthony Travel for their travel needs.

If travel arrangements cannot be managed through Concur, faculty, staff and students will need to use and submit the AAA Corporate Travel Purdue Employee Travel Reservation form. An AAA Corporate Travel agent will then reach out to complete the reservation within 72 hours of submission. Reservations required for employee and student travel within 72 hours must be made by calling AAA Corporate Travel at 800-354-4514.

Purdue Travel will continue to cover the travel agency transaction fees for faculty, staff and students on the West Lafayette, Fort Wayne and Northwest campuses for University business travel booked through AAA Corporate Travel.

As previously announced, the change already went into effect on Sept. 1 for non-employees, including prospective faculty and staff, visiting professors and consultants, and student organizations. Beginning Sept. 20, all departments and organizations will be responsible for transaction fees for all non-employee travel.

Those at Purdue Global, Purdue Polytechnic High School and non-employees and student organizations on all Purdue campuses will be able to receive Purdue's negotiated rates and discounts for travel arrangements booked through AAA Corporate Travel.

Questions about this change should be directed to Purdue Travel at 765-494-7354 or purduetravel@purdue.edu.

ApprovedNoneRegular News Article
 9/12/2022General Info
  

If you are having any issues with the look or functionality of SAP, please contact ITAP Customer Service at 765-494-4000.  You will need to have the SAP GUI reinstalled and reboot your machine.  ​

ApprovedNoneBreaking News Article
 9/9/2022Finance
  

​Accounts Payable has added a document with tips and tricks for submitting vendor requests.

The document can be located under Resources - Quick Reference - Tips & Tricks for Vendor Requests.

Please utilize these helpful hints to ensure the appropriate documentation has been collected and is complete prior to submitting a request. This helps in minimizing delays in processing requests to create the vendor record.

As a reminder, requests for new ARIBA vendors must go through Procurement Services.

Contact vendordata@purdue.edu with questions. 

ApprovedNoneBusiness Update Article
 9/8/2022Finance
  

The latest Overpayments dashboard is now available and can be accessed via the SuccessFactors Training SharePoint site (in the Payroll tab, under Overpayments). It is listed with the Quick Reference Guides.

 

The current Overpayments dashboard is through biweekly (BW) pay period 17 and monthly (MO) 8.

 

New supervisors and those that have not yet attended training should review Timekeeping, Time Off Requests and Employee Pay Change Responsibilities for Supervisors. The training outlines supervisor responsibilities and also provides the recorded presentation defining overpayments and how to prevent them.


Those responsible for overpayments have access to a training series dedicated to Payroll Overpayment Repayment and Reconciliation. Please note that Module Three introduces the Overpayments dashboard.


All courses are registered or presented through SuccessFactors Learning (LMS). Learn more about SuccessFactors Learning.

 




ApprovedNoneRegular News Article
 9/8/2022General Info
  
An updated SuccessFactors homepage was launched today, with the goal of enhancing the overall user experience and providing more targeted content.

Resources are available to walk users through the new homepage:

Features of the new homepage

  • The new homepage provides Quick Actions tiles across the top to quickly access the user's profile, time off, organizational charts and more.
  • Approvals (or other items that need attention) will appear below the tiles. If the user has no approvals to complete, this section will not be visible.
  • Organizational Updates are Purdue-specific items, such as viewing pay statements, while Additional Information contains Purdue-specific access to the Human Resources website and more.
  • Quick Actions tiles, approvals and For You Today are all role-based, meaning it will not be displayed if the user does not need that action.

Supervisors will see approvals under Approvals. Requests or timecards requiring approval will only appear in the Approvals section when there are approvals to complete.


However, you can also view the traditional Workflow approvals list by clicking the checkmark.



Employees that record time will now click the Record Time Quick Action Tile instead of Time Sheet. All employees that utilize SuccessFactors to request time off will use the Request Time Off Quick Action tile instead of Time Off.

Please take advantage of the FAQs and video tourFor issues accessing SuccessFactors (or a specific tile), please contact ITaP for assistance.

ApprovedNoneRegular News Article
 9/6/2022General Info
  

An updated SuccessFactors homepage will be deployed Thursday (September 8), with the goal of enhancing the overall user experience and providing more targeted content.

SuccessFactors, Purdue's Human Capital Management system, helps manage employee records, performance appraisals, payroll, learning activities and more. It can be accessed through the Employee Launchpad on OneCampus.

A webpage has been created to walk users through the new homepage with a video tour, and Frequently Asked Questions are also available.

Features of the new home page

Users will first notice a new welcome banner, featuring a Purdue-branded image. The new homepage provides Quick Actions tiles across the top for users to quickly access their profile, time off, organizational charts and more. Approvals (or other items that need attention) will appear below the tiles. If the user has no approvals to complete, this section will not be visible.

Organizational Updates are Purdue-specific items, such as viewing pay statements, while Additional Information contains Purdue-specific access to the Human Resources website and more.

Quick Actions tiles, approvals and For You Today are all role-based, meaning it will not be displayed for users who do not need that action


ApprovedNoneRegular News Article
 8/30/2022Training
  

An online instructor-led course covering property accounting, specifically capital equipment, is available for registration for business office staff or anyone desiring more information. Property Accounting – Capital Equipment (PA 200) will cover topics such as capital equipment, new acquisitions, depreciation, accountability and inventory.

  
A demonstration of the online Property Accounting electronic forms will also be conducted. The session will allow time for questions.
  
The session will be held from 2-4 p.m. on September 15. Online registration is available.


ApprovedNoneRegular News Article
 8/30/2022Travel
  

​Beginning Sept. 1, any Purdue system-wide departments and organizations needing assistance booking travel for non-employees, including prospective faculty and staff, visiting professors and consultants, and student organizations will need to go through AAA Corporate Travel. This includes group travel for non-employees and student organizations, which is defined as 10 or more individuals on a single itinerary. Anthony Travel, the University's current travel agency, will no longer support non-employees and student organizations as of Sept. 1.

With this change, departments and organizations will need to use their Purdue University Purchasing Card (PCard) when using AAA Corporate Travel services for direct booking of reservations for non-employees and student organizations. The PCard now allows those charges on the card.

Reservations required for non-employee travel within 72 hours must be made by calling AAA Corporate Travel at 800-354-4514. Travel arrangements with longer lead times should be requested online through the AAA Corporate Travel Purdue Non-Employee Travel Reservation form. An AAA Corporate Travel agent will then reach out within three business days to confirm reservations.

While travel agency services transition from Anthony Travel to AAA Corporate Travel, Purdue Travel will pay the transaction fees associated with University department non-employee travel through Sept 19. Beginning Sept. 20, departments will be responsible for transaction fees for all non-employee travel. Student organizations will be responsible for all transaction fees assessed by AAA Corporate Travel effective Sept. 1.

Purdue Travel will continue to cover the transaction fees for faculty, staff and students on the West Lafayette, Fort Wayne and Northwest campuses for travel booked through AAA Corporate Travel.

Those at Purdue Global, Purdue Polytechnic High School and non-employees and student organizations on all Purdue campuses will be able to receive Purdue's negotiated rates and discounts for travel arrangements booked through AAA Corporate Travel.

Anthony Travel will no longer provide services for Purdue employees and others traveling on University business as of Sept. 20. AAA Corporate Travel will become Purdue's full-service travel agency for these individuals, including faculty, staff and students. At that time, AAA Corporate Travel will become the University's preferred travel booking method, in addition to Concur. As an exception, Athletics will continue to partner with Anthony Travel for their travel needs.

Additional information about the travel agency transition and process for employees will be shared in the coming weeks.

Questions about this change should be directed to Purdue Travel at 765-494-7354 or purduetravel@purdue.edu.

ApprovedPurdue TodayRegular News Article
 8/25/2022General Info
  

​Effective August 1, per the background check policy update, sex and violent offender registry checks are now required for student and graduate student positions. The registry check is now included in the recruitment process.

  • Those utilizing the SuccessFactors Quick Hire process will move the candidate to the background check box in the pipeline, similar to staff and faculty hire processes. This notifies Talent Acquisition to perform the background check.
  • Those competing forms for the local employment or payroll center to process the new hire through Action Automation should note that a weekly batch file from Action Automation to Talent Acquisition is uploaded for the registry check.


ApprovedNoneRegular News Article
 8/25/2022General Info
  

Please note that hiring process for both Lecturers and Visiting Faculty have been updated.

Lecturer Process updates:

  • The Lecturer hiring process now follows the same process as Limited Lecturers. This streamlined process removes the OIE search waiver process and does not require a waiver process.
  • A new category for Lecturers has been created at Careers@Purdue to simplify the search for lecturer positions at Purdue. During the requisition process, please use the Lecturer category and not the Faculty category.

Visiting Faculty Process updates:

  • An updated Visiting Faculty Process is available. (To view the process, click Visiting Faculty.)
  • The streamlined process omits the OIE search waiver process.


ApprovedNoneRegular News Article
 8/25/2022General Info
  

When hiring students, it is a best practice to make both their start and hire date the same date. This gives them the opportunity to complete their Form I-9 within the required three business days from the hire date. When the start date is different from the hire date, some students are not scheduling to complete their I-9 until their start date. If this date is beyond three business days from the hire date, the student is already out of compliance, leading to them being terminated and then hired again – creating extra work for our payroll centers, central payroll team and employees.

Even though a start date could be later than the hire date, the hire date is when the person is considered an employee for all U.S. compliance issues and is what E-Verify looks at. The start date is irrelevant for compliance and does not appear on the I-9; it is the hire date that is the date of record.

Both supervisors and employees can learn more about the I-9 process at https://www.purdue.edu/hr/neo/I9resources/index.php.

Any questions can be sent to hronboardingtickets@purdue.edu.          


ApprovedNoneRegular News Article
 8/25/2022Training
  

​An online asynchronous training course is available for Data Digest.

This training provides a high-level overview of the Data Digest, which informs on a wide range of data items related to the University.  The Data Digest offers a series of dashboards to encompass Student Enrollment, Faculty and Staff, Finance, and a variety of Research and Post Graduate data. The dashboards are interactive and offer relevant visualizations of data based upon the use of fliters.  

This introductory course is designed for users of institutional data. The course will take approximately 20-30 minutes to complete. The course is available via SuccessFactors Learning Management System. Navigate to Institutional Data: Data Digest Overview to view the information.

ApprovedPurdue TodayRegular News Article
 8/18/2022General Info
  

An updated SuccessFactors home page will be deployed in early September, with the goal of enhancing the overall user experience and providing more targeted content.

SuccessFactors, Purdue's Human Capital Management system, helps manage employee records, performance appraisals, payroll, learning activities and more. It can be accessed through the Employee Launchpad on OneCampus.

SFDevHomepage.jpg

Users will first notice a new welcome banner, featuring a Purdue-branded image. The new homepage provides Quick Actions tiles across the top for users to quickly access their profile, time off, organizational charts and more. Approvals (or other items that need attention) will appear below the tiles. If the user has no approvals to complete, this section will not be visible.

Organizational Updates are Purdue-specific items, such as viewing pay statements, while Additional Information contains Purdue-specific access to the Human Resources website and more.

Quick Actions tiles, approvals and For You Today are all role-based, meaning it will not be displayed for users who do not need that action.


ApprovedNoneRegular News Article
 8/18/2022Training
  

The SuccessFactors Learning Management System, which is used for all employee-related training, now allows external learning to be recorded. This provides employees and supervisors the ability to view all recorded training in one location, including training completed through SuccessFactors Learning, as well as any hours, CPE credits or certifications completed outside the University.

Employees can record external learning by following this Quick Reference Guide. Once added, the employee can view their history of learning, both the courses or sessions registered or completed within SuccessFactors and the certifications or development programs completed outside SuccessFactors. To view learning history, follow this Quick Reference Guide.

externalLearning.jpg


To learn more about SuccessFactors Learning and how to view available training opportunities, register for employee-related training sessions or complete online courses, please access SuccessFactors via OneCampus and select Learning from the drop-down menu. Follow the Quick Reference Guides to learn more.

Those interested in utilizing SuccessFactors Learning to house employee-related training or online courses should contact oecomm@purdue.edu for further assistance.

ApprovedNoneRegular News Article
 8/16/2022Training
  

The fourth and fifth sets of the FM101 Operating Funds Management courses are now available.

The Allocations and Plans set includes the following modules: Faculty Allocations Report; Parent Funded Program Report; Startup Report; AIMS; Endowment Reports. These modules can be found by searching FM101 Allocations and Plans (course #67012) in the SuccessFactors Learning module. 

The Payroll set will cover the Statement of Payroll Charges and Cost Distribution reports. These modules can be found by searching FM101 Payroll (course #67020) in the SuccessFactors Learning module. 

The first three sets of the FM101 Operating Funds Management modules were organized into sets within a training program to make them easily accessible. However, as new sets were added, the program structure was causing unnecessary confusion and complications as users tried to enroll in the new sets.  For that reason, the final two sets – Allocations and Plans and Payroll – and their modules will be established as separate courses.  Once all sets are live, we may revisit establishing as a program or a collection for ease of enrollment. 

The completion of the fourth and fifth sets brings to an end a multiyear endeavor. Melissa Guinn led a team including Brittany Vestal, Suzie Robinson, Kyle LaRocca, Monique Rawles and Chad Molter in the development of the program. In addition to more than 15 finance team members who reviewed content and provided feedback, Cindy Bryant, Cathleen Cline and Maelee Kindel from the Human Resources team transferred the content into the online format now available in SuccessFactors. Thanks to all who provided their time and expertise towards completion of this series!

Questions about FM101 can be directed to Angie Delworth or Melissa Guinn.  

ApprovedNoneRegular News Article
 8/15/2022Finance
  

Accounts Payable has updated the QRG for creating a new employee vendor record.

Please be sure to review the updated document that provides clarification on how the vendor is set up and the documentation needed for submission. The information is listed under important notes at the top of the QRG.

Questions can be directed to vendordata@purdue.edu.


ApprovedNoneBusiness Update Article
 8/15/2022People
  

​For incoming Aliens Authorized to Work, I-9s with a Tentative Non-Confirmation (TNC) from the Department of Homeland Security (DHS) may occur more often than usual. Higher frequency of TNCs is due to the expected delayed submission of Purdue's fall SEVIS file to DHS.

Central I-9 Support requests delaying processing of TNCs for Aliens Authorized to Work until September 7.  However, employees who have a different citizenship status (such as U.S. citizens or Permanent Residents) that receive a TNC should be processed as soon as possible.

Except for the previously stated fall hiring exceptions, all TNCs must be, and are required to be, completed within 10 days of the TNC notification from the I-9. The employee must be either physically or virtually present (WebEx, Teams, etc.) during the TNC process.  The TNC process is detailed in the Tentative Non-Confirmation QRG.


ApprovedNoneBusiness Update Article
 8/12/2022Finance
  
The latest Overpayments dashboard is now available and can be accessed via the SuccessFactors Training SharePoint site (in the Payroll tab, under Overpayments). It is listed with the Quick Reference Guides.

 

The current Overpayments dashboard is through biweekly (BW) pay period 16 and monthly (MO) 7.

 

New supervisors and those that have not yet attended training should review Timekeeping, Time Off Requests and Employee Pay Change Responsibilities for Supervisors. The training outlines supervisor responsibilities and also provides the recorded presentation defining overpayments and how to prevent them.


Those responsible for overpayments have access to a training series dedicated to Payroll Overpayment Repayment and Reconciliation. Please note that Module Three introduces the Overpayments dashboard.


All courses are registered or presented through SuccessFactors Learning (LMS). Learn more about SuccessFactors Learning.

 



ApprovedNoneBusiness Update Article
 8/11/2022General Info
  

Additional information is being shared related to the recent Purdue Today article, Updates to background check and nonpay appointment policies.

  • Appointments for Personnel Not on Payroll – The Direct Hire Form process has been updated so that a completed copy of the form is routed to Talent Acquisition, eliminating the need to contact Human Resources and ask for background checks.
  • Sex and violent offender registry checks are now required for student and graduate student positions. Students hired through SuccessFactors recruitment will be screened by Talent Acquisition.  After an offer is accepted, place candidate in the background check bucket. This will generate a notification to Talent Acquisition.  Once the sex offender check is completed, Talent Acquisition will notify the requisition initiator. TA is working with the HRIS team to develop a process for conducting background checks on students hired through action automation. The goal is to finalize the process and communicate with departments by the first of next week.  


ApprovedNoneRegular News Article
 8/11/2022Finance
  

​In August 2021, a new best practice was implemented to reduce the risk of unallowable purchases that did not receive fiscal approvals on Federal Grants and Federal Appropriated funds. In early 2022, an internal compliance review of this best practice was conducted, resulting in updates to the current best practice documentation and standard report.  Updated documentation is available.  

The updates include:

  • Ensuring all transactions on the report get reviewed.
  • Emphasizing that additional samples should be selected if errors are found.
  • Adding notes on how to calculate error percentage.
  • Updating the QRG for running the report to emphasize how to run on Federal Funds as well as adding notes on the scheduled version of the report.
  • Updating the standard report to incude consistent review columns as well as a reviwe of iLabs transactions which do not have approval workflow and do not always get prior fiscal approval.

Watch for future B@P News articles for open workshops to discuss the best practices.

ApprovedNoneRegular News Article
 8/11/2022Finance
  

The spring 2022 semester effort reporting process was to be completed by July 18, 2022 for certification of all 2022 SPRING PARs. The escalation process will begin on August 17.  

Business managers with outstanding PARs will receive an escalation memo from the Director of Business Management and the Associate Comptroller, with copies to the DFA or Director of Accounting at the regional campuses.

Personnel Activity Reports (PARs) are processed electronically via the SEEMLESS application.   The application can be accessed through the OneCampus Portal and then searching for SEEMLESS.

The supervisor/PIs are to certify their subordinates' PARs first, then their own effort.

PI/Supervisors certify PARs for graduate students, research staff, undergraduate students, and other hourly employees who worked on sponsored program funds or federal appropriated funds.

There is an online training module for faculty on the Managerial Accounting website under Faculty Training Resources.

Important: For 2022 summer cost distribution, there has been a recent change to the BW PAR period extending the PAR period to July 31, 2022. Be sure to verify the IT27 CD to ensure that it posts accordingly. 

For assistance with certifying PARs, first contact the business office for assistance, then email effort@purdue.edu for further guidance.

 


ApprovedNoneRegular News Article
 8/11/2022General Info
  

Effective August 1, the lecturer recruitment process has transitioned to a Quick Hire Process, similar to limited lecturers and post-docs. 

The Hiring @ Purdue website has updated the hiring process for Post Doc and Lecturers. The Lecturer Appointment Process outlines the requisition requirement, including using the Post Doc/LTL/Temps requisition template and posting to the Lecturer category. 

There is also an updated Quick Reference Guide. Lecturer Offer Letter Templates are located under the Templates for Lecturer, PostDoc, and Visiting Scholar Offer Letters (Route through SuccessFactors) section of the Offer Letter Template web page

ApprovedNoneRegular News Article
 8/11/2022General Info
  

Business offices and employment centers recently attended the Form I-9 Non-Compliance Process Training. A recorded video is available on the dedicated Form I-9 Resource SharePoint site.

The I-9 SharePoint site houses the processes, decision trees and email templates that were discussed during the training. Please review the I-9 Compliance Scenarios_What if Questions.

Supervisors, onboarding coordinators and new hires have a new I-9 Resource web page available to them as part of the New@Purdue website. It contains the following:

  • Frequently Asked Questions for general information, as well as specifically for new hires and hiring supervisors
  • Detailed onboarding information for hiring supervisors and onboarding coordinators


ApprovedNoneRegular News Article
 8/9/2022General Info
  

Please note the 2022 - 2023 internal orders (IOs) below for federal work-study students employed in a department:

 

West Lafayette - August 15, 2022 – May 7, 2023

·        On Campus:  61019000 (Regular) = 7400000571

·        On Campus:  61019003 (Community Service) = 7400000574

 

Fort Wayne - August 22, 2022 – May 7, 2023

·        On Campus:  61019000 (Regular) = 7400000575

·        On/Off Campus:  61019001 (Read Tutor) = 7400000576

·        On/Off Campus:  61019002 (Math Tutor) = 7400000577

·        On Campus:  61019003 (Community Service) = 7400000578

 

If a department is employing federal work-study students during the 2022-23 academic year, please double check that the cost distribution is set up properly in PA20 utilizing the appropriate IO noted above.

 

Due to end of year federal reporting, if a department needs to process a retroactive payroll for a student utilizing federal work-study funding after June 30, 2022 for the timeframe of August 23, 2021 – May 8, 2022, the department will need to pay these earnings at 100%. No posts will be made to the 2021-22 IO(s) after June 30, 2022. 

 

Questions for PWL federal work study: email workstudy@purdue.edu or call 765-494-7581.

 

Questions for PFW federal work study: email manleys@pfw.edu or call 260-481-6124.

 

 

ApprovedNoneRegular News Article
 8/9/2022Travel
  

​The removal of COVID-19 travel restrictions has increased the volume of travel expense report requests that are submitted to Purdue Travel. Since June, Purdue Travel has received more than 1,800 submissions for expense report processing. At this rate, Purdue Travel is expecting to exceed the annual number of expense reports submitted in 2019, before travel restrictions were in effect.

Expense reports are being processed in the order they are received. The Purdue Travel team is asking the campus community to be patient as they increase internal resources, diligently work to process the significant volume of expense reports and return to usual turnaround times as soon as possible.

Questions about the expense reporting process can be sent to purduetravel@purdue.edu.

ApprovedNoneRegular News Article
 8/2/2022Finance
  

Accounts Payable is experiencing a high volume of vendor requests at this time. In addition, due to recent turnover, we are down one staff member. The standard turnaround time of 8-10 business days might be exceeded on some requests.  

Patience is appreciated while the team works diligently to complete all of the requests. Please remember to utilize the one-time vendor process when possible for vendors receiving nontaxable payments.



ApprovedNoneBusiness Update Article
 8/2/2022People
  

​For incoming Aliens Authorized to Work, I-9s with a Tentative Non-Confirmation (TNC) from the Department of Homeland Security (DHS) may occur more often than usual. Higher frequency of TNCs is due to the expected delayed submission of Purdue's fall SEVIS file to DHS.

Central I-9 Support requests delaying processing of TNCs for Aliens Authorized to Work until September 7.  However, employees who have a different citizenship status (such as U.S. citizens or Permanent Residents) that receive a TNC should be processed as soon as possible.

Except for the previously stated fall hiring exceptions, all TNCs must be, and are required to be, completed within 10 days of the TNC notification from the I-9. The employee must be either physically or virtually present (WebEx, Teams, etc.) during the TNC process.  The TNC process is detailed in the Tentative Non-Confirmation QRG.

ApprovedNoneRegular News Article
 8/2/2022Training
  

An online asynchronous training course is available for Cognos Folder Structure for Student Data

This training provides a high-level overview of the student related data housed in Cognos Standard reports.  Participants in this course will acquire a general understanding of the layout and content of student data and how to navigate the folders. This introductory course is designed for users of student data and the Cognos Reports. The course will take approximately 20-30 minutes to complete. The course is available via SuccessFactors Learning Management System.  Navigate to Cognos Folder Structure Training to view the information. 

 

ApprovedNoneRegular News Article
 8/1/2022General Info
  

Benefits open enrollment for the 2022-2023 plan year for graduate staff ends at 5 p.m. ET on September 6. Human Resources has created a Quick Reference Overview with resources and contact information. Please utilize this resource along with the new Graduate Staff Open Enrollment website to assist graduate staff with open enrollment.

How you can help us

  • Complete hiring processes for new graduate staff as soon as possible to ensure timely enrollment.
  • Ensure the terms of the appointment and their AY/FY status are clearly stated in the offer letter as per the graduate staff employment manual to assist in communicating eligibility for benefits.
  • Direct graduate staff on internships as follows:
    • Academic year graduate staff who will be returning after the semester begins and are on an approved internship that was arranged through the University: should contact the Student Insurance Office to explore their options for healthcare from August 1 until the date they return to a benefits-eligible position.
    • Fiscal year graduate staff who have been approved for an internship that was arranged through the University: should apply for an unpaid personal leave of absence in SuccessFactors in order to maintain their insurance. Voluntary benefit premiums incurred during the internship period will be taken out of their paycheck upon their return. The automatic monthly recurring payments to Academic HealthPlans (AHP) that graduate staff set up upon enrolling for the graduate staff medical insurance plan (as well as the dental plan, if applicable) will continue to take place.
    • Fiscal year graduate staff who have arranged their own internship (not approved or arranged by Purdue): should contact the Student Insurance Office in PUSH (see Contacts in the Quick Reference Overview) to explore their options for health insurance.
    • Note: International graduate staff on CPT (Curricular Practical Training) OR AT (Academic Training) must remain on the Purdue-sponsored international student health insurance plan.

How we can help you

  • Provide helpful resources and information for your use. If there are any additional pieces of information you would like to see in the overview, on our website or communicated from HR Benefits that would be of use to you as you assist graduate staff through benefits open enrollment each year, please let us know.

Medical rates

   GRAD PAYS     
Dependent Coverage Level
(Includes VSP premium)
Annual PremiumPurdue PaysAnnualFallSpring/ SummerSummer
(May-July)
MonthlyContinuation
(No Subsidy)
Student$2,991.00$2,308.65$682.35$284.31$398.04$170.59$56.86$249.25
Student + Spouse$5,983.00$2,308.65$3,674.35$1,530.98$2,143.37$918.59$306.20$498.58
Student + Spouse + Child$8,974.00$2,308.65$6,666.35$2,777.65$3,888.70$1,666.59$555.53$747.83
Student + Child$5,983.00$2,308.65$3,674.35$1,530.98$2,143.37$918.59$306.20$498.58
Student + Spouse + Children$11,966.00$2,308.65$9,657.35$4,023.90$5,633.45$2,414.34$804.78$997.17
Student + Children$8,974.00$2,308.65$6,665.35$2,777.23$3,888.12$1,666.34$555.45$747.83
Opt Out$0.00$0.00$0.00$0.00$0.00$0.00$0.00$0.00

 

ApprovedNoneBusiness Update Article
 7/28/2022Finance
  

As previously announced in a July 20 Business@Purdue News article, the disbursement process from Purdue Research Foundation discretionary funds to Purdue University has transitioned from paper checks to a biweekly disbursement via Automatic Clearing House (ACH) transactions. This change was effective July 21, 2022.

In support of this change, a revised Discretionary Fund Request Form was implemented to collect the Internal Order (IO) or WBSE that will receive the funds. PRF and Accounting Services will use this information to complete the ACH transaction and ensure the funds are appropriately distributed.

The updated form has been added to the Finance Training website under a new section titled "Purdue Research Foundation (PRF-SDIP)". In addition to the form, the website also includes a link to the current SDIP guidelines. 

Questions regarding this change can be directed to accountingservices@purdue.edu or prfap-discretionary@prf.org.  


ApprovedNoneRegular News Article
 7/28/2022General Info
  

Treasury has released an updated Wire Transfer Request Form and corresponding Quick Reference Guide (QRG). The process change for wire transfer requests includes validation procedures that require a callback and Banking Verification Form be completed for new vendors or if new banking information is obtained. Wire requests submitted after August 1 must be completed on the updated form and adhere to the new callback requirements.

The updated Wire Transfer Request Form is more user friendly and can be accessed on Treasury's website under ACH/Wire Payments. The QRG outlines the process changes and includes detailed instructions on how to fill out the form. Key process updates include:

  • The entire Wire Transfer Request Form must be filled out and signed by the beneficiary unless payment information can be validated by a company invoice AND previous wire confirmation. Both the invoice and previous wire confirmation must be attached to the ZV60 request.
    • Exceptions to this are for individual and DBA vendors. Individuals and DBA vendors are required to sign Section 4a of the Wire Transfer Request Form, regardless if a previous wire confirmation is attached to the document.
  • Business Centers are required to perform a callback and complete a Banking Verification Form for new vendors or if new banking information is obtained. Accounts Payable has updated the Banking Verification Form to include a section for wire requests. The new form will be available on August 1 on Accounts Payable web page under Resources. The QRG is easier to follow and contains suggested "scripts" for speaking with vendors to verify their information

Wire Transfer Request – Responsibilities and Processing Training is available now in SuccessFactors for additional guidance.

Beginning Monday (August 1), please discard previous versions of the Wire Transfer Request and Banking Verification Forms and QRGs and begin utilizing the updated information.

Please contact treasury@purdue.edu with any questions.

ApprovedNoneRegular News Article
 7/19/2022Training
  

​Training will be offered for human subjects and will be delivered online via Teams.

The training covers Human Subjects Compensation for Research. Participants will learn how to process payments for human subjects, as well as gain an underderstanding of the governing regulations and policies. The information is relevant for individuals with research oversight and responsibility for processing payments within their respective departments. 

The course will be offered at 11 a.m. on August 11. Participants will register for this 60-minute training via SuccessFactors Learning Management System.

ApprovedNoneRegular News Article
 7/14/2022General Info
  

Accounts Receivable, University Collection Office (URCO-University Receivables and Collections Office) and Student Loan Offices have relocated to 2550.

The new address is Accounts Receivable, University Collection Office or Student Loan Office, 2550 Northwestern Ave. Suite 1900, West Lafayette, IN 47906-1394.   

Contact information:

  • Accounts Receivable: 765-494-9459; fax 765-494-9154; ar@purdue.edu
  • University Collection Office/Student Loans: 765-494-5350; fax 765-494-9154**; urco@purdue.edu (**note fax number change**)


ApprovedNoneRegular News Article
 7/14/2022Reports
  

The Additional Pay Report has been updated to show the correct cost distribution for summer pay. This update impacts the months of May and August. Since those two months include spring, fall and summer payroll, the cost distribution was incorrect. 

A recent enhancement to the data source allows the cost distribution to show correctly using the dates entered in ECP IT0027 for summer pay. This enhancement was necessary this year since IT0027 is handling the cost distribution instead of SEEMLESS.

Location:  Team content > Standard Content > HR and Payroll > Additional Pay Report


ApprovedNoneRegular News Article
 7/14/2022Reports
  

The HR standard Cognos report Employee Listing with Salary Details has been updated in order to ensure consistency in the columns and column orders between versions. Changes include:

  • Adding columns to all versions to improve consistency between versions, no columns have been removed.
  • Reordering columns in all versions for consistency.
  • Removing the Business Office Tab from the standard report, all columns that were in the export version are in the main tab of the report.
  • Eliminating the export version, all columns that were in the export version are in the main report.  To export the main report with a similar format to the export version, please "run as" Excel data.

The HR Data Team will continue to maintain the standard report, a business office version of the standard report that includes PUID, and the Purdue Global versions of the standard report.  For technical details, please refer to the Data Cookbook Specification.

Questions can be directed to HROperHelp@purdue.edu.


ApprovedNoneRegular News Article
 7/12/2022General Info
  

All current University Vehicle (UV) hangtag permits will expire Aug. 1. Previously, these permits have been valid for a period of five years with automatic payments assessed each year. The permits now cover a single year and expire each August, meaning permits for the upcoming academic year will expire Aug. 1, 2023.

Also new this year, deans, department heads or their designees may complete an online form to request one or more UV hangtags for the coming academic year. This was previously a manual process with a paper form sent to a specific individual within a department. The annual cost remains the same at $500 per hangtag. Account information is collected in the online form to process payment.

New hangtag permits will be issued to departments via campus mail beginning the week of July 18. Departments are encouraged to complete the online request form by July 15 in order to receive the new UV permits before the Aug. 1 expiration date for current permits. Permits may also be requested throughout the academic year. Allow one to two weeks for permits to be assigned and mailed.

UV hangtags should be appropriately displayed from the rearview mirror and may be used in any space posted as requiring a UV, A, A/B or A/B/C permit. UV spaces on the north academic campus are intended to support short-term business needs and are limited to two-hour use. Additionally, UV spaces are located in all parking garages and close to most buildings.

Questions may be directed to Parking and Transportation Services from 7:30 a.m. to 4:30 p.m. Monday through Friday at 765-494-9497 or parking@purdue.edu.

ApprovedNoneRegular News Article
 7/12/2022Training
  

​As a result of a recent pre-audit internal compliance review by RQA, the Correcting Document Guide has been updated. In addition, a new resource titled Correcting Document Review Grid has also been published to the Correcting Document website.  

ApprovedNoneRegular News Article
 7/7/2022Buying
  

The campus community should be aware of several upcoming changes to Ariba catalogs.

Office Depot is now operating under the name ODP Business Solutions. The catalog name and supplier records are being updated in Ariba to reflect this change.

Medline is a new preferred supplier for general medical and surgical supplies. The Ariba catalog will be available on July 8, and the Henry Schein catalog will be removed at this time. Henry Schein will remain an approved supplier for non-catalog medical supply purchases.

Additionally, contact information has changed for the two Steelcase office furniture on-campus representatives. Jenni Mendoza and Kim Graff may now be contacted at purduerequests@businessfurniture.net

ApprovedNoneRegular News Article
 7/7/2022Finance
  

​As indicated in the year-end calendar, the residual budget carryforward process for FY2022 to FY2023 will begin on July 8. Balances for FY2023 will not be correct until this process is finalized. A separate communication will be issued when it has been completed.  

ApprovedNoneRegular News Article
 7/7/2022General Info
  
Please note the 2022-2023 IO(s) below for federal work-study students employed within a department.

 

West Lafayette - August 15, 2022 – May 7, 2023

·        On Campus:  61019000 (Regular) = 7400000571

·        On Campus:  61019003 (Community Service) = 7400000574

 

Fort Wayne - August 22, 2022 – May 7, 2023

·        On Campus:  61019000 (Regular) = 7400000575

·        On/Off Campus:  61019001 (Read Tutor) = 7400000576

·        On/Off Campus:  61019002 (Math Tutor) = 7400000577

·        On Campus:  61019003 (Community Service) = 7400000578

 

Departments that are employing federal work-study students during the 2022-2023 academic year should double check that their cost distribution is set up properly in PA20, utilizing the appropriate IO noted above.

 

Due to end of year federal reporting, if a department needs to process a retroactive payroll for a student utilizing federal work-study funding for the timeframe of August 23, 2021 through May 8, 2022 after June 30, 2022, the department will need to pay these earnings at 100 percent. No posts will be made to the 2021-22 IO(s) after June 30, 2022. 

 

Questions for PWL Federal Work Study: email workstudy@purdue.edu or call 765-494-7581.

 

Questions for PFW Federal Work Study: email manleys@pfw.edu or call 260-481-6124.


ApprovedNoneRegular News Article
 7/7/2022Travel
  

Anthony Travel, the University's travel management company, would like to share some guidance with those planning to travel on official University-related business or their delegates. As flight cancellations and delays increase across the nation, travelers are encouraged to do the following:

  • Download the airline app or visit the airline's website for the booked flight. This is the best way for travelers to be alerted of cancellations and delays.
  • Download the TripIt: Travel Planner app from Concur to help stay organized with travel documentation and receive airline updates regarding flight changes.
  • Book travel through Concur to access 24/7 support from Anthony Travel. Be patient and do not hang up the phone while waiting to speak with an Anthony Travel representative for rebooking or travel issues. Hold times may be up to 60 minutes, which are significantly shorter than those for airlines.

Questions may be directed to Anthony Travel 24/7 at 765-496-TRIP (765-496-8747) or purduetravel@anthonytravel.com.

ApprovedNoneRegular News Article
 7/5/2022People
  

During the week of July 11, the International Student Services team (one half of the Office of International Students and Scholars) will permanently relocate to the offices located on the south end of the fifth floor of Young Hall. 

Our new campus address is 155 S. Grant Street, Young Hall Room 525. The International Student Services team will not receive visitors during the week of July 11; however, our phone lines, email and virtual advising options will still be available. Please visit our contact information page for more information related to contacting our office before and after the move. 

Please note this relates to international degree-seeking student services only; the International Scholar Services team (supporting international employees and J-1 scholars) already has completed their move, and their services supporting H-1B, E-3, TN, O-1 and J-1 scholars will not be impacted.

ApprovedPurdue TodayRegular News Article
 6/30/2022General 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 2022 semester to the Bursar Office. 

Lists 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 and removing any grad staff that did not accept or fill their position. The form must 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
 6/30/2022General Info
  

All Purdue University offer letter templates have been updated with language reflecting the recently updated processes related to the Form I-9.

As recently communicated to supervisors across campus, federal law requires all new employees to physically provide original proof of their identity and work eligibility within three business days of their hire date. Effective immediately, to ensure compliance, any new employee who does not complete their Form I-9 within three business days of their hire date will have their employment terminated. If termination is required, the Employment (Payroll) Center will notify both the supervisor and new hire.

It is a best practice to complete the Form I-9 by the first day of employment to avoid disruption. New hires who do not follow an offer letter template, such as students, should not begin working until the payroll center has received their new hire information and the Form I-9 is complete.

Each unit across the University has access to multiple designated I-9 verifiers to complete the Form I-9 process. To find the I-9 verifier for a unit, please see the department Employment (Payroll) Center directory or business office. As part of their onboarding process, units are strongly encouraged to designate one person to assist with ensuring new employees are meeting with the I-9 verifier before or within their first three business days of employment.


ApprovedNoneRegular News Article
 6/30/2022Reports
  

The Statement of Payroll Charge – Simplified report has been developed to significantly improve performance. 

Location: Team content > Standard Content > HR and Payroll > Statement of Payroll Charge – Simplified

Location: Team content > Finance Landing Page - HR/Payroll Reports section Statement of Payroll Charge – Simplified

This new report contains data from 1/1/2019 forward; the original Statement of Payroll Charge report is still available.

This new report includes payroll transactions processed through the payroll system as well as compensation commitment item transactions that are not processed through payroll, i.e. JV’s to clear fringes. 

To view compensation commitment item transactions not processed through payroll, use ONLY the financial prompts that include: Calendar or Fiscal Year, Posting Date, Fund, Funds Center, Commitment Item, Funded Program or Grants.  Fields such as department number, wage type, PERNR will be populated with N/A for transactions that do NOT process through the payroll system.  When using the export version or the “Detail Listing” link of this report, the “Source” column will be populated with FM instead of Payroll_Charge. 


ApprovedNoneRegular News Article
 6/29/2022Finance
  

Accounts Payable has updated the one-time vendor payment process to make the process more efficient. 

Business offices will now obtain the fiscal approvals, provide backup for payments, and choose from an expanded list of categories for payments to vendors who require a single, non-taxable payment. The data will be ready to key once it is received by Accounts Payable. 

The spreadsheet has been updated to include requirements for each request type. A field has been added where the request type # will be entered. 

Backup for payments must meet the requirements of ZV60 payments. See the HR Personal Payments grid for payments to individuals. 

The current list of approved request types include:

  • Refunds from North Central Nursing Clinic
  • Refunds to Customers of the Vet Hospital
  • Refunds of Indiana State Chemist fees
  • Prospective Employees Travel Reimbursements; this only applies in reimbursing the prospective employee and does not include another person(s) traveling with prospective employee.
  • Purdue Fort Wayne Student Organizations
  • Athletic Summer Room/Board Stipends
  • Refunds of Scholarship Funds from Bursar offices
  • Purdue Event Cancellation – Customer refunds
    • If due to COVID, use Covid One-Time spreadsheet
  • Event registration refunds
  • Capstone in Nursing Project Supply Reimbursement

The updated process and spreadsheet for recording the payments are located on the AP Website:

Contact ap@purdue.edu with questions.

ApprovedNoneBusiness Update Article
 6/28/2022Finance
  

The month of June will be closed on July 6. This is a correction to the previously stated July 5 in the Business@Purdue News article dated 5/26/2022. 

ApprovedNoneBreaking News Article
 6/28/2022General Info
  

Employees who are not close to their hiring department, but are still within the state of Indiana, have previously been instructed to either contact their county's Purdue Extension office or nearest Purdue Polytechnic location. Effective July 1, 2022, the Purdue Extension offices are no longer to be used as a source to have an employee complete their Form I-9. New employees and employees completing I-9 Reverification (Section 3 of the Form I-9) located in Indiana must be sent to their nearest campus or Polytechnic location if the employee is unable to go to their department's usual hiring location.

If an employee is not within two hours of their nearest campus or Polytechnic location, but still within the state of Indiana, exceptions can be made by emailing Central I-9 Support (HROnboardingTickets@purdue.edu) with the employee's name and address to confirm prior to marking the employee as remote. Central I-9 Support highly encourages the use of Purdue University employees to complete this process. Employees hired outside of the state of Indiana (but still within the United States) will still be processed as a remote employee as normal. Employees hired outside of the state of Indiana do not need confirmation from Central I-9 Support before being marked as remote as their process remains unchanged.

An appointment is required to ensure that the I-9 Verifier is available and can be made by contacting the campus or Polytechnic location directly. The contact information for Purdue Northwest and Purdue Fort Wayne can be found on the Employment or Payroll Center website, and the contact information for Purdue Polytechnic locations can be found by selecting the appropriate location on the Polytechnic location information website and scrolling to the bottom of the webpage.

 


ApprovedNoneRegular News Article
 6/21/2022Finance
  

The 2022 summer pay calendar merit increase mass refresh of salaries will be loaded into the SEEMLESS summer calendars that are in the application on the weekend of June 24.

In order for the update to occur, it is especially important that the calendars are in one of the following open statuses in SEEMLESS, which are Open, Re-opened, Business review or Faculty verification. 

Once the load is completed, the new merit salary dollars will populate in the summer calendars. Please remember that you need to filter on the year 2022 when working the summer calendars. Also, remember to refresh any summer calendar as you are entering them.

Business offices are encouraged to review the Summer Payroll webpage for processes and training information. 

For users who need assistance with summer calendars, first contact your respective business office or payroll center. If they are unable to assist, then email summerpay@purdue.edu


ApprovedNoneRegular News Article
 6/21/2022Reports
  

​Reporting capabilities in Concur have been upgraded to Cognos 11, the same version that University Cognos reports use. This change provides consistency among the look and features of other reports. Data and standard report offerings remain the same, and existing custom reports were retained.

The following support resources are available:

Questions may be directed to Purdue Travel at purduetravel@purdue.edu.

ApprovedNoneRegular News Article
 6/21/2022Travel
  

​Effective July 1, 2022 for Purdue University business travel, the privately owned vehicle mileage rate is $0.625 per mile, an increase from $0.585 per mile. The courtesy car vehicle mileage rate is also increasing to $0.22 per mile, up from $0.18 per mile.

The Indiana Department of Administration (IDOA) mileage rate for using privately owned vehicles on sponsored program grant funds remains at $0.42 per mile. If the IDOA changes the reimbursement rate, a notification will be issued.

Questions may be directed to Purdue Travel at purduetravel@purdue.edu.

ApprovedNoneRegular News Article
 6/16/2022Finance
  

A new faculty allocation structure will begin being utilized within PARI, effective July 1. This structure will mirror the current F dot model but be created as a P dot structure. This will allow for easy sight recognition of the accounts to be utilized within the new PARI company code. While these accounts will start to appear in SAP, Concur, etc., continue to use solely F dot accounts unless receiving direct communication otherwise. 

 

 

 

ApprovedNoneRegular News Article
 6/16/2022General Info
  

Please note the 2022 - 2023 internal orders (IOs) for federal work-study students employed within a department.

 

West Lafayette - August 15, 2022 – May 7, 2023

·        On Campus:  61019000 (Regular) = 7400000571

·        On Campus:  61019003 (Community Service) = 7400000574

 

Fort Wayne - August 22, 2022 – May 7, 2023

·        On Campus:  61019000 (Regular) = 7400000575

·        On/Off Campus:  61019001 (Read Tutor) = 7400000576

·        On/Off Campus:  61019002 (Math Tutor) = 7400000577

·        On Campus:  61019003 (Community Service) = 7400000578

 

If a department is employing Federal Work Study Students during the 2022 - 23 Academic Year, please double check that the cost distribution is set up properly in PA20, utilizing the appropriate IO noted above.

 

Due to end-of-year federal reporting, if a department needs to process a retroactive payroll for the timeframe of August 23, 2021 through May 8, 2022 for a student utilizing federal work-study funding after June 30, 2022, the department will need to pay these earnings at 100 percent. Posts will no longer be made to the 2021-22 IO(s) after June 30, 2022. 

 

Questions for PWL Federal Work Study:  email workstudy@purdue.edu or call 765-494-7581.

 

Questions for PFW Federal Work Study:  email manleys@pfw.edu or call 260-481-6124.

 

 

ApprovedNoneRegular News Article
 6/16/2022General Info
  

​The submission form for Business@Purdue News articles was recently updated to improve its functionality across Internet browsers.

To submit an article, be sure to be signed into SharePoint via BOILERAD.

From the Business@Purdue News home page, select the Article Submission Request Form.


The submission form previously appeared at this point. Users now need to select "new item" to bring up the submission form.


Currently, the workflow for Breaking News and Business Update articles is not functioning, so no notification is sent to alert B@P News admins that an article has been submitted. When submitting a Breaking News or Business Update article, please follow up by sending an email to business@purdue.edu so the team is aware. Users who have difficulty with the submission form may also send their article directly to business@purdue.edu.

ApprovedNoneRegular News Article
 6/16/2022Reports
  

Reporting capabilities in Concur have been upgraded to Cognos 11, the same version that University Cognos reports use. This change provides consistency among the look and features of other reports. Data and standard report offerings remain the same, and existing custom reports were retained.

The following support resources are available:

Questions may be directed to Purdue Travel at purduetravel@purdue.edu
ApprovedNoneRegular News Article
 6/15/2022General Info
  

An issue with UPS is currently being investigated. Until further notice, campus departments should use FedEx as the most cost-effective shipping vendor.

Information will be shared when additional guidance about the use of UPS is available.

Questions may be directed to Patty Turner, Materials Management and Distribution, at 765-494-7103 or paturner@purdue.edu.

ApprovedNoneBreaking News Article
 6/14/2022Research
  
This is a reminder to staff that handle the processing of payroll vs. travel on a sponsored program account. This link provides guidance on when travel must be paid on the account that the traveler was paid on and when certifications are needed.

Travelers can charge their travel on a federal project if their salary is charged to certain types of funding (e.g., general funds, State of Indiana, industrial, non-for-profit, PRF, international programs, voluntary support, gift funds or fellowships). In these cases, a certification is required.

If the traveler’s salary is paid from one federal project but the travel request is for a different federal project, this is unallowable and would need to be revised to seek travel funds from the federal project in which the traveler’s salary is paid.

Please contact your Post Award Account Management contact if you have any questions on charging of travel or if prior approval is needed for travel.
ApprovedNoneRegular News Article
 6/14/2022Travel
  

The Concur Expense system outage has been resolved. All processes are available again with normal functionality.

 

Contact Purdue Travel at purduetravel@purdue.edu if you experience any issues using Concur.

ApprovedNoneBreaking News Article
 6/13/2022Travel
  

The Concur Expense system is currently experiencing an outage that results in users receiving error messages and/or missing tabs. The vendor is working to resolve the issue.

 

Please avoid using Concur Expense for the time being. Purdue Travel will issue another communication once the issue has been resolved.

 

Questions may be directed to Purdue Travel at purduetravel@purdue.edu.

ApprovedNoneBreaking News Article
 6/9/2022Finance
  

The non-student FI-AR Accounts Receivable annual write-off will process today (June 9), with a backup date of Friday, June 10.

Business offices may review dollars written off for their respective area by running:

                ZFI_WO_RPT-Customer Bad Debt Write-off Report

                                Company Code:                   PUR

                                Customer:                             2000000-199999999

                                Fiscal Year:                            2022

                                Write-off post date:            6/9/2022 to 6/10/2022

                                G/L Account:                         543035

                                Document Type:                  ZA

 

                FAGLL03--G/L Account Line Item

                                G/L 543035-FI-AR Write-Off

                                All Items:  6/9/2022 to 6/10/2022

                                Layout:  /FI-AR WO

                                Execute

                                Results summed by BA, Doc type ZA

 

For information regarding FI-AR write-off, contact Carol Robbins, 49-40917.

For information regarding FI-AR reporting, contact Edie Doland, 49-47362.

The student BANNER Accounts Receivable annual write-off will process on June 16, with a backup date of June 17. The general ledger posting will be the day following the process date.

Business offices may query dollars written off for their respective areas by running:

                FAGLL03--G/L Account Line Item

                                G/L 543033-Banner Write-Off

                                All Items Posting:  6/17/2022 to 6/18/2022

                                Layout:   /BURAR WO

                                Execute

                                Results summed by BA, Doc type BB

 

Banner Form TGIACCD-Account Detail Code Query.


The Banner write-off G/L is 543033.

For information regarding student Banner write-off, contact Joya Luzinski, 49-47364, or Michelle Fulk, 49-47575.

For information regarding Banner reporting or running TGIACCD, please contact Cheryl Files.

ApprovedNoneRegular News Article
 6/9/2022Training
  
As a result of a recent internal compliance review completed by Sponsored Program Services' Research Quality Assurance department, updates to the Questionable Transaction Report (QTR) process have been published. The updated process can be found on the SPS website under Post Award Account Management then Questionable Transaction Report (QTR) Processes and Resources.



In addition, a new QTR training has been created and is available from SuccessFactors Learning Management System (LMS): Questionable Transactions Report Process Training.


ApprovedNoneRegular News Article
 6/9/2022Finance
  

The Spring 2022 semester effort reporting process is now available for certification. The SEEMLESS application can now be accessed to review and approve Spring 2022 Personnel Activity Reports (PARs). SEEMLESS can be accessed through the OneCampus Portal and then searching for SEEMLESS.

As a reminder in certifying PARs, it is particularly important to have the faculty and/or business office follow the following steps: 

  • Sign in to SEEMLESS, retrieve the PAR, click on faculty overview, then click on refresh my info to update SEEMLESS with current information

Important notes

·         Spring PARs were loaded after the BW 11 and MO 5 payroll runs. The Spring PARs will reflect information as of those payroll runs. Any changes made to IT0027 past this load date and payroll runs will not be reflected in the SPRING 2022 PARs within SEEMLESS. Please refer to the PAR Periods Effort Reporting on the Managerial Accounting website for Pay Periods included within SPRING 2022 PARs for each employee type.

·         Please remember that the supervisor needs to certify their subordinates PARs first, then their own PAR in this sequence. Otherwise, the PAR will need to have another approver assigned.

Training resources including the Spring 2022 Effort Reporting Training PowerPoint, and a recording of the training can be found on the Managerial Accounting website under Training Tools – Business Office.   

As a reminder, the Introduction to Certification of Effort (previously BPARS 100) is an online course which is a prerequisite for certifying effort in SEEMLESS. If you have not completed the Introduction to Certification of Effort (Course 16005), the course is available via SuccessFactors Learning.

For assistance with certifying PARs, first contact the business office. If they are unable to assist, then email effort@purdue.edu for additional assistance.

Spring 2022 PARs are due to be completed no later than July 18, 2022.

ApprovedNoneRegular News Article
 6/6/2022Training
  

Personnel Activity Record (PAR) training for spring 2022 is now available and consists of multiple elements. The online training module BPARS 100 – Introduction to Certification of Effort is a required prerequisite to attending the virtual training and is required every PAR period for business office personnel that will be handling PARs.

There will be a virtual instructor-led training session as detailed below.

Online training module:

  • The BPARS 100 online module defines terminology and regulations that outline the personnel activity process. The Effort Reporting Policy is defined, and the regulations are explained.
  • Registration for BPARS 100 – Introduction to Certification of Effort (which is required each PAR period) is available under SuccessFactors Learning.

Instructor-led virtual training:

  • The virtual course will cover the PAR process flow, reviewing and editing PARs, faculty and supervisor steps and paper PARs.
  • The virtual course will offer a demonstration of the SEEMLESS software tool including how to view and edit PARs, assign delegates and the workflow.
  • The virtual course will also provide an opportunity for questions and answers regarding SEEMLESS and effort reporting.
  • Register online to ensure a seat in the virtual course. Upon registration, attendees will receive a confirmation along with details on how to access the training session.

Sessions for the instructor-led virtual training will be held at the following times:   

         Tuesday, June 14: 10-11 a.m.

         Thursday, June 16: 2-3 p.m.


Further questions can be directed to effort@purdue.edu.
ApprovedNoneBusiness Update Article
 6/1/2022Finance
  
Accounts Payable announces a delay in AP300 access for vendor requests. 
 
Central Incident has advised the job created to assign the role is not working. They are currently discussing this with the consultant to resolve the issue.
 
We hope the role assignment will be available soon. Please do not submit a separate request to add this role.   
 
Contact vendordata@purdue.edu with questions.
 
 
ApprovedNoneBreaking News Article
 5/26/2022Finance
  
The FY2022 year-end calendar is now available on the Calendar Year End SharePoint site. Pertinent dates are outlined below. Please make sure to review the calendar for additional items and due dates, as well as any updates.

May 27
  • Deadline for Ariba requisitions > $10,000
May 31
  • Departments should review outstanding commitments
  • Departments should review outstanding parked documents
June 1
  • Deadline for Ariba new vendor requests
  • Deadline for Ariba requisitions < $10,000 with no supplier on any line, part # field is blank on any line, non-U.S. supplier or shipping terms field is blank on any line must be to purchasing agent for approval to be charged on current year funds.
June 10
  • Deadline for New/Change Vendor Forms
June 13
  • All not-relevant activity from 7/1-5/31 needs to be reviewed by and cleared to a relevant account
June 17
  • Deadline for ZV60 submission for tax review and approval
June 24
  • Deadline for ZV60 Fiscal Approvals to be completed
  • CRVs requiring input into FY21 due to Bursar from departments
  • Deadline for Ariba requisitions to be charged on current year funds for routing catalog orders (< $10,000). All requisitions need to be fully approved by 5 p.m. EDT
  • Complete and accurate expense reports must be submitted by the traveler, approved by the fiscal approver and received in the Central Travel Office no later than 5 p.m. EDT
June 29
  • Last day to process FIAR uploads
July 5
  • June Month Close
July 8
  • Residual Carry Forward
ApprovedNoneRegular News Article
 5/26/2022Finance
  

The following QRG located in the Finance Training website combines two separate QRGs previously published and has been updated with additional information including document environments.

In addition, a new document (FB03 – Display Document) has been added to the General Ledger tab. This new document helps to define what FB03 is used for and details where to find data with the tcode.

Please contact accountingservices@purdue.edu for questions. 

ApprovedNoneRegular News Article
 5/25/2022Finance
  
The Payee Certification Form has been revised to allow vendors to utilize the University’s DocuSign process to sign the document. The revised form is now available online.

The initiator of the document will fill out the “Itemized Payment” and “Account Information” sections. The form will then be routed to the vendor, who will then be able to fill out their relevant portion (the area between “Payee Certification” and “Itemized Payment”) and sign the document using the University’s DocuSign. It must be remembered that only the University’s DocuSign is acceptable for the electronic signature. Vendors may not use an electronic signature external to the University’s DocuSign process. Also, the vendor must answer all of the questions in their portion of the document or the payment will be rejected by Tax.

The initiator of the Payee Certification Form will list the individuals to whom the form must be routed. After all the required signatures are obtained, the initiator will be notified that the document has been completed.

The document may then be attached to the ZV60 payment, which will be routed for approval in the usual manner. Also, please do not include the Substitute W-9 as one of the attached documents.

Please contact Ray Polikaitis or Anne Hager with any questions or needed clarifications.
ApprovedPurdue TodayBusiness Update Article
 5/25/2022General Info
  
DocuSign is back up and running as normal.
ApprovedNoneBreaking News Article
 5/20/2022General Info
  
Payroll centers, business offices, and human resources should pause employee data changes for merit-eligible positions through July 1. Employee data change examples include reclassifications, change in pay, change in FTE, etc. The data freeze for merit-eligible positions is from May 13 through July 1, and any actions that occur between those dates risk being overridden by the July 1 merit/promotion actions.
 
If any action must take place, especially separations from the University or those affecting an employee’s pay, it can be processed. Supervisor changes should not be made. If there are extenuating circumstances, please reach out to the area’s compensation specialist to discuss.
 
Payroll centers will need to partner with central Payroll to ensure the July 1 merit/promotion action does not override any actions occurring between May 13 and July 1.  The pause is part of the merit process. All merit and promotion increases are effective July 1 in SuccessFactors.
 
Contact compensation@purdue.edu for additional questions.
ApprovedNoneBusiness Update Article
 5/19/2022Travel
  
 

Purdue Travel has recently established new travel reimbursement guidelines for remote employees. Reimbursement of expenses for remote staff required to travel to campus is contingent on the employee’s agreement and date of hire. The below guidelines should be used to determine when reimbursement of travel expense is allowable. 

Employees hired on or after April 1, 2020 in positions classified as 100% remote will be eligible for travel reimbursement to campus for University business if all of the following criteria is met:            

  • The employee’s supervisor mandates the travel.
  • The employee’s offer letter includes language detailing the terms of when reimbursement of travel expenses is allowable. Offers that were issued after April 1, 2020, that do not include this information should be handled through the exception process detailed below. For future offer letters, the hiring manager should work with their talent acquisition specialist for specific language regarding travel reimbursement.
  • The employee’s remote work location is greater than a four-hour drive and/or includes an overnight stay. 
Employees hired before April 1, 2020 who were later granted 100% remote status and chose to relocate away from campus will not be reimbursed for travel expenses if returning to campus for University business. Additionally, employees working 100% on campus or in a hybrid position are not eligible for travel reimbursement for trips to campus.
 
To provide reimbursements for travel outside of the established guidelines, justification and approval by the dean, executive leader or their designee of the area must be submitted to Purdue Travel.

Remote employees are expected to follow all Travel Regulations. Questions may be directed to purduetravel@purdue.edu.

ApprovedNoneRegular News Article
 5/18/2022Finance
  
There are two items of clarification for the article that came out Tuesday:
  • Staff who currently have access to AP260 (to key ZV60s) will have access to AP300 effective June 1.  Accounts Payable has already requested the role for those staff members.
  • This new process related to requests sent to Accounts Payable to set up new vendors or make changes to existing vendors. The process for setting up a vendor in Procurement has not changed.
Please contact ap@purdue.edu with questions.
ApprovedNoneBusiness Update Article
 5/17/2022Finance
  

Accounts Payable is excited to announce a new process for submitting vendor requests. The new process will begin June 1. 

 

A few highlights of the new process: 

  • The data is automatically entered in SAP upon AP approval with no need to rekey any information
  • Requests in the queue are easy to view in the tile
  • New flexibility will exist to pass the request back and forth if additional information is needed
  • Supporting documents will be stored on the BP vendor record

 

Staff will access the new process through the OneCampus Portal by going into the Finance Launchpad and selecting the Purdue AP Vendor Request Group Fiori tile. The AP300 role is required to access the Purdue AP Vendor Request Group tile. Users who do not have this role should work with the Procurement Center and/or business office to determine if this role is required.

Demonstrations are being conducted with the procurement center leads/staff and the regional campus staff. An additional demonstration session is scheduled for 1:30 p.m. on May 31. Those who would like to attend should email vendordata@purdue.edu.  Detailed step-by-step process instructions are also provided in QRGs that will be located on the Accounts Payable website on June 1. 

As of the effective date of the new process (June 1), DocuSign submissions will no longer be accepted. The current links for the DocuSign forms will be removed. 

Please contact vendordata@purdue.edu with questions.

 

 

 

ApprovedNoneRegular News Article
 5/17/2022Finance
  

Accounts Payable is experiencing a high volume of vendor requests at this time. The standard turnaround time of 10 business days might be exceeded on some requests while the team catches up. 


Patience is appreciated while the team works diligently to complete all of the requests.


Please remember to utilize the one-time vendor process when possible for vendors receiving nontaxable payments.

For requests that become critical, please email the vendor data team directly at vendordata@purdue.edu.

ApprovedNoneBreaking News Article
 5/17/2022General Info
  
The following purchasing, travel, accounts payable, tax and master data activities need to be completed by the listed dates to close the fiscal year.

This information is also available on the Procurement Services website.
 

Deadline (2022)

Category

Activity/Instruction

May 27

Purchasing

Departments should review outstanding commitments by using 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.

See Outstanding PO / Commitments Report Boiler Insight QRG (PDF) for instruction.  Follow Receiving in Ariba QRG (DOCX) for canceling PO or reverse receipt instructions.

May 27

Purchasing

Deadline for Ariba requisitions > $10,000 must be sent to purchasing agent for approval to be charged on current year funds. Contact the appropriate purchasing agent to determine timing.

May 31

Accounts Payable

Departments should review outstanding parked documents. Refer to the email sent out by Accounting Services for all parked documents.

·         All Parked documents still left in the system from period 1-6 (July 2021 – Dec. 2021) will be automatically deleted at the end of May.

·         All others will be deleted at the end of June.

If your document is deleted, you will be responsible for rekeying it if it is needed after the new fiscal year.

June 1

Purchasing

Deadline for Ariba new vendor requests to be submitted using the DocuSign New PO Supplier Request Form for approval to be charged on current year funds.

June 1

Purchasing

Deadline for Ariba requisitions < $10,000 with no supplier on any line, part # field is blank on any line, non-US supplier or shipping terms field is blank on any line must be to purchasing agent for approval to be charged on current year funds.

June 10

Accounts Payable, Tax, Master Data

Deadline for New/Change Vendor Forms to be submitted.

June 17

Tax

Deadline for ZV60 submission for tax review and approval.

June 24

 

Approvers

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’s name and address, invoice number, invoice date, baseline date, banking details if applicable, payment method, payment terms and backup documentation.

June 24

Purchasing

Deadline for Ariba requisitions to be charged on current year funds for routing catalog orders (< $10,000). All requisitions need to be fully approved by 5 p.m. EDT June 24, 2022.

June 24

Travel

Complete and accurate expense reports must be submitted by the traveler, approved by the fiscal approver, and received by Purdue Travel, the central travel office, no later than 5 p.m. EDT June 24, 2022, to ensure the payment of travel reimbursements that need to be recorded in FY22.

 

 

ApprovedNoneRegular News Article
 5/17/2022Finance
  

Summer pay is processed according to the pre-payroll task cutoff schedules displayed on the Payroll Calendar Dates webpage

 

The first payroll for summer 2022 processing will adhere to the following deadlines:  

 

·        MO May: Submit by 5 p.m. on May 20     

·        BW 11: Submit by 5 p.m. on May 25         

 

Summer calendars to be paid must be submitted by these cutoff times.   

 

For assistance with summer calendars, first contact the business office/payroll center.  If additional assistance is needed, then contact the below:

 

      SummerPay@purdue.edu for SEEMLESS summer calendar issues (Access, Refresh)

 

      PayrollPayments@purdue.edu for payroll center and business office pay questions

 

      Paspec@purdue.edu for payroll changes (base pay changes, ECP and IT issues, manual summer calculators)

ApprovedNoneRegular News Article
 5/11/2022Buying
  

The Ariba catalog system outage has been resolved. All processes are available again with normal functionality.

Contact Procurement Services at pshelpdesk@purdue.edu if you experience any issues using Ariba.

ApprovedNoneBreaking News Article
 5/11/2022Buying
  

The Ariba catalog system is currently experiencing an outage. The vendor is working to resolve the issue.

 

Please avoid using Ariba for the time being. Procurement Services will issue another communication once the issue has been resolved.

 

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

ApprovedNoneBreaking News Article
 5/9/2022General Info
  

The Purdue ID Card Office will be closed May 11 (Wednesday) for a system upgrade. The office is expected to resume normal operations no later than noon on Thursday, May 12. We apologize for any inconvenience this may cause.

ApprovedNoneBusiness Update Article
 5/5/2022Training
  

 

Talent Acquisition in Human Resources is offering multiple training opportunities related to hiring staff positions, covering topics from the hiring process to the candidate experience to best practices.

 

SuccessFactors Training for Hiring Managers will walk hiring managers through the hiring process. This session will be offered on three dates:

 

·         10-11 a.m., May 10

·         1-2 p.m., May 19

·         2:30-3:30 p.m., May 25

 

Twenty spaces are available for each session. Registration is available through SuccessFactors Learning Management System.

 

The Candidate Experience: Preparing for positive interactions with the candidate through the hiring process. Remember, the candidate's experience influences their decision to join Purdue.

 

·         9-11 a.m., May 24

·         2-4 p.m., June 16

 

Register for The Candidate Experience.

 

Best Practices in Recruiting: Join us as we dive a little deeper into the hiring process, providing some tips and tricks in attracting talent, managing the candidate pool and extending offers. This three-part series offers over three hours of in-depth training for managers who want to improve their skills in making successful hires. The sessions are designed to build upon one another, so participants who sign up should plan to take part in all sessions.

  • 2-3:15 p.m., June 1, 8 and 15
  • 9-10:15 a.m., July 26, August 2 and 9

Register for Best Practices in Recruiting.

 

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

ApprovedNoneRegular News Article
 5/5/2022Finance
  
The latest Overpayments dashboard is now available and can be accessed via the SuccessFactors Training SharePoint site (in the Payroll tab, under Overpayments). It is listed with the Quick Reference Guides (QRGs).

 

The current Overpayments dashboard is through biweekly (BW) pay period 9 and monthly (MO) pay period 4.

 

New supervisors and those that have not yet attended training should review Timekeeping, Time Off Requests and Employee Pay Change Responsibilities for Supervisors. The training outlines supervisor responsibilities and also provides the recorded presentation defining overpayments and how to prevent them.


Those responsible for overpayments have access to a training series dedicated to Payroll Overpayment Repayment and Reconciliation. Please note that Module Three introduces the Overpayments dashboard.


All courses are registered or presented through SuccessFactors Learning (LMS). Learn more about SuccessFactors Learning.

 


ApprovedNoneRegular News Article
 4/21/2022Finance
  

The Workflow Audit Report is available in Cognos for business offices to utilize. The report includes prompts so it can be run on specific areas and has multiple tabs to assist approvers in reviewing the table to identify potential issues.


A highlight of some of the tabs available in the report:

  • All Data - very helpful for the business offices to see all the approvers for the area in question
  • Funds Center Workflow Level Review - identifies potential problems such as less than 2 approvers for a cost center
  • Cost Centers not in WF table - identifies missing cost centers from the WF table
  • Concur Approver Ct – review number of Concur approvers


The report can be found in the Team content > Standard content > Account Management.


Please contact cmdt@purdue.edu for any questions. 

ApprovedNoneRegular News Article
 4/20/2022Finance
  

Accounts Payable has released an updated Bank Verification Form and corresponding Quick Reference Guide (QRG). With the ever-increasing risk of fraud, the Bank Verification Form remains a critical requirement for adding or updating vendor banking information.

The updated form will require verification of the full routing and account numbers. It also adds some clarification in indicating where a phone number was found. The QRG is easier to follow and contains suggested "scripts" for speaking with the vendors to verify their information. The form and QRG can be found on the Accounts Payable web page under Resources.

Please discard previous versions of the form and QRG and begin utilizing the updated information.

Contact ap@purdue.edu with questions.

ApprovedNoneBusiness Update Article
 4/19/2022Buying
  

As a reminder, faculty and staff are now able to utilize Procurated to rate and review the performance of vendors who are under contract with the University and managed by Procurement Services. The new tool can be accessed through the Procurement Services website.

 

Procurated is free for all Purdue employees who register using their purdue.edu email address. The rating and reviews will be used to manage vendor performance and improve contractual relationships. Ratings and reviews should remain factual and professional in nature.

 

Short videos and frequently asked questions on how to navigate and use Procurated are available.

 

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

ApprovedNoneRegular News Article
 4/19/2022Finance
  
The latest Overpayments dashboard is now available  and can be accessed via the SuccessFactors Training SharePoint site (in the Payroll tab, under Overpayments). It is listed with the Quick Reference Guides (QRGs).

 

The current Overpayments dashboard is through biweekly (BW) pay period 8.

 

New supervisors and those that have not yet attended training should review Timekeeping, Time Off Requests and Employee Pay Change Responsibilities for Supervisors. The training outlines supervisor responsibilities and also provides the recorded presentation defining overpayments and how to prevent them.


Those responsible for overpayments have access to a training series dedicated to Payroll Overpayment Repayment and Reconciliation. Please note that Module Three introduces the Overpayments dashboard.


All courses are registered or presented through SuccessFactors Learning (LMS). Learn more about SuccessFactors Learning.

 


ApprovedNoneRegular News Article
 4/15/2022Finance
  

 

Business office and payroll centers are encouraged to review the Summer Payroll webpage for updated processes (specifically cost distribution) and additional training resources. 

 

Please remember to filter the year 2022 when working on calendars in SEEMLESS.

The Summer Payroll online resources section has also been updated with the 2022 Summer Calendar and Pay Calculator forms. The forms are only used in special circumstances. The SEEMLESS vs. Summer Calculator webpage outlines when the form would be utilized. SEEMLESS should be used for all other pay periods and situations. If a calculator is used, it is the responsibility of the business office or payroll center to enter IT15 1315 in ECP and attach the calculator as supporting documentation. Please do not forward calculators to Payroll. Again, please remember to only use this method when necessary.

Deadlines for submitting summer pay calendars are in accordance with the pre-payroll task cutoff dates on the Payroll Calendar Date site.

Important – Pay increases: It is important to remember to wait until the pay increases have been loaded into the ECP system and SEEMLESS has been refreshed before submitting the calendars. The calendar needs to be in OPEN status in SEEMLESS to refresh the new salary amount. Therefore, do not submit any Summer Calendars until the salary has been updated in SEEMLESS. Additional communications will be forthcoming regarding the refresh.

For assistance, contact the business office or payroll center first. If additional assistance is needed, then contact the below:

 

       SummerPay@purdue.edu for SEEMLESS summer calendar issues (access, refresh)

       PayrollPayments@purdue.edu for payroll center and business office pay questions

       Paspec@purdue.edu for payroll changes (base pay changes, ECP and IT issues, manual summer calculators)

 

Staff who were unable to attend the live summer payroll training can access a recorded version of the training.

ApprovedNoneBusiness Update Article
 4/12/2022Training
  

ITaP is partnering with Microsoft to host a series of webinars to help users get the most out of using SharePoint Online. 

 

The webinars, led by professionals from Microsoft, are designed to introduce new users to the tools, which are available to all faculty and staff as part of Microsoft Office 365 and portal.office.com.

 

Register for:  

This course focuses on the SharePoint Online experience in communication and team sites. Attendees will learn how to share and manage content, find information, and collaborate across their organization. This introductory course focuses on the experience for site members.

 

To learn more about these and other events offered, including local support, visit Purdue's Collaboration SharePoint site

 

ApprovedNoneRegular News Article
 4/8/2022Finance
  
The latest Overpayments dashboard is now available  and can be accessed via the SuccessFactors Training SharePoint site (in the Payroll tab, under Overpayments). It is listed with the Quick Reference Guides (QRGs).

 

The current Overpayments dashboard is through biweekly (BW) pay period 7 and monthly (MO) 3.

 

New supervisors and those that have not yet attended training should review Timekeeping, Time Off Requests and Employee Pay Change Responsibilities for Supervisors. The training outlines supervisor responsibilities and also provides the recorded presentation defining overpayments and how to prevent them.


Those responsible for overpayments have access to a training series dedicated to Payroll Overpayment Repayment and Reconciliation. Please note that Module Three introduces the Overpayments dashboard.


All courses are registered or presented through SuccessFactors Learning (LMS). Learn more about SuccessFactors Learning.

 


ApprovedNoneBusiness Update Article
 4/7/2022General Info
  
A multi-departmental working group, led by Molly Amstutz, chief data officer, held a series of meetings, finishing with a recommendation for a data governance committee structure. The recommendation to form five data committees was presented to the Executive Data Council and approved in mid-March. Overarching support of this data governance framework will be provided by the chief data officer and the institutional data governance program manager.

The framework focuses on collaboration across reporting systems. The committees will consist of staff from finance, human resources, research, student, academic colleges, administrative operations, and other related areas. Joining the expertise of those who report from Ellucian Banner with those who report from SAP will ensure consistency and standards for the data community. By working in coordination rather than in parallel, it provides risk management and lessens the barrier that the data community has in navigating Banner and SAP data.

While many of the responsibilities of these committees are currently occurring, this structure will increase efficiency and quality. The standardization and sharing of expertise provide a service to the data community and University. It supports large cross-departmental projects and major initiatives, as well as provides data staff with mentoring and career development.

The five data governance committees will be Content Stewards, Data Quality, Data Stewards, Training and Communication and User Experience.

Content Stewards will be led by Andrea Pluckebaum, Institutional Data Analytics + Assessment, and will cover standard content – Cognos reports and Tableau dashboards standards, validation and ongoing maintenance.

Data Quality will be led by Steve Lipps, Enrollment Management Analysis and Reporting, and will
build upon current processes and create a shared repository of data quality issues, mitigation and resolution of issues.

Data Stewards will be led by Robert Oxender, IT-Security. This long-standing committee will have a renewed focus on collaboration with information owners regarding data access, security, classification of fields, policies and certifications.

Training and Communication will be co-chaired by Cindy Moscrip (Human Resources) and Sarah Bauer (Institutional Data Analytics + Assessment): Focus on training and communication standards, best practices, and processes. Coordinate the creation of data and tool training. Data Cookbook will be utilized as the enterprise metadata source.

The User Experience committee will be led by Zach Yater, Business Intelligence Competency Center, with the goal of ensuring consistency and usability for the presentation layer for standard content (Cognos and Tableau).

Committee chairs will finalize membership and the committee collaboration process in the coming months. Meetings will begin in July. Committee responsibilities and one-year goals will be formalized and shared with the Executive Data Council, as well as the data community. An annual review of the committees will occur. Taking advantage of the combined expertise in the reporting community, this data governance structure will provide value to individuals, departments and the University.

More information regarding data governance and the Executive Data Council can be found online.


ApprovedPurdue TodayRegular News Article
 3/31/2022Training
  

The first three sets of the FM101 training series are now available. The FM101 Operating Funds Management modules are organized into sets within a training program to make them easily accessible. As this series is established as a “program” in the SuccessFactors Learning Management System (LMS), the process users will use to access the modules may be different depending on their registration status.

 

·         Users who have already registered for the series and have not fully completed the first two sets can access the program from the Self-Assigned box under Learning (within SuccessFactors).

 

·     For those who have completed the first two sets, the system will close the program as complete. To access the third set of training, users will need to register for the program again (see last bullet). Once registered, navigate to the third set (Account Details) and complete it. (Don’t worry if the system shows that the first two sets have not been started – learning history will show them as complete.) Users can also simply register for each individual course listed below utilizing the search feature of LMS.

 

o   FM101 Account Details – Module One – Transaction Listing (Course 55010)

o   FM101 Account Details – Module Two – Account Balance Listing (Course 55012)

o   FM101 Account Details – Module Three – Outstanding PO Commitment Report (Course 56004)

 

o   FM101 Account Details – Module Four – NOT-RELEVANT Funded Program Posting (Course 58002)

 

·         All new employees who have not yet started the program can navigate to the Featured section in Learning and register. All three sets of training will be visible.


 

All of your completed courses are listed in History, regardless of whether you accessed them as individual modules or within a program.


Users can review past materials for reference via the History tab – simply click the course title, then select Details to view the course contest and resources again.

 

ApprovedNoneRegular News Article
 3/25/2022Finance
  
The BSI Tax tools in the SuccessFactors Employee Launchpad is again functional for making tax withholding updates.
ApprovedNoneBreaking News Article
 3/24/2022Finance
  

Requisitions in Ariba will automatically flow to the appropriate fiscal approver(s) beginning tomorrow (March 25).

 

Currently, a purchase request over $1,000 stops at every level until it reaches the appropriate fiscal approval level required. Beginning tomorrow, the fiscal flow will be automated based on the requisition amount. Automating this step will help streamline the process and improve purchasing turnaround times.

 

When the purchasing requisition is sent to the appropriate fiscal approver(s), the system will use the following skip-approval rules:

 

Fiscal Level

Requisition Spend Range

Fiscal Approval Level(s) Required

Level 1

$1,000.01 - $5,000

1

Level 2

$5,000.01 - $25,000

2

Level 3

$25,000.01 - $100,000

3

Level 4

$100,000.01 - $500,000

3-4

Level 5

$500,000.01 - $1,000,000

3-5

Level 6

$1,000,000.01 and above

3-6

 

Starting with Level 3, directors of financial affairs will be included in the approval process. With this enhancement, all purchase requisitions that are $100,000 or more will ensure proper fiscal oversight. 

 

There are no changes in the approval process for fiscal approvers within Ariba. Fiscal approvers should review the Approving Requisitions in Ariba Quick Reference Guide. 

 

Effective with this change, Direct Invoices (zv60), Ariba Contracts and Purchase Requistions will now have the same approval level logic.

 

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

ApprovedNoneRegular News Article
 3/24/2022Training
  

Significant changes to cost distribution changes will go into effect with Summer 2022 payroll. Specifically, the summer calendar will no longer be directly connected to cost distribution. Cost distribution will now be managed in the same manner as the rest of the year, through IT27 entry. Disconnecting the calendars from cost distribution will simplify calendar updates and avoid retroactive adjustments and overpayments. 

It will be very important to have any academic year PARs from prior summers processed before the changes to summer pay calendars are implemented in SEEMLESS. Changes to prior year summer calendars and academic year summer PARs will require manual intervention after the new summer calendar process is implemented. 

Business offices and payroll centers can attend a virtual session to learn more about this change and receive guidance on how to complete summer calendars. Participants can register through SuccessFactors. This training will be recorded and posted in SuccessFactors for on-demand access. 

Available sessions:

The following SEEMLESS items are important to remember:

  • New for 2022: Summer Calendars will follow IT27 Cost Distribution and won’t need to be populated in the SEEMLESS calendar.
  • Summer pay for graduate staff will be calculated by the submission of the biweekly calendars in SEEMLESS.
  • The business office and/or faculty member can create biweekly calendars on the student’s behalf. All calendars require business office review and submission.
  • Business offices can submit Mass Calendars for graduate staff.
  • Users with multiple appointments will see all PERNRs on the summer pay dashboard. Users can select the PERNR, complete the calendar and submit for each PERNR. Remember that business offices must verify that all calendars of a concurrent employee total no more than 1 FTE.

Updates to the summer payroll website are in process.  Business offices are encouraged to monitor the website for process updates and training resources for processes and training information. 

Business offices are encouraged to review the SEEMLESS vs Summer Pay website for a better understanding of when to use SEEMLESS vs the paper Summer Calculator. For instance, mid-pay period actions, such as transfers or position reclassifications when salary or the pay area is changed, will require a Summer Calculator form.

Questions about this training can be directed to summerpay@groups.purdue.edu

 

ApprovedNoneRegular News Article
 3/24/2022General 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 2022 semester to the Bursar Office. Lists must be submitted using the Graduate Appointment Submission Form located on the Bursar’s website. The form is required for both adding additional grad staff as well removing any grad staff that did not accept or fill their position.  


This form must 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
 3/22/2022Training
  
An online asynchronous training course is available for Initiating Consulting Agreements.

This training covers the process for constructing and submitting consulting agreements to tax accounting and is designed for individuals responsible for approving, initiating and completing the consulting agreement. 

The course is available via SuccessFactors Learning Management System. Navigate to Initiating Consulting Agreement Training to view the information.
ApprovedNoneRegular News Article
 3/22/2022Training
  

The third set of modules in the FM101 Operating Funds Management Training series is now available in the SuccessFactors Learning Management System.

 

The Account Details modules focus on three reports to help understand operational data – Transaction Listing, Account Balance Listing and Outstanding PO/Commitments – plus a fourth module to introduce Not-Relevant Management. 

 

Those who have registered for prior FM101 training do not need to register again – simply access the online training and scroll down to SET THREE – Account Details. Users who are new to the FM101 training series should consider starting with SET ONE – Fundamentals. Online registration is available.

ApprovedNoneRegular News Article
 3/22/2022Finance
  
BSI Tax Tools in SuccessFactors, which allows online tax withholding to be updated for employees, is currently not functioning. An additional B@P announcement will be sent when the tool is fixed.
ApprovedNoneBreaking News Article
 3/22/2022Training
  

The Graduate School Fellowship Office is offering several training opportunities in support of fellowship administration at Purdue.

 

Fellowship 101 is a new training opportunity targeted to business office, research support and Sponsored Program staff that will cover all facets of the fellowship process including “beginning to end” best practices roles and responsibilities. Additional topics include tuition vs. remissions, graduate student insurance and graduate student fees. The training is scheduled for April 14 at 10 a.m. and will be offered over Microsoft Teams. Participants can register for the live session through SuccessFactors. Please note, the session will be recorded and posted in SuccessFactors for on-demand access. 

 

In addition to Fellowship 101, Jenny Mattson will continue offering the targeted eForm 90 Workshops to eForm 90 users. Three virtual live sessions are scheduled for March 30, April 5 and April 20. Jenny is coordinating registration for those workshops, and targeted participants should have received an invitation. 

 

The final opportunity are Fellowship “Office Hours” that will be offered throughout the spring and fall.  Those interested in participating should email fellowships@purdue.edu to be added to the invitation/reminder list.

 

Please contact Jenny with any questions about these opportunities.

ApprovedNoneRegular News Article
 3/15/2022Finance
  
Accounts Payable has created instructions to create or update Purdue Applied Research (PARI) vendors.

In both instances, users will be adding a note in the comment box of the form to identify the vendor as a PARI vendor.

The updated instructions are located on the AP website:
  • Determining Need for New Vendor: To create a new vendor request for a PARI vendor - Enter "This is a PARI vendor - Company Code ARI" in the comment box.
  • Determining Need for Vendor Change: To add Company Code ARI to an existing PUR vendor - Enter "Add Company Code ARI to existing PUR vendor" in the comment box.
  • To make an update to an existing PARI vendor - Enter "Please update PARI vendor in Company Code ARI." in the comment box.

Please contact ap@purdue.edu with any questions.
ApprovedNoneRegular News Article
 3/10/2022Finance
  

The fall 2021-22 semester effort reporting process is to be completed by March 15 for certification of all fall Personnel Activity Report(s).

PARs are processed electronically via the SEEMLESS application, which can be accessed through the OneCampus Portal and then searching for SEEMLESS.

Important reminders

  • Have the supervisor/PIs certify their subordinates' PARs first, then their own effort. Otherwise, a different supervisor will need to be assigned to approve. If they are unavailable, the PAR may be delegated to a person with direct knowledge of the work to be certified. Ensure this individual has effort approval access prior to assigning the PAR.
  • PI/Supervisors certify PARs for graduate students, research staff, undergraduate students and other hourly employees who worked on sponsored program funds or federal appropriated funds.
     
  • If the employee is paid on a sponsored project or federal appropriations in any department on any PERNR during the reporting period, ALL PERNRs and accounts that the employee worked on during the period must be certified. This includes appointments in other departments that are completely general funded.

There is an online training module on the Managerial Accounting website.

For assistance with certifying PARs, first contact the business office for assistance; if they are unable to assist, email effort@purdue.edu


ApprovedNoneRegular News Article
 3/10/2022Travel
  

The Indiana Department of Administration mileage rate for using privately owned vehicles on sponsored program grant funds is $0.41 per mile. The change went into effect last month.

 

This recent increase from $0.39 to $0.41 has been updated in Concur and is reflected on recent travel expense reports.

 

Questions may be directed to Purdue Travel at purduetravel@purdue.edu.

ApprovedPurdue TodayRegular News Article
 3/8/2022Finance
  
The latest Overpayments dashboard is now available and can be accessed via the SuccessFactors Training SharePoint site (in the Payroll tab, under Overpayments). It is listed with the Quick Reference Guides (QRGs).

 

The current Overpayments dashboard is through biweekly (BW) pay period 5.

 

New supervisors and those that have not yet attended training should review Timekeeping, Time Off Requests and Employee Pay Change Responsibilities for Supervisors. The training outlines supervisor responsibilities and also provides the recorded presentation defining overpayments and how to prevent them.

 

All courses are registered or presented through SuccessFactors Learning (LMS). Learn more about SuccessFactors Learning.

 

ApprovedNoneRegular News Article
 3/8/2022Finance
  

Current and defined communication channels are critical to our organization's ability to be efficient, cost effective and transparent. Over the last few years, the traditional email lists used by the West Lafayette Finance team have not evolved with the new organizational structure and are not consistently effective at reaching their target audiences. In an effort to establish communication tools in line with the new structure, the West Lafayette email list changes outlined below will be implemented in March. The lists will be moderated and maintained by a central coordinator.

 

New Lists

Audience

Moderators

Coordinator

OpC-Purch - Purchasing Operations Centers

Purchasing Operations Center Leaders & Staff

Whitney Beutel, Kristi Mickle

Shannon Williams

OpC-Pay - Payroll Operations Centers

Payroll Operations Center Leaders & Staff

Whitney Beutel, Kristi Mickle

Shannon Williams

Fin-MgtProf - Finance Staff Management Professional

All exempt staff in the finance division

Angie Delworth, Kristi Mickle

 Rita Jackson

Fin-Support – Finance support staff

All non-exempt staff in or reporting to the finance division

Angie Delworth, Kristi Mickle

 Rita Jackson

 

Ongoing Lists (no change)

Audience

Moderators

Coordinator

Unit Lead

Finance Senior Directors, Unit leads supporting a Dean or Vice President

Angie Delworth, Kristi Mickle

Shannon Williams

BusinessOp - Business Operations

Finance Leads:  SPS/Regionals/Central Office/DFA/aDFA

Angie Delworth, Kristi Mickle

Rita Jackson

 

Eliminated List Servs (deactivated once new lists are functional): 

  • Ba-l – exempt business administration staff
  • Bacl-l – non-exempt business administrative staff
  • Sba-l – senior (college) level business administration staff

 

Members received electronic notification when the lists are established. An additional test message will be sent the week of March 7. If you believe you should have been included on a specific list and do not receive a test message or you believe you were included on a list in error, please discuss with your supervisor and notify the list coordinator if you believe you need to be removed. Please note that some individuals will be on multiple lists and will receive multiple messages.

 

Finance team staff have a shared responsibility to ensure the lists are up to date. Please reach out to the list Coordinator as needed to update membership in the lists. Documentation of the lists, list procedures, roles and expectations will be soon be added to the Business Management home page.  

 

Please contact your supervisor or director with any questions or concerns about this information. 

ApprovedNoneRegular News Article
 3/8/2022Training
  

An online instructor-led course covering property accounting, specifically capital equipment, is available for registration for business office staff or anyone desiring more information. Property Accounting – Capital Equipment (PA 200) will cover topics such as capital equipment, new acquisitions, depreciation, accountability and inventory.
  
A demonstration of the online Property Accounting electronic forms will also be conducted. The session will allow time for questions.
  
The session will be held from 10 a.m.-noon on March 22.
Online registration is available.

 

ApprovedNoneRegular News Article
 3/3/2022Reports
  
The standard Cognos Employee Time Details Report located in the HR and Payroll folder has replaced the SuccessFactors Time Details Report.


Access to the SuccessFactors Time Details Report will be removed for the Initiator for Data Changes and Budget Approvers roles on March 31. TimeAdmin@purdue.edu and HROperHelp@purdue.edu will continue to have access to the SuccessFactors report for any urgent questions.

Review the standard report. To learn more about the standard Cognos Employee Time Details Report, please refer to the Cookbook Specification.
ApprovedNoneRegular News Article
 3/3/2022Training
  

In partnership with the Office of Treasury Operations, Purdue's contracted merchant services partner is offering training on the chargeback process. A chargeback is a charge that is returned to a customer’s payment card after the customer disagrees with a charge shown on their account statement or transaction report. The Purdue Merchant Card Chargeback Townhall Meeting is a discussion led by Arrow Payments addressing credit card chargebacks: explaining what they are and how to dispute customer-initiated chargebacks, as well as providing tips on how to avoid chargebacks. 

 

Any university staff involved in the receipt of revenue for goods or services using credit cards will be interested in attending this training. The training is being offered on Wednesday, March 16 at 11 a.m. Attendees can register online.


Questions can be directed to Terri Mimms at tkmimms@purdue.edu.

ApprovedNoneRegular News Article
 3/1/2022Finance
  

As referenced in the February 8 Business@Purdue News announcement, and as part of the development of the new Fiscal Approver training modules, the Signature Delegation Handbook has been updated. An indexed version of the handbook can be found through the Comptroller's Finance Training webpage under Finance Topics in the Accounting and Financial Governance Online Manual.

As a reminder, the Fiscal Approver training modules can also be accessed from the Comptroller's Finance Training webpage in the Signature Delegation section. 

Questions about this handbook can be directed to Rebecca Miller at mill2401@purdue.edu

ApprovedNoneRegular News Article
 2/24/2022Buying
  

Through a partnership between Purdue University and Procurated, faculty and staff are now able to rate and review the performance of vendors who are under strategic, enterprise contracts and managed by the Procurement Services team. Customer ratings and reviews will be used to manage vendors’ performance and improve contractual relationships. Any Purdue University employee who interacts with vendors can submit a review.

 

Users can search the Procurated directory by supplier or product/service offerings. Searches can also be filtered by business designation and rating to assist in making the best supplier decisions possible.

 

Inspired by sites like Yelp and TripAdvisor, Procurated is a supplier rating and review site for the public sector. The tool provides access to more than 36,000 nationwide supplier reviews.

     

Purdue employees are encouraged to register for one of the four Procurated training webinars below to learn more.

 


Those who are unable to attend a training session can watch short videos and review frequently asked questions online to learn how to navigate and use Procurated. Procurated is free for use by all Purdue employees who register using their purdue.edu email address. Reviews and ratings should remain factual and professional in nature.

   

Questions about Procurated or the webinars may be directed to Procurement Services at pshelpdesk@purdue.edu.     

ApprovedNoneRegular News Article
 2/24/2022Buying
  

An Ariba catalog for Amazon Business will be added on March 7. Converting Amazon Business to a catalog from the current purchasing card (PCard) model helps streamline the purchasing process and maintain consistency with the University’s purchasing guidelines. 

While the Amazon Business catalog will provide access to millions of additional products only available to business customers, it should only be used if a department cannot find the same product in one of the University’s strategically sourced catalogs. As a result, items available through the strategically sourced catalogs are blocked in the Amazon catalog, and products requiring special approval are restricted.  

All business-related expenses procured through the Amazon Business catalog must comply with the Purchasing Delegation Manual and internal control procedures.

PCards will no longer be allowed as a payment method for Amazon Business purchases, and purchase orders will be used instead.

Amazon Mechanical Turk (MTurk) is not part of Amazon Business, and departments should continue the process established for their area.

An overview of the new process, including program benefits and user resources, is available on the Procurement Services website.

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

ApprovedNoneRegular News Article
 2/24/2022Research
  
The National Institutes of Health has released guidance regarding the 2022 salary cap limitations. The Executive Level II limitation has been increased from $199,300 (AY $149,475) to $203,700 (AY $152,775). This increase is effective on the first day of the first applicable pay period beginning on or after January 2, 2022.
Any questions or concerns can be directed to Jason Spall at spsacctmgmt@groups.purdue.edu or 765-494-1058.

ApprovedNoneRegular News Article
 2/22/2022Buying
  

In partnership with Purdue’s Procurement Services, Cannon IV provides removal and recycling services for old, decommissioned devices on the West Lafayette campus. This includes departmental multifunctioning copiers and printers that have been replaced or are no longer in use.

 

In order for Cannon IV to remove a device, the department must have an approved, printed copy of the Property Accounting Form – Other attached to it for disposal. A Quick Reference Guide is available to assist departments with this process.

 

During the equipment removal process, Cannon IV will remove the hard drive of the old machine and leave it with the department. The department should then send the hard drive through campus mail to University Surplus at the Materials Management and Distribution Center for proper disposal. 

 

Cannon IV also provides free assessments of existing printing and imaging infrastructure to evaluate the current functionality and usability of all departmental devices. Cannon IV will assess the usage of each device, identify technical needs of a department based on the existing document workflow, and evaluate additional cost saving opportunities.

 

A print assessment is highly encouraged for all departments that have not already been through the process with Cannon IV. Assessments do not need to be conducted with every purchase but should occur when office floor plans are updated or prior to an office move. Requests for an assessment can be sent to TeamPurdue@cannon4.com.

 

Questions about the equipment removal process may be directed to Suzi Manns, category analyst with Procurement Services, at sjmanns@purdue.edu.

ApprovedNoneRegular News Article
 2/17/2022Finance
  

Due to the impact of the pandemic on processing the FALL 2021 Personnel Activity Reports (PARs), along with the vacancies that were in the business offices, the Fall 2021-22 semester effort reporting deadline has been extended to March 15, 2022 for certification.      

PARs are processed electronically via the SEEMLESS application, which can be accessed through the OneCampus Portal and clicking on the SEEMLESS tile. 

Important reminders

·       Have the supervisor/PI certify their subordinates’ PARs first, then their own effort. Otherwise, a different supervisor will need to be assigned to approve. If the supervisor/PI is unavailable, the PAR may be delegated to a person with direct knowledge of the work to be certified. Ensure this individual has effort approval access prior to assigning the PAR. 

 

·       PIs/supervisors certify PARs for graduate students, research staff, undergraduate students and other hourly employees who worked on sponsored program funds or federal appropriated funds.

 

·       If the employee is paid on a Sponsored Project or Federal Appropriation in any department on any PERNR during the reporting period, then all PERNRs and accounts that the employee worked on during the period must be certified, including appointments in other departments that are completely general funded.



An online training module is available on the Managerial Accounting website. For assistance with certifying PARs, first contact the business office for assistance, then email effort@purdue.edu if the business office is unable to resolve the issue.

ApprovedNoneRegular News Article
 2/15/2022Finance
  

Central Master Data has a new SharePoint site to submit change and close requests for IOs, WBSEs, and Cost Centers. This is where requests for new cost centers and new WBS structures for faculty will be entered as well. One new feature is that the user no longer has to create a document for new WBS structures. When the form on the site is filled out, the needed document will be created for central master data to upload. 

All fiscal approver changes will be submitted via this site as well.

Users on the West Lafayette campus are asked to update any bookmarks to the new site - Master Data Requests - Home (sharepoint.com) - and discontinue using the old site.  

The old site will remain active for regional use. Regionals will need to continue using the old site until an IT solution is found to allow access to the new site. 

Please contact CMDT@purdue.edu with any questions or concerns. 

ApprovedPurdue TodayRegular News Article
 2/15/2022Finance
  

As stated in the January 11 B@P article, the deadline for Recurring Adjusted Allocations (GLs 4950X2) for fiscal year 2022 (FY22) will be February 28. JVs using G/Ls 4950X2 must be posted before noon on Monday, February 28, as these GLs will be locked.

Please plan accordingly for the JV workflow approval process. Additional FY22 recurring allocations will not be allowed in Periods 9 through 12. Please direct questions to a Financial Planning and Analysis analyst for assistance.

ApprovedNoneRegular News Article
 2/15/2022Training
  

Due to the sensitive nature of the information located within HR Data, all individuals with HR data access are required to annually complete the Data Classification and Handling Web Certification. This course covers the individual responsibility and liability of handling data and outlines how to properly manage and share data.

 

To ensure compliance with Purdue’s data handling standards, a course completion audit was recently conducted, including positions with one of the three roles that have access to HR data via Cognos. Any individuals who have not yet completed the training or whose training has expired will be notified directly and asked to complete the training within 30 days.

 

After the 30-day period, to ensure compliance, supervisors will be notified of any direct reports that have not completed the training.

 

Once users have completed the training, the system will automatically send a notification when it is time to complete an annual review of the material.

 

The Information Security and Privacy Policy and Data Protection Roles and Responsibilities provide additional details.

 

For assistance with course access, contact webcert@purdue.edu. Questions for Human Resources should be directed to hroperhelp@purdue.edu.

 

 

ApprovedNoneRegular News Article
 2/15/2022General Info
  

The Post Hire Data Verification Step in the Onboarding Dashboard has been updated to better reflect the definition of a remote employee for the purpose of Onboarding. In this step, the Onboarding Coordinator is selecting whether the employee needs to be processed remotely, not if the employee is simply working remotely. The employee completing Post Hire Data Verification Step is responsible for confirming that the new hire meets the definition of remote for Onboarding to avoid significant delays in processing if improperly selected.

 

A remote employee in the Onboarding Dashboard is defined as an employee who will not be in Indiana on or before their third day of employment. This is due to all paid employees being required to show their proof of identity and work authorization by their third day of employment per U.S.C.I.S. federal regulations. If the employee cannot go to a Purdue University I-9 Verifier (at any campus, Polytechnic or county extension office in Indiana) to physically present their documentation, they must be processed as a remote employee in Onboarding.



Questions can be directed to HROnboardingTickets@purdue.edu.

ApprovedNoneRegular News Article
 2/15/2022Finance
  
Accounts Payable has created instructions for keying invoices in Tcode ZV60 for Purdue Applied Research (PARI) invoices.

Two critical pieces of information to be aware of when processing these invoices:
  • Users must select Company Code ARI before entering any information for the transaction.
  • When keying a ZV60, the Company Code will default to the code used on the previous document. It is imperative to review the Company Code prior to entering each transaction to make sure the correct code is being selected for the next entry.
The new process is located on the AP website: ZV60 - PARI Key and Post Invoices.

Please contact ap@purdue.edu with any questions.
ApprovedNoneRegular News Article
 2/8/2022Training
  

As a follow on to BLCA 250 - Signature Delegation, new reference and support resources are available to finance and business office staff. Four training modules are now open for enrollment through the SuccessFactors Learning platform. Descriptions of the specific modules, including the target audience and prerequisites, can be found below. Individuals can find these courses in the SuccessFactors LearningManagement System (LMS). From the LMS search box on the Learning home page, users can also find the courses by searching on the word “signature” or the LMS course numbers (shown in the table below). 

In addition to this training, the Signature Delegation Handbook has also been updated and will soon be posted to the Accounting and Financial Management Governance Manual under Finance Topics.  A separate B@P communication will be sent when it has been added to the site.

 

Course #

Module Name

Audience

Prerequisite

LMS 53006

SIGDEL 101 - Signature Delegation Deep Dive (Intro & origin concepts)

 

All new finance staff in business offices and SPS

None

LMS 53007

SIGDEL 150 - Budget Approver Training - SuccessFactors

Senior directors, DFAs, ADFAs and business managers

SIGDEL 101

LMS 53005

SIGDEL 200 – Fiscal Approver – Financial transactions & Operating Funds

Senior directors, DFAs, ADFAs, business managers, research specialists, business assistants with the fiscal approval role

SIGDEL 101

LMS 53004

SIGDEL 201 – Fiscal Approver Grant Specific  Considerations

Senior directors, DFAs, ADFAs, business managers, research specialists, business assistants who manage sponsored program funds

SIGDEL 101 & SIGDEL 200 

ApprovedNoneRegular News Article
 2/4/2022Finance
  
The latest Overpayments dashboard is now available and can be accessed via the SuccessFactors Training SharePoint site (in the Payroll tab, under Overpayments). It is listed with the Quick Reference Guides (QRGs).

 

The current Overpayments dashboard is through monthly (MO) pay period 1.

 

New supervisors and those that have not yet attended training should review Timekeeping, Time Off Requests and Employee Pay Change Responsibilities for Supervisors. The training outlines supervisor responsibilities and also provides the recorded presentation defining overpayments and how to prevent them.

 

All courses are registered or presented through SuccessFactors Learning (LMS). Learn more about SuccessFactors Learning.

 

ApprovedNoneBusiness Update Article
 2/3/2022General Info
  
The option of virtually verifying an employee's Section 2 (New Hire Data Verification) and/or Section 3 (I-9 Reverification) is NOT permitted unless the employee is under a mandatory quarantine due to COVID-19. The option of virtual verification is only made possible by U.S.C.I.S. for the sole purpose of utilizing the flexibility directly due to the impact of the COVID-19 pandemic, and is only in use by Purdue University for employees who are starting their employment while under an active quarantine.

Employees who are unable to physically present their documentation due to other reasons, such as inclement weather, do not qualify for virtual verification of their documentation and must physically present their documents. If a severe weather alert (such as a snow emergency) is issued and employees are unable to come into the office, the inspection of document(s) can be delayed until it can be completed in person.

For employees whose physical inspection was impacted by a weather emergency that caused them to be completed outside of the three business day compliance rule, the Overdue Reason of "Other" can be selected with the reasoning of "inclement weather." This is only for employees who experienced inclement weather within the first three business days of their start date.
ApprovedNoneRegular News Article
 1/28/2022General Info
  
Payroll and Tax Services is announcing that 2021 W-2s are with ADP. For those registered with ADP, W-2s are available. Employees who have not signed up for electronic delivery with ADP will receive a W-2 mailed to the last address on file with Purdue.

Employees who have not previously registered with ADP and would like to can find instructions for registering in the “ADP W-2 Services” tile found in each employee’s SuccessFactors homepage.

Additional tax form availability:

As Purdue employees begin filing taxes, the following information may be useful as to when to expect tax information. Wait on all applicable forms before filing a U.S. tax return.

  • W-2 (Wage and Tax Statement): Issued online at ADP; mailed by ADP before Jan. 31. Current tax year and two prior years’ forms available online.
  • 1042-S (Foreign Person’s U.S. Source Income Subject to Withholding): Available after Feb. 18 in GLACIER. Recipients will receive email notification by Feb. 18.
  • 1098-T (Tuition Statement): Issued by the Bursar’s Office; available at mypurdue.purdue.edu.
  • 1099-SA (Distributions From an HSA, Archer MSA, or Medicare Advantage HSA): Mailed by request only. Call HSA Bank at 800-357-6246 for a mailed copy. Access online at hsabank.com. After logging in, click Accounts, then Statements. Look for Tax Statements for the desired tax year. Mailed copy opt-in has to be selected online in Statement Preferences.
  • 1095-C (Employer-Provided Health Insurance Offer and Coverage Insurance): Mailed by March 2. This form is not required in order to file a 2020 tax return.
  • Fellowship emails to U.S. citizens, permanent residents and resident aliens: Email sent to fellowship recipients by Jan. 31. Fellowship total shows in the last pay statement in SuccessFactors. Email tax@purdue.edu for assistance.

Cybersafety tips:

Faculty and staff should be aware that around this time of year, many phishing emails 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 that 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, Purdue Payroll and Tax Services will not send clickable links regarding employee tax information.

ApprovedPurdue TodayBusiness Update Article
 1/25/2022Security
  
Starting in February 2022, all West Lafayette faculty and staff will be required  to use Microsoft Multi-Factor Authentication as part of the security measures for protecting their @purdue.edu email.   
  • Faculty and staff who have not signed up to use Microsoft MFA will receive an email from ITaP on Tuesday, Feb. 1, with instructions on how to set up authentication for their accounts. 
  • Users will then have two weeks to set up their authentication method. After the two-week period, faculty and staff on the West Lafayette campus who have not set up an authentication method will be unable to access their email until multi-factor authentication setup has been completed.
  • Prior to Feb. 1, faculty and staff may start using MFA by filling out the form found here. After you register, you will receive an email with follow -p instructions for setting up MFA. The process takes about five minutes. 
  • More than 15,000 faculty, staff and students have already started using Microsoft MFA since the requirement was announced in October.  
  • The set-up process for MFA takes about five minutes and is intuitive – less than three percent of users reported needing help to get started.  
  • Microsoft MFA protects users by requiring a second form of authentication, in addition to your career account password, when signing into Office 365 applications (including Outlook email). Options include receiving a text message or audio phone call or using the Microsoft Authenticator App to authenticate. 
For more information about Microsoft MFA, visit itap.purdue.edu/mfa 
ApprovedNoneRegular News Article
 1/13/2022General Info
  
A new issue of Managing Innovation, Human Resources' newsletter for supervisors, is now available.
 
Topics in this issue includes important information for new supervisors, resources for new hires, Protect Purdue update, overpayments, managing remote workers, Healthy Boiler and mental health resources.
ApprovedNoneRegular News Article
 1/13/2022Reports
  

Three new reports are available through Cognos that provide information on Position Attributes and Position History. These reports will replace the position standard reports previously available in Cognos.  More information for each report is available through the Data Cookbook Links on the landing page and training is available through the QRG linked below.

     

Standard Content > HR and Payroll > Position Reports Landing Page

 

 

Quick Reference links:

Quick References are found under Position Management of the SuccessFactors Training SharePoint site. The site is located under Business@Purdue; Forms, HR Data, Processes and Training.

 

What’s new?

 

Detail All Positions (Intended to Provide a Current or Point in Time View of the Organization and its Incumbents)

 

·         Reflects Post January 1, 2019 Data: The current standard position reports in production displays results for pre-SuccessFactors and SuccessFactors data in a combined report. However, the organization structure and position attributes were different enough before and after SuccessFactors, that the reports are possibly more meaningful when data is separated by source system.

·         Organization Hierarchy: The report is now organized by Division and Department, rather than OIE Organization, to reflect Purdue’s current Organization Hierarchy.

·         Added position attributes: We regularly receive requests for lists of CSA, Title IX, CDL Required, etc. These flags have been added to the standard report as both columns and on-page filters.

·         New Positions Created List and Vacant Positions List and Delimited Positions List have been moved to on page filters instead of separate tabs and separate reports.

 

History Per Position Reports (Intended to Show the Change History of Positions and Incumbents Across many Months or Years)

 

·         Separated by Source System: There is a Pre and Post January 1, 2019 view of the History Per Position Report.

·         Added Attributes: Many columns have been added to both views of this report to better show changes in position attributes over time.

 

Timing

 

Access to the old standard reports will be allowed in parallel at least until Feb. 1, 2022 to ensure that the new formats are working as intended. Additional training resources and a date of deprecation for the legacy standard reports will be announced through Business@Purdue News.

 

Questions

 

Please contact HROperHelp@purdue.edu with questions or feedback about the new report.

 

ApprovedNoneRegular News Article
 1/12/2022General Info
  

The Fall 2021-22 Semester Effort Reporting process is now available for certification. The SEEMLESS application can now be accessed to review and approve Fall 2021-22 Personnel Activity Reports (PARs), which are processed electronically via the SEEMLESS application. The application can be accessed through the OneCampus Portal and then searching for SEEMLESS. 

As a reminder in certifying PARs, it is very important to have the faculty and/or Business office follow the following steps: 

  • Sign in to SEEMLESS, retrieve the PAR, click on faculty overview, then click on refresh my info to update SEEMLESS with current information

 

Important notes

  • FALL PARs were loaded after the BW 26 and MO 12 payroll runs. The FALL PARs will reflect information as of those payroll runs. Any changes made to IT0027 past this load date and payroll runs will not be reflected in the Fall 2021-22 PARs within SEEMLESS. Please refer to the PAR Periods Effort Reporting on the Managerial Accounting website for pay periods included within FALL 2021-22 PARs for each employee type.
  • Please remember that the supervisor needs to certify their subordinates first, then their own PAR in this sequence. Otherwise, another approver will need to be assigned to the PAR .  

Training resources, including the FALL 2021-22 Effort Reporting Training PowerPoint and a recording of the training ,can be found on the Managerial Accounting Website under Training Tools – Business Office.   

As a reminder, the Introduction to Certification of Effort (previously BPARS 100) is an online course which is a prerequisite for certifying Effort in SEEMLESS. For those who have not completed the Introduction to Certification of Effort (Course 16005), the course is available via SuccessFactors Learning.

For assistance with certifying PARs, first contact the business office. If they are unable to assist, then email effort@purdue.edu for additional assistance.  

FALL 2021-22 PARs are due to be completed no later than Feb. 22, 2022. 

ApprovedNoneBusiness Update Article
 1/11/2022Finance
  

The Office of Financial Planning & Analysis is notifying business office staff that the deadline for Recurring Adjusted Allocations (GLs 4950X2) for fiscal year 2022 (FY22) will be February 28. Please note that this is a new deadline compared to the previous year's January cutoff. JVs using G/Ls 4950X2 must be posted before noon on Monday, February 28. These GLs will be locked at noon on February 28. The deadline does not allow for three additional accounting days.

Please plan accordingly for the JV workflow approval process. Additional FY22 recurring allocations will not be allowed in Periods 9 through 12.

FP&A encourages business offices to complete any known Recurring Adjusted Allocations before January month-end. Please direct questions to your FP&A Analyst for assistance.

ApprovedNoneRegular News Article
 1/11/2022Finance
  
The University will begin processing a PCard/TCard Rebate to federal funds, including federal sponsored programs, cost sharing on federal sponsored programs and federal appropriations, beginning in January 2022 and going forward. Please see this announcement for more details on the PCard/TCard rebate.
ApprovedNoneRegular News Article
 1/11/2022Travel
  

Effective Jan. 1, 2022 for Purdue University business travel, the privately owned vehicle mileage rate is $0.585 per mile, up from $0.56 per mile in 2021. The rate is based on both fixed and variable costs of operating a vehicle.

The Indiana Department of Administration mileage rate for using privately owned vehicles on sponsored program grant funds
remains at $0.39 per mile. 

 

Questions may be directed to Purdue Travel at purduetravel@purdue.edu.

ApprovedPurdue TodayRegular News Article
 12/21/2021Finance
  

Accounts Payable is excited to announce a new one-time vendor payment process.

The new process alleviates the need to create a new vendor record to pay an individual for nontaxable
payments.

 

The following are approved for use of the new one-time vendor process:

  • Refunds from North Central Nursing Clinic
  • Refunds to customers of the Vet Hospital
  • Refund of Scholarship Funds from Bursar Offices 
  • Indiana State Chemist Fee refunds
  • Purdue Fort Wayne Student Organizations
  • Prospective Employees Travel Reimbursements; does not include other person(s) traveling with prospective employee
  • Child Reimbursements to Non-Faculty; situational and will be reviewed individually by Tax
  • Athletic Summer Room/Board Stipends

Note:  Prior approval must be obtained before using the one-time vendor process. For a
nontaxable payment to an individual who is not currently set up in SAP, please contact ap@purdue.edu
to see if this new process can be utilized. Be sure to include "One-Time Vendor Payment" in the subject line of the email.

 

The new process and spreadsheet for recording the payments are located on the AP Website:

ApprovedNoneRegular News Article
 12/21/2021Reports
  

Payroll Charge XL This tool utilizes the Payroll Charge dataset using excel on SAP HANA; much like the SFA-XL, the tool allows users to drag and drop fields into an excel pivot table. This lets end users see payroll details like wage type, person or pay period level, while still reconciling to the SFA.

 

The following resource information can be found on the BI Cognos Reporting Resources Data Mart Training Resources section (Training Resources DataMart).

 

Questions can be directed to treasreporting@purdue.edu.

 

ApprovedNoneRegular News Article
 12/21/2021Reports
  

New - Account Balance Listing +3 months report is now available in Cognos in the Team content > Standard Content > Account Management folder. This new report provides the balances for the month selected as well as the three prior months; this view allows users to view how the balances is changing. A scheduled version is also available in the Team content > Standard Content > Finance & HR – Scheduled Report Versions folder.

·         Account Balance Listing +3 months

·         Account Balance Listing +3 months Scheduled Version

 

Updated - Parent Funded Program report has been updated to include a new report view “Parent Funded Programs – Detail – By Cat 3”. This report view is a pivot that includes the parent and children accounts; this view defaults to commitment item category 2 with the option to change to category 3.

·         Parent Funded Program

·         Parent Funded Program - Scheduled

 

Updated - SFA: Trend with Projection report has a revised prompt page that allows users additional options for running projections. Users should review the caution statement on the prompt page to ensure understanding of the results using the new prompts.

·         SFA: Trend with Projection

 

Reminder: If you are frequently modifying a standard report to meet business needs, please email requested changes or updates to treasreporting@purdue.eduRequests will be reviewed to determine if the standard report needs to be updated/enhanced or if another tool can be used, such as SFA-XL.

ApprovedNoneRegular News Article
 12/17/2021Finance
  

PAR training for Fall 2021 – 2022 is now available and consists of multiple elements. The online training module, BPARS 100 - Introduction to Certification of Effort, is a required prerequisite to attending the virtual training and is required every PAR period for business office personnel that will be handling PARs.

There will be a virtual instructor-led training held in January 2022.    

Online Training Module

Instructor-led Virtual Training

  • The virtual course will cover the PAR process flow, reviewing and editing PARs, faculty and supervisor steps, as well as paper PARs.
  • The virtual course will offer a demonstration of the SEEMLESS software tool, including how to view and edit PARs, assign delegates and the workflow.
  • The virtual course will also provide an opportunity for questions and answers regarding SEEMLESS and effort reporting.
  • Register online to ensure a seat in the virtual course. Upon registration, attendees will receive a confirmation, along with details on how to access the training session.

Sessions for the instructor-led virtual training will be held at the following times:   

         Tuesday, January 11: 10 a.m.-noon           

         Thursday, January 13: 2-4 p.m.

 

Further questions can be directed to effort@purdue.edu.  

ApprovedNoneRegular News Article
 12/17/2021Finance
  
   

Positive Time Entry – SuccessFactors Timesheet

  • Positive time recording employees that are benefits-eligible should request time off as ‘Other Leave (with Pay)’ for the winter recess days (December 27, 28 and 29).

Negative Time Entry – SuccessFactors Timesheet

  • Negative time recording employees that are benefits-eligible should request time off as ‘Other Leave (with Pay)’ for the winter recess days (December 27, 28 and 29). Please note: this is for non-exempt employees only. Salaried employees that are paid biweekly do not need to touch their timesheet.

Clocking Time Entry – Webclock

  • Clocking employees who are benefits-eligible should request time off as ‘Other Leave (with Pay)’ for the winter recess days (December 27, 28 and 29).
ApprovedNoneBusiness Update Article
 12/16/2021Training
  

Procurement Services recently updated its website to consolidate training opportunities for purchasing and travel functions. This includes training that is required to maintain certain roles in Ariba, annual
certification renewals and optional courses for increased knowledge.

Each course provides a description, intended audience, registration link and supplemental reference materials. Required courses are listed.

Training opportunities are now available at https://www.purdue.edu/procurement/training/index.php.

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

ApprovedNoneRegular News Article
 12/16/2021General Info
  

Purdue University has negotiated new rates with UPS. This means departments that frequently used UPS before the old rates expired in November can use UPS at this time. 

If any department is not seeing these negotiated rates when they process UPS packages, please contact Patty Turner, shipping and receiving clerk, at 765-494-7103 or paturner@purdue.edu.

ApprovedNoneRegular News Article
 12/16/2021General Info
  
In anticipation of the upcoming 2021 tax season, all Purdue employees should review and update (if necessary) their mailing addresses, bank information and tax withholding selections in SuccessFactors (accessed through the OneCampus Portal).

SuccessFactors is a flexible and secure paperless portal for current employees to make changes to their vital personal information on file with the University. Tax and banking changes made after today (Dec. 16) will be effective for 2022 pay. Address changes for all 2021 tax forms must be made by 5 p.m.on Jan. 4, 2022. Exception: International employees will continue to submit tax documents via the Glacier software and printed documents sent to the Payroll and Tax Services department.

Online W-2 access reminder: Employees are strongly encouraged to register for online W-2 access at ADP; instructions are located in the employee's SuccessFactors profile. By registering, an employee is 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 (by a week) and elimination of mail security concerns.

ApprovedPurdue TodayRegular News Article
 12/16/2021General Info
  

What you need to be aware of

Effective Jan. 1, 2022, Purdue Global will go live in SuccessFactors. This means that Purdue Global employee data will now exist within Purdue SuccessFactors as early as mid-December.

 

What is happening with Purdue Global data in BI

In order to ensure that current HR reporting in Cognos is not negatively affected by the addition of Purdue Global's HR data, Purdue Global HR data will be suppressed from reporting in Cognos until it can be validated. Central HR will be able to report on Purdue Global's HR data in order to meet Purdue Global’s initial needs.  

 

Purdue Global data validation

In the first half of 2022, a collaborative project with IT, HR, and Purdue Global will occur collect requirements for Purdue Global HR Reporting and validate field values and metadata based on Purdue Global data. At the completion of this project, it is expected Purdue Global data will be available in HR Domains in Cognos. More communications will be sent in advance of Purdue Global Data being released in the HR Data Mart. Please email HROperHelp@Purdue.edu with any concerns or needs for this project to address. 

 

Action steps

Purdue Global data from non-HR domains are not being suppressed in Cognos.  Cognos report authors can exclude Purdue Global data by using Purdue Global's Company Code, Campus Code, and Location Group Code in filters.

 

Questions can be directed to HROperHelp@purdue.edu.

ApprovedNoneRegular News Article
 12/16/2021Reports
  

A new standard report is available that provides an overview of the current HR organizational structure and its attributes. This report requires a BI HR Data Role to run. All fields included in this report are a security level of HR Level 1.

 

Cognos Location: Team Content >> Standard Content >> HR and Payroll

ApprovedNoneRegular News Article
 12/14/2021Buying
  

Purdue University is unable to accept deliveries between Thursday, Dec. 23 and Friday, Dec. 31, 2021 when offices are closed for the holidays and winter recess.

 

Ariba requesters who are submitting purchase orders should add a comment in the “Visible to Supplier” field that states Purdue is unable to accept deliveries during the timeframe listed.

 

Procurement Services previously notified Purdue’s strategic partners not to deliver during this timeframe unless faculty or staff make special arrangements in advance, and no additional notifications are needed. Faculty or staff are responsible for communicating with the vendor and accepting the delivery if special arrangements were made for when the University is closed.

 

For assistance, please contact the Procurement Services at pshelpdesk@purdue.edu.

ApprovedNoneRegular News Article
 12/14/2021General Info
  

 

All timesheets must be approved by the supervisor by noon on Monday, Dec. 20.

 

Ideally, employees who are not working the weekend of Dec. 18-19 will submit timesheets for supervisors to approve on Friday, Dec. 17.

 

Biweekly payroll 26 will be written on Dec. 21 and 22. Please direct any questions to timeadmin@purdue.edu.

ApprovedNoneRegular News Article
 12/14/2021General Info
  

Sponsored Program Services (SPS) will move from Young Hall to the 2550 building effective December 15.   Ken Sandel will remain on campus in his Hovde office, room 328. Any future mail should be routed as listed below:

 

Campus Address:

SPS/2550

 

U.S. Postal Address:

Sponsored Program Services

2550 Northwestern Ave., Suite 1900

West Lafayette, IN 47906

 

ApprovedPurdue TodayRegular News Article
 12/14/2021Travel
  
Due to the upcoming winter break, please remember to submit International Trip Requests in Concur if  traveling internationally for Purdue business soon. Requests need to be submitted no later than Friday, Dec. 17, 2021, for those leaving anytime during the Purdue winter break through Jan. 7, 2022.
 
All other requests are to be submitted no later than 1-2 weeks prior to your departure. Please note that it takes 24-48 hours for Concur requests to appear in reports after submission. Questions can be directed to Lois High at the Office of Risk Management.
ApprovedPurdue TodayRegular News Article
 12/14/2021Finance
  
The latest Overpayments dashboard is now available and can be accessed via the SuccessFactors Training SharePoint site (in the Payroll tab, under Overpayments). It is listed with the Quick Reference Guides (QRGs).

 

The current Overpayments dashboard is through biweekly (BW) pay period 25.

 

New supervisors and those that have not yet attended training should review Timekeeping, Time Off Requests and Employee Pay Change Responsibilities for Supervisors. The training outlines supervisor responsibilities and also provides the recorded presentation defining overpayments and how to prevent them.

 

All courses are registered or presented through SuccessFactors Learning (LMS). Learn more about SuccessFactors Learning.

 

ApprovedNoneRegular News Article
 12/14/2021Finance
  

Accounts Receivable requests all charges/invoices to be entered in SAP/FIAR by close of business Tuesday, December 21. This will allow sufficient time for Xerox to print and mail invoices prior to University shut down/winter recess.

Invoices/charges entered in FIAR on or after Dec. 22, 2021 and/or during winter recess will not be printed or mailed until the University reopens for business on Jan. 3, 2022.

All credit memos or invoice cancel requests should be sent to ar@purdue.edu by noon on Wednesday, December 22. Cancel requests received after the December 22 deadline will be processed in January 2022 business.

ApprovedNoneRegular News Article
 12/14/2021Training
  

Business office employees and support staff who use Concur Travel and Expense are encouraged to attend the upcoming virtual sessions for Concur Business Office and Support Staff Training (TRVLC 250). This course acts as an introduction to the electronic travel and expense system and includes arranging travel, creating and reviewing travel requests, and creating and reviewing expense reports in Concur.

Each course consists of two sessions, each an hour and a half long. Attendance at both sessions is required.

The sessions are scheduled at the following dates and times:

·       Dec. 15 and Dec. 16: 1-2:30 p.m.

 

Use this link to register within the Learning module of SuccessFactors. All training sessions will be held via Microsoft Teams.

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

ApprovedNoneRegular News Article
 12/7/2021Buying
  

Purchase requests of $10,000 or greater for the West Lafayette campus that are submitted by 5 p.m. on Friday, Dec. 10 are guaranteed to be processed by close of business on Friday, Dec. 17. The University will be closed Dec. 23, 2021-Jan. 2, 2022 for the holidays and winter recess.

 

Large requests submitted after Dec. 10 may not be completed until Jan. 3, 2022 or after due to the increased volume of requests and additional processing that will be required during that time.

 

The Purdue Fort Wayne and Purdue Northwest campuses should follow local purchasing department instructions and deadlines.

 

For assistance, please contact the Procurement Helpdesk at pshelpdesk@purdue.edu or (765) 494-7279.

ApprovedNoneRegular News Article
 12/7/2021Travel
  

The workflow for travel expense reports will be changing in Concur as of Dec. 13 since all expense reports are now centralized through the Purdue Travel department.

Through Dec. 12, a traveler submits an expense report, it first goes to the fiscal approver and then to Purdue Travel to audit.

Beginning Dec. 13, the traveler will submit the expense report, it will then go to Purdue Travel to review and then it will be routed to the fiscal approver as the final step. 

Questions may be directed to Purdue Travel at 765-494-7354 or purduetravel@purdue.edu.
ApprovedNoneRegular News Article
 12/7/2021General Info
  

As part of upcoming system upgrades, Ariba will no longer support all versions of Internet Explorer starting Dec. 31, 2021.

Procurement Services recommends using one of the following web browsers to ensure support beyond Dec. 31:

  • Apple Safari (64-bit)
  • Google Chrome (64-bit)
  • Microsoft Edge (32-bit)
  • Microsoft Edge Chromium (32-bit and 64-bit)
  • Mozilla Firefox (64-bit)

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

ApprovedNoneRegular News Article
 12/6/2021General Info
  

Negotiated rates for UPS shipments expired Nov. 27, 2021. Therefore, UPS is no longer the economically prudent choice to ship packages. Until further notice, please choose FedEx when completing a Form 23 for shipping. Contact Patty Turner with questions.

ApprovedPurdue TodayBusiness Update Article
 11/30/2021Buying
  

Purdue University is unable to accept deliveries between Thursday, Dec. 23 and Friday, Dec. 31, 2021 when offices are closed for the holidays and winter recess.

 

Ariba requesters who are submitting purchase orders should add a comment in the “Visible to Supplier” field that states Purdue is unable to accept deliveries during the timeframe listed.

 

Procurement Services previously notified Purdue’s strategic partners not to deliver during this timeframe unless faculty or staff make special arrangements in advance, and no additional notifications are needed. Faculty or staff are responsible for communicating with the vendor and accepting the delivery if special arrangements were made for when the University is closed.

 

For assistance, please contact the Procurement Services at pshelpdesk@purdue.edu.

ApprovedNoneRegular News Article
 11/30/2021Finance
  

The latest Overpayments dashboard is now available and can be accessed via the SuccessFactors Training SharePoint site (in the Payroll tab, under Overpayments). It is listed with the Quick Reference Guides (QRGs).

 

The current Overpayments dashboard is through biweekly (BW) pay period 24.

 

New supervisors and those that have not yet attended training should review Timekeeping, Time Off Requests and Employee Pay Change Responsibilities for Supervisors. The training outlines supervisor responsibilities and also provides the recorded presentation defining overpayments and how to prevent them.

 

All courses are registered or presented through SuccessFactors Learning (LMS). Learn more about SuccessFactors Learning.

 

ApprovedNoneRegular News Article
 11/23/2021Finance
  
With the upcoming Winter Recess and year-end tax reporting, December 8 is the deadline to enter all ZV60 invoices, including personal payment requests, for payment processing by December 21. The last payment runs of the year will start at 4 p.m. on December 22. The payment runs initiated at 4 p.m. on December 22 will include payments that are due through Jan. 3, 2022 for all payment methods except checks. Checks will be paid through Jan. 7, 2022.
 
Please allow sufficient time for workflow approvals, as payments must be approved before posting. ZV60s entered after the December 8 deadline may be processed before the end of the year, if time allows and approvals are completed.

Any personal payment requests received after December 8 will not be guaranteed for payment until after January 3, 2022.

Contact ap@purdue.edu with questions.
 
 
ApprovedNoneRegular News Article
 11/23/2021General Info
  

Employee mailing addresses serve a variety of purposes at Purdue, which means it’s important that employees have them listed correctly in SuccessFactors. Without correct mailing addresses, employees miss out on or are delayed in receiving important information such as insurance cards, new HSA Bank cards (2022 HSA Bank cards will be sent toward the end of the year), dental cards, benefit statements, W-2s and more.

 

Purdue employees are able to quickly edit or update personal information – including addresses – via SuccessFactors. Employees can quickly log into SuccessFactors through the OneCampus portal by clicking on the Employee Launchpad tile. From there, all employees have access to their employee record in SuccessFactors, which appears as "My Profile."

 

Select “Employee Launchpad” and log in using Purdue username and BoilerKey.

 

In addition to mailing addresses, the following items can be edited or updated through the Employee Profile:

·         Education

·         Home phone number

·         Emergency contact

·         Bank information

·         Tax information

 

Human Resources' “Self Service” web page offers a video that outlines how to make the above changes. Once the video starts, select Profile in the Table of Contents to learn how to edit information. The video walks through the profile but also demonstrates how to update bank and tax information. A Quick Reference Guide, which provides detailed information, such as how to edit addresses (Page 5) and other information is also available.

 

Importance of beneficiary designations

 

Another important aspect for Purdue employees to keep in mind are beneficiary designations. Purdue’s benefit options and Healthy Boiler Program are designed to provide coverage and resources for overall well-being. Designating beneficiaries is one way employees are able to extend that coverage and protect their loved ones.

 

Making sure affairs are in order and checking in from time to time is key when it comes to protecting loved ones. Ensuring that beneficiary information is up-to-date can help them when it matters most. Several Purdue benefit programs provide for beneficiaries in the event of death, so maintaining updated information is very important.

 

Actively choosing beneficiaries can help ensure that funds are appropriately distributed where you intend them to go, and you can make changes at any time. Once beneficiaries are established, it is recommended to review those designations each year to ensure that no changes are needed – or to make updates if they are needed.

 

Purdue benefit programs that allow for a beneficiary designation are:

·         Health savings account (HSA).

·         Life insurance (i.e., accidental death and dismemberment, term life).

·         Universal life.

·         Retirement

 

Retirement accounts (e.g., Fidelity, PERF, accounts with former retirement plan providers, such as TIAA).

To review and update beneficiaries for AD&D, term life and universal life insurance in Benefitfocus, employees may follow these instructions at any time throughout the year.

 

For all other plans, visit the Beneficiary Management web page for instructions.

 

For assistance with updating mailing addresses and / or beneficiary records, contact Human Resources at hr@purdue.edu or at 765-494-2222.
ApprovedNoneRegular News Article
 11/18/2021Buying
  

Purchase requests of $10,000 or greater for the West Lafayette campus that are submitted by 5 p.m. on Friday, Dec. 10 are guaranteed to be processed by close of business on Friday, Dec. 17. The University will be closed Dec. 23, 2021 through Jan. 2, 2022 for the holidays and winter recess.

 

Large requests submitted after Dec. 10 may not be completed until Jan. 3, 2022 or after due to the increased volume of requests and additional processing that will be required during that time.

 

The Purdue Fort Wayne and Purdue Northwest campuses should follow local purchasing department instructions and deadlines.

 

For assistance, please contact the Procurement Helpdesk at pshelpdesk@purdue.edu or (765) 494-7279.

ApprovedNoneRegular News Article
 11/18/2021Security
  

All faculty and staff on the West Lafayette campus will be required to use Microsoft MFA by the end of January 2022, but registration is open now so that employees may register at a time that is convenient for them.

To register, fill out the form found here. Employees will then receive an email with instructions for setting up MFA and will have 14 days to complete the setup before an authentication service will be required to access mail and other 365 services. For most users, the setup process takes less than five minutes.

More about Microsoft MFA:

·         Protects users by requiring a second form of authentication, in addition to their career account password.

·         Reduces phishing attacks appearing in your inbox.

·         In 2021, the West Lafayette campus has experienced more than 4,200 compromised accounts, more than double the number in 2019.

·         Most of the compromised accounts started with someone clicking a link in a phishing email.

·         MFA will be required when signing into Office 365 applications (including Outlook email).

·         Options include using text messages, audio phone call or the Microsoft Authenticator App.

To learn more about MFA, see the recent article from Purdue Today.

ApprovedNoneRegular News Article
 11/18/2021Finance
  
In anticipation of the upcoming 2021 tax season, all Purdue employees should review and update (if necessary) their mailing address, bank information, and tax withholding selections in SuccessFactors (accessed through the OneCampus Portal).
 
SuccessFactors is a flexible and secure paperless portal for current employees to make changes to their vital personal information on file with the University. Tax and banking changes made after Dec. 16 will be effective for 2022 pay. Address changes for all 2021 tax forms must be made by 5 p.m. on Jan. 4, 2022. Exception: International employees will continue to submit their tax documents via the Glacier software and printed documents sent to the Payroll and Tax Services department.
 
Online W-2 access reminder: Employees are strongly encouraged to register for online W-2 access at ADP;  instructions are located in the employee's SuccessFactors profile. By registering, an employee is 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 (by a week) 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
 11/17/2021Finance
  

Accounts Payable is experiencing a high volume of vendor requests at this time. The standard turnaround time of 10 business days might be exceeded on some requests as the team catches up. 

 

Patience is appreciated while Accounts Payable works diligently to complete all of the requests.

 

For requests that become critical, please email the vendor data team directly at vendordata@purdue.edu.
ApprovedNoneBreaking News Article
 11/16/2021Finance
  
As part of the ongoing process to develop and implement improvements to the rate/recharge process, a new Rate/Recharge Intake Form has been released. The intent of the new form is to gather high-level information regarding the rate request so that the request can be reviewed by the Senior DFA and Income Producing Committee prior to any work on the request beginning. The form should be used by departmental business offices to request new or revised rates for recharge centers and other income producing activities.

Additional information is requested on the new form to assist the Senior DFA and the Income Producing Committee in considering which requests will be further developed. The additional information requested includes an estimate of income to be generated with the new or revised rates. This estimate does not need to reflect an actual rate calculation, but rather is a rough estimate to help Senior DFA and the Income Producing Committee understand the volume of the activity.

When the departmental business office submits the form, it must be routed to the Senior DFA responsible for the rate. The department business office should review any requests with their DFA prior to submitting the form so that the DFA will be prepared before the Senior DFA reviews the request. If the Senior DFA approves the request, the form will be routed to the Assistant Comptroller for Managerial Accounting to consider, in consultation with the Income Producing Committee. The form must be fully approved before the Costing Team will be able to work with the department to develop the rate calculation and accompanying forms to submit the formal rate request.

While it is not reflected as an additional question on the new Rate/Recharge Intake Form, departmental business offices are expected to gather benchmarking data for any new or revised rate requests as part of the formal rate request submission in the future.

The new Rate/Recharge Intake Form is available online.

ApprovedNoneRegular News Article
 11/12/2021General Info
  

As of today, response to the post-open enrollment survey is lower than expected. Human Resources – Benefits is reminding employees and encouraging their participation in this brief, two-part survey. Responses are requested by Monday, November 15.

As a reminder, for the sixth year in a row, Human Resources-Benefits is seeking employee input and feedback about the recent benefits open enrollment as well as overall health and wellness offerings at the University. Employees (excluding graduate staff) at West Lafayette, Northwest (Hammond and Westville) and Fort Wayne who are benefits-eligible and did not take the survey following completion of their benefits open enrollment are encouraged to participate.

Each year, the benefits department, stakeholder groups and LHD Benefits Advisors analyze employee perspective via the survey results and then use that data and information as part of the building blocks for future benefits packages and wellness offerings.

“Based on our understanding of annual survey data, our overall wellness planning continues to address and works to meet the needs of our diverse population,” said Candace Shaffer, senior director of benefits in Human Resources. “These surveys play an important role in how we communicate and what we do moving forward related to programming, services and more. Participating in this survey is the best way for our Purdue community members to share their opinions, experiences and suggestions that help move us forward, and we hope to see a high level of engagement from the Purdue community again this year.”

Today, the University offers many no-cost wellness programs through its Center for Healthy Living on the West Lafayette campus, as well as the Healthy Boiler Program.

“Survey results tell the story of how and what impacts Purdue employees when it comes to their benefits and overall well-being and provide the foundation from which we build future programming and offerings around the five pillars of the Healthy Boiler Program – behavioral health, financial wellness, physical health, social wellness and work-life integration.”  

Purdue remains dedicated to ensuring convenient access to healthcare and wellness opportunities. The survey results provide helpful information to help do so.

Questions

Questions can be directed to Human Resources at 765-494-2222, toll-free at 877-725-0222 or via email at hr@purdue.edu.

ApprovedNoneBusiness Update Article
 11/11/2021General 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 Spring 2022 semester to the Bursar Office. Lists 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 and removing any grad staff that did not accept or fill their position. 

 

This form must 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
 11/11/2021Training
  

Business office employees and support staff who use Concur Travel and Expense are encouraged to attend one of the upcoming virtual sessions for Concur Business Office and Support Staff Training (TRVLC 250). This course acts as an introduction to the electronic travel and expense system and includes arranging travel, creating and reviewing travel requests, and creating and reviewing expense reports in Concur.

Each course consists of two sessions, each an hour and a half long. Attendance at both sessions is required.

The sessions are scheduled at the following dates and times:

·       Nov. 16 and Nov. 17: 10 – 11:30 a.m.

·       Dec. 15 and Dec. 16: 1 – 2:30 p.m.

 

Use this link to register within the Learning module of SuccessFactors. All training sessions will be held via Microsoft Teams.

As a reminder, travel guidelines remain in effect for faculty, staff and students who are traveling for work or in connection with a course or student activity. More information about these guidelines can be found on the Protect Purdue website.

Additionally, Purdue Travel started centralizing the creation of expense reports through their department in phases. Departments should continue creating expense reports via Concur until their phase is implemented.

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

ApprovedNoneRegular News Article
 11/11/2021General Info
  

The University will be closed Dec. 23, 24, 30, 31, and Jan. 1, which are University holidays, as well as Dec. 27, 28 and 29, which is the 2021 winter recess. For more information on the winter recess, see the 2021 Winter Recess FAQs.

 

Pay practices for the 2021 winter recess are also available.

 

Any staff who have previously scheduled leaves on the winter recess days will need to review the 2021 Winter Recess FAQs document. If none of the situations apply, then the request will need to be canceled by the employee.

 

Questions should be directed to compensation@purdue.edu.

ApprovedNoneRegular News Article
 11/9/2021General Info
  

Open enrollment for 2022 benefits ends today (November 9) at 6 p.m. ET. To enroll, employees should log into Benefitfocus through the OneCampus portal (select the “Benefits Open Enrollment for Faculty & Staff” banner) using their Purdue career account username and BoilerKey or via the Benefitplace mobile app.

Current benefits will roll forward into 2022, unless employees log into Benefitfocus and make new selections. Those who wish to have an HSA, HRA or FSA must log into Benefitfocus and elect them for 2022.

 

Note: The Tobacco Survey and Working Spouse Certification must be completed as answers could impact premiums. Employees who do not complete the Tobacco Survey and Working Spouse Certification each year during enrollment will be charged the tobacco-user additional premium (for both employee and spouse, if covered) and the working spouse premium (for spouse, if covered) the next plan year.

 

Additionally, employees are encouraged to double check which dependents they are covering on each benefit. Employees must select the green bubble (with dependent’s name) for each benefit they would like their dependent to have coverage. Once enrollment is complete, employees should review the summary to ensure their dependents are listed and have benefits coverage as intended.

 

More information

Information regarding open enrollment for 2022, including helpful resources, videos, enrollment guides and more, is available via the dedicated open enrollment website.

Questions

Questions can be directed to Human Resources via the following:

Email:

·         HR Help – Secure path email

·         hr@purdue.edu – General email

Phone:

·         765-494-2222 – West Lafayette

·         260-481-6684 – Fort Wayne

·         219-989-2251 – Hammond / Westville (Northwest)

ApprovedNoneBusiness Update Article
 11/8/2021General Info
  

Open enrollment for 2022 benefits ends tomorrow (November 9) at 6 p.m. ET. To enroll, employees should log into Benefitfocus through the OneCampus portal (select the “Benefits Open Enrollment for Faculty & Staff” banner) using their Purdue career account username and BoilerKey or via the Benefitplace mobile app.

Current benefits will roll forward into 2022, unless employees log into Benefitfocus and make new selections. Those who wish to have an HSA, HRA or FSA must log into Benefitfocus and elect them for 2022.

 

Note: The Tobacco Survey and Working Spouse Certification must be completed as answers could impact premiums. Employees who do not complete the Tobacco Survey and Working Spouse Certification each year during enrollment will be charged the tobacco-user additional premium (for both employee and spouse, if covered) and the working spouse premium (for spouse, if covered) the next plan year.

 

Additionally, employees are encouraged to double check which dependents they are covering on each benefit. Employees must select the green bubble (with dependent’s name) for each benefit they would like their dependent to have coverage. Once enrollment is complete, employees should review the summary to ensure their dependents are listed and have benefits coverage as intended.

 

More information

Information regarding open enrollment for 2022, including helpful resources, videos, enrollment guides and more, is available via the dedicated open enrollment website.

Questions

Questions can be directed to Human Resources via the following:

Email:

·         HR Help – Secure path email

·         hr@purdue.edu – General email

Phone:

·         765-494-2222 – West Lafayette

·         260-481-6684 – Fort Wayne

·         219-989-2251 – Hammond / Westville (Northwest)

ApprovedNoneBusiness Update Article
 11/2/2021Training
  

Employees who use Concur Travel and Expense are encouraged to attend one of the upcoming virtual sessions for Concur Traveler Training (TRVLC 200). This training will introduce travelers to initiating a travel request, booking travel and completing expense reports. Participants will complete provided exercises to ensure they can use the Concur Travel and Expense system.

The sessions are scheduled at the following dates and times:

·       Nov. 9: 10 – 11:30 a.m.

·       Dec. 9: 10 – 11:30 a.m.

 

Use this link to register within the Learning module of SuccessFactors. All training sessions will be held via Microsoft Teams.

Purdue Travel started centralizing the creation of expense reports through their department in phases. Departments should continue creating expense reports via Concur until their phase is implemented.

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

ApprovedNoneRegular News Article
 10/29/2021Finance
  
The original load of pay charges to BI for MO10 on October 26 resulted in a partial load. The missing documents were loaded today (October 29). Please report any issues to treasreporting@purdue.edu.
 
 
ApprovedNoneBusiness Update Article
 10/28/2021Training
  
Training will be offered for Unrelated Business Income Tax (UBIT) and will be delivered online via Teams.

The training covers relevant IRS regulations as it pertains to the Unrelated Business Income Tax. Participants will learn how the regulations are utilized to determine potential taxability of various revenue streams generated by University operations. The information is relevant for individuals with oversight and responsibility for revenue-generating activities within their respective departments.

The course will be offered on November 11 and again on December 7. Participants will register for this 60-minute training via the SuccessFactors Learning Management System. Course information and registration is available on the Class Details page.
ApprovedNoneRegular News Article
 10/26/2021General Info
  

Benefits open enrollment for 2022 begins today (Tuesday, Oct. 26) and ends at 6 p.m. ET on Tuesday, Nov. 9. All employees are strongly encouraged to review and actively enroll for 2022 benefits. Employees may sign on to Benefitfocus via the OneCampus portal (select the “Benefits Open Enrollment for Faculty & Staff” banner) using their Purdue career account username and BoilerKey or via the Benefitplace mobile app.

Except for health savings accounts (HSAs), health reimbursement accounts (HRAs) and flexible spending accounts (FSAs), current benefits will roll forward into 2022, unless employees log into Benefitfocus and make new selections. Those who wish to have an HSA, HRA or FSA must log into Benefitfocus and elect them for 2022.

Note: The Tobacco Survey and Working Spouse Certification must be completed as answers could impact premiums. Employees who do not complete the Tobacco Survey and Working Spouse Certification each year during enrollment will be charged the tobacco-user additional premium (for both employee and spouse, if covered) and the working spouse premium (for spouse, if covered) the next plan year.

Additionally, employees are encouraged to double check which dependents they are covering on each benefit. Employees must select the green bubble (with dependent’s name) for each benefit they would like their dependent to have coverage. Once enrollment is complete, employees should review the summary to ensure their dependents are listed and have benefits coverage as intended.

Enrollment resources

The dedicated open enrollment website contains a variety of information regarding open enrollment 2022, including an open enrollment guide, newsroom and more. The Resources page offers information on presentations and labs – by campus –  a recorded open enrollment presentation, videos, forms and guides and much more. 

Information will continue to be provided via Purdue Today, emails and the dedicated open enrollment website throughout the 2022 open enrollment timeframe.

Questions

Employees should direct questions to Human Resources – Benefits at their respective campus. Benefits’ staff members are committed to providing excellent customer service and resources – during open enrollment and all year – to help employees and their families best utilize these valuable programs. Please allow time for responses as customer service’s call volume increases significantly during open enrollment.

  • West Lafayette campus: Email hr@purdue.edu or via secure email at HR Help or call 765-494-2222 or toll-free at 877-725-0222.
  • Fort Wayne campus: Email hr@pfw.edu or call 260-481-6840.
  • PNW Westville and Hammond campuses: Email hr@pnw.edu or call 219-989-2251.
ApprovedNoneRegular News Article
 10/19/2021Security
  

Some Purdue University departments have been receiving scam calls from companies attempting to sell toner for copiers, printers and multi-function printers. These callers may ask for confirmation of the brand or model of the device(s) and the business address. This gives the caller enough information to deliver unwanted products and send an invoice.

 

Departments should not provide this information, as Purdue’s contracted suppliers do not make these types of calls. 

 

The correct procedures are listed below:

  • Toner for copiers, printers or multi-function printers covered under Purdue's maintenance contracts is included in the contracted (cost per page) pricing billed on a monthly or quarterly basis.
  • Toner for all non-contracted devices should be ordered through the Cannon IV catalog.

Questions, reports of scam calls or questionable product invoices should be directed to pshelpdesk@purdue.edu.

ApprovedNoneRegular News Article
 10/19/2021Finance
  

Over the last several months, the Accounting Services team has worked with individuals across the University to compile and review all leases. This exercise has been in preparation for the adoption of “GASB 87 Leases”, which includes significant changes to how these leases must be recorded.
 
This standard is effective for the fiscal year 2022 financial reporting period that began July 1, 2021. A SharePoint site has been established to assist with the tracking and maintenance of lease data in a single location. Going forward, certain individuals within each financial unit will have access to add new lease commitments to the SharePoint site.
 
Changes to existing leases will be initiated via a change form, which will be submitted through the SharePoint site and assigned to a member of the Accounting Services team for review and completion. Please see the Accounting Governance Manual: Finance Topics – Leases for additional information including specific instructions on how to add new leases and request changes to existing leases.

ApprovedNoneRegular News Article
 10/14/2021Reports
  
An ongoing project to convert Boiler Insight definitions and report documentation (metadata) from Cognos to Data Cookbook is nearing completion. The BICC will no longer support metadata. Effective immediately, Data Cookbook serves as the enterprise metadata source across functional areas. It is available to anyone with a Purdue career account. To access, please navigate to
https://purdue.datacookbook.com/ or use an Internet browser to search “Purdue Data Cookbook”.


A cross-functional project team comprising Administrative Operations, BICC, Finance, Human Resources, Sponsored Programs, IDA+A and two academic data managers collaborated to convert both field definitions and standard content (reports). 

Human Resources data is near completion and is available to be viewed in Data Cookbook. Finance, Sponsored Program Research, and Administrative Operations metadata conversion is ongoing and can be viewed in Data Cookbook. However, please note it is not yet complete.

Please continue to check for additional metadata content over the next several months. Another communication will occur after final validation of all Boiler Insight metadata is completed.

Please direct questions to the appropriate functional area as listed below:  

ApprovedNoneRegular News Article
 10/14/2021Finance
  
 

The Summer 2021-22 semester effort reporting process is to be completed by Oct. 20, 2021 for certification of summer PARs.

Personnel Activity Reports (PARs) are processed electronically via the SEEMLESS application.  The application can be accessed through the OneCampus Portal and then searching for SEEMLESS. 

Important reminders:

  • Have the supervisor/PIs certify their subordinates' PARs first, then their own effort. Otherwise, a different supervisor must be assigned to approve. If the supervisor/PI is unavailable, the PAR may be delegated to a person with direct knowledge of the work to be certified. Ensure this individual has effort approval access.
  • PIs/supervisors certify PARs for graduate students, research staff, undergraduate students and other hourly employees who worked on sponsored program funds or federal appropriated funds.
  • If the employee is paid on a sponsored project or federal appropriate in any department on any PERNR during the reporting period, all PERNRs and accounts that the employee worked on during the period must be certified. This includes appointments in other departments that are completely general funded.

The Managerial Accounting website has an online training module.

For assistance with certifying PARs, first contact the business office. For additional help, email effort@purdue.edu.

 

ApprovedNoneRegular News Article
 10/14/2021Training
  

Business office employees and support staff who use Concur Travel and Expense are encouraged to attend one of the upcoming virtual sessions for Concur Business Office and Support Staff Training (TRVLC 250). This course acts as an introduction to the electronic travel and expense system and includes arranging travel, creating and reviewing travel requests, and creating and reviewing expense reports in Concur.

Each course consists of two sessions, each an hour and a half long. Attendance at both sessions is required.

The sessions are scheduled at the following dates and times:

·       Oct. 20 and 21: 1-2:30 p.m.

·       Nov. 16 and 17: 10-11:30 a.m.

·       Dec. 15 and 16: 1-2:30 p.m.

 

Online registration is available within the Learning module of SuccessFactors. All training sessions will be held via Microsoft Teams.

As a reminder, travel guidelines remain in effect for faculty, staff and students who are traveling for work or in connection with a course or student activity. More information about these guidelines can be found on the Protect Purdue website.

Additionally, Purdue Travel started centralizing the creation of expense reports through their department in phases. Departments should continue creating expense reports via Concur until their phase is implemented.

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

ApprovedNoneRegular News Article
 10/12/2021Buying
  

The Ariba catalog system outage has been resolved. All processes are available again with normal functionality.

 

Contact Procurement Services at pshelpdesk@purdue.edu if you experience any issues using Ariba.
ApprovedNoneBreaking News Article
 10/11/2021Buying
  

The Ariba catalog system is currently experiencing an outage. The vendor is working to resolve the issue.

 

Please avoid using Ariba for the time being. Procurement Services will issue another communication once the issue has been resolved.

 

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

ApprovedNoneBreaking News Article
 9/30/2021Finance
  

Contracts entered into Ariba will automatically flow to the appropriate fiscal approver(s) beginning October 1.

Currently, a member of the West Lafayette Procurement Services team or a designee has to manually enter fiscal approvers into Ariba. Beginning Oct. 1, the fiscal flow will be automated based on the account that has been entered. Automating this step will help streamline the process and eliminate errors in the system.

When the contract is sent to the appropriate fiscal approver(s), the system will use the following skip-approval rules:

 

Fiscal Level

Contract Spend Range

Fiscal Approval Level(s) Required

Level 1

$1,000.01 - $5,000

1

Level 2

$5,000.01 - $25,000

2

Level 3

$25,000.01 - $100,000

3

Level 4

$100,000.01 - $500,000

3-4

Level 5

$500,000.01 - $1,000,000

3-5

Level 6

$1,000,000.01 and above

3-6

 

Starting with Level 3, Directors of Financial Affairs will be included in the approval process. With this enhancement, all contracts that are $100,000 or more will ensure proper fiscal oversight. 

 

There are no changes in the approval process for fiscal approvers within Ariba. Fiscal approvers should review a Quick Reference Guide on how to approve contracts within Ariba. 

 

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

ApprovedNoneRegular News Article
 9/23/2021Reports
  

The Additional Pay report is available in Cognos for business offices to utilize.  

The report details various Wage Type Categories of pay for an individual and can be utilized to match the entries in ECP Infotype 0015 (Summer Pay) and SEEMLESS.

The report can be used for any type of additional payment; however, it is especially beneficial to the business offices when reconciling their Summer payroll (ADD PAY) to SEEMLESS.   

If any discrepancies are found, please email summerpay@purdue.edu.

ApprovedNoneRegular News Article
 9/21/2021Finance
  

Accounts Receivable has implemented a Service Level Agreement (SLA) that will allow a department to change the contact information on the FI-AR invoice and past due/dunning statement from the central office standard header (name, address, contact phone number and email contact) to the department’s header information.

 

The agreement defines the roles, expectations and responsibilities for the Department, Accounts Receivable and the University Collections Office for a department, once approved, to change the contact information on the FI-AR invoice and past due/dunning statement from the central office standard header to the department’s header.  he SLA will provide the department the ability to bill, actively monitor and more closely manage their accounts receivable. The SLA was developed to adhere to the University Credit and Collections Policy, while allowing the department greater autonomy in managing their accounts receivable, as well as enhancing customer service. 

 

To obtain more information about the Service Level Agreement, please contact Edie Doland at emdoland@purdue.edu for further information.

 

ApprovedNoneRegular News Article
 9/16/2021Finance
  
The University Credit and Collections Operating Procedure establishes minimum standards and expectations to manage university accounts receivable. 

 

The Statement of Comptroller Requirements, along with the entire Credit and Collection Operating Procedure, is available online.

 

One of the primary requirements of the policy is that all university external billings and receivables be recorded to the general ledger. To ensure that all accounts receivable are properly accounted for in the university’s financial records, all external billings and receivables should be entered and recorded using an approved university billing system or an approved stand-alone system that interfaces to the SAP general Ledger. The approved university billing systems include Banner, FI-AR, SPS Grants Management, and ECSI student loans.

 

Departments and areas that currently use or plan to use a third party, stand-alone billing system or spreadsheet process and not an approved university system, will need to request an exception to policy.  An exception will ensure that processes and interfaces are in place to properly manage and record the stand-alone accounts receivable in the university’s general ledger. 

 

To request an exception, the department should refer to the business process and questionnaire on Departmental Stand-alone and Feeder A/R Systems.

 

The completed request should be sent to the Accounts Receivable Office located in Schleman Hall, Room 344.

 

 

ApprovedNoneRegular News Article
 9/16/2021Finance
  

                 

Accounts Payable is experiencing a high volume of vendor requests at this time. The standard turnaround time of 10 business days might be exceeded on some requests while the team catches up.

 

Patience is appreciated while Accounts Payable works diligently to complete all of the requests.

 

For requests that become critical, please email the vendor data team directly at vendordata@purdue.edu.

ApprovedNoneBreaking News Article
 9/15/2021Finance
  
The Summer 2021-22 semester effort reporting process is now available for certification. The SEEMLESS application can now be accessed to review and approve Summer 2021-22 Personnel Activity Reports (PARs), which are processed electronically. The application can be accessed through the OneCampus Portal and then searching for SEEMLESS. 

As a reminder in certifying PARs, it is very important to have the faculty member and/or business office follow the following steps: 

  • Sign into SEEMLESS, retrieve the PAR, click on faculty overview, then click on refresh my info to update SEEMLESS with current information

Important notes

·        Summer PARs were loaded after the BW 18 and MO 8 payroll runs. The Summer PARs will reflect information as of those payroll runs. Any changes made to IT0027 past this load date and payroll runs will not be reflected in the Summer 2021-22 PARs within SEEMLESS. Please refer to the PAR Periods Effort Reporting on the Managerial Accounting website for Pay Periods included within Summer 2021-22 PARs for each employee type.

·       Please remember that the supervisor needs to certify their subordinates first, then their own PAR in this sequence. Otherwise, the PAR will need another approver assigned.  

Training resources, including the Summer 2021-22 Effort Reporting Training PowerPoint and a recording of the training, can be found on the Managerial Accounting website under Training Tools – Business Office.   

As a reminder, the Introduction to Certification of Effort (previously BPARS 100) is an online course which is a prerequisite for certifying Effort in SEEMLESS.  For those who have not completed the Introduction to Certification of Effort (Course 16005), the course is available via SuccessFactors Learning.

For assistance with certifying PARs, first contact the business office; if they are unable to assist, then email effort@purdue.edu for additional assistance.  

Summer 2021-22 PARs are due to be completed no later than October 20, 2021

ApprovedNoneBusiness Update Article
 9/14/2021Training
  

Training will be offered for Cognos HR Standard Reports with a concentration on the Leave Request and Time Details reports. The training will be delivered online via Teams.

The training is designed for individuals in business offices, payroll centers, and human resources that utilize Cognos Employee Data in operations. The training will demonstrate how to run two reports and review various use applications. 

Participants will register for this 60-minute training via the SuccessFactors Learning Management System. Course information and registration is available on the Class Details page.

ApprovedNoneRegular News Article
 9/14/2021Finance
  

There is a new FIAR-Accounts Receivable Cognos report to search for existing FIAR-Accounts Receivable business partner (BP)/customer master data records required for external billings. The report defaults are set to exclude Sponsored Program Services and FI-Vendor master data record(s) from results. 

 

This should alleviate the confusion encountered when trying to determine the customer record to use for FIAR-Accounts Receivable external billings. Cognos is refreshed nightly; therefore, the report only contains data as of the previous day. SAP T-code BP-Maintain Business Partner is available to search for all current FIAR customer master data records.

 

The Cognos report is under Team Content > Standard Content > Accounts Receivable (FIAR) > FIAR Customer Name/Number lookup. The report is set to search by customer number and/or by customer name. When searching by name, be sure to select the appropriate Option from the dropdown list prior to searching for the customer record. Note: there can only be one electronic billing address per BP/Customer master data record. Should multiple e-bill addresses be required for a customer, multiple customer numbers will need to be established.

 

Should you need to request a new FIAR BP/customer master data record/customer number, be sure to obtain the following information required to complete the SAP Master Data Request (BP) request form.

 

  • Name: Legal name for the business/organization and/or person
  • Contact information: Address, telephone/mobile/fax number and contact email address. Must have a telephone number and/or email address to establish a new master data record.
  • Electronic billing: Email address used for sending FIAR PDF invoices electronically
    • Generally, business/companies have an electronic billing address for business/organization invoice submittion.
    • Note: Only one electronic billing address per BP/customer master data record. The electronic billing address cannot be a web address. For a web address, contact Accounts Receivable at ar@purdue.edu for assistance prior to submitting a new or change request form. The request form will reject when a web address is used.

For assistance completing the SAP Master Data Request (BP) request form, access the FIAR frequently asked questions, then scroll down and select How do I request setup of a BP Master Data record for FI-AR External Customer.

 

For questions, please contact Edie Doland or Accounts Receivable.

ApprovedNoneRegular News Article
 9/14/2021Finance
  

The process of developing and implementing improvements in processing is still underway. Therefore, there is still currently a hold on new rates through November 1, 2021.

Previous requests that have been submitted will continue to be reviewed.   

ApprovedNoneRegular News Article
 9/14/2021Finance
  

The latest Overpayments dashboard is now available and can be accessed via the SuccessFactors Training SharePoint site (in the Payroll tab, under Overpayments). It is listed with the Quick Reference Guides (QRGs).

 

The current Overpayments dashboard is through biweekly (BW) pay period 18. The root cause breakdown for pay periods 17/18:

 

37%: Late terminations

44%: Time and Leaves entry

 

All supervisors are asked to either register to attend via Teams or view the online Overpayments Impacting the University and your Department presentation.

·        Register to attend the session facilitated by Matt Clawson, Director of Financial Affairs, College of Agriculture on Teams. This session allows for questions and answers at the end of the session.

o   After attending the presentation, supervisors are encouraged to review the online self-paced training, Timekeeping, Time Off Requests and Employee Pay Change Responsibilities for Supervisors. This training module goes more in-depth on how a supervisor can help avoid overpayments. Start the online course.

·         Register to view the pre-recorded session. This will allow you to view the presentation anytime.

o   It also includes the Timekeeping and Employee Pay Changes for Supervisors online, self-paced training.

All courses are registered or presented through SuccessFactors Learning (Learning Management System (LMS). Learn more about SuccessFactors Learning.

ApprovedNoneRegular News Article
 9/7/2021Training
  

Training is available for individuals who assist with faculty recruitment. The training sessions are designed for those individuals that assist with the faculty recruitment process and are open to newcomers, as well as anyone looking to refresh their knowledge of the process.

Training will be held via Teams. Participants will register via the SuccessFactors Learning Management System, with a maximum of 20 participants for the class. To learn more details about the course and register, please follow the link provided.

ApprovedNoneRegular News Article
 9/7/2021Training
  

Employees who use Concur Travel and Expense are encouraged to attend one of the upcoming virtual sessions for Concur Traveler Training (TRVLC 200). This training will introduce travelers to initiating a travel request, booking travel and completing expense reports. Participants will complete provided exercises to ensure they can use the Concur Travel and Expense system.

The sessions are scheduled at the following dates and times:

·         Sept. 16: 10-11:30 a.m.

·         Sept. 21: 10-11:30 a.m.

·         Sept. 28: 10-11:30 a.m.

·         Oct. 12: 10-11:30 a.m.

·         Oct. 21: 10-11:30 a.m.

 

Use this link to register within the Learning module of SuccessFactors. All training sessions will be held via Microsoft Teams.

Purdue Travel is centralizing the creation of expense reports through their department in phases that began August. Departments who have not yet transitioned to this new process should continue creating expense reports via Concur in the meantime.

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


ApprovedPurdue TodayRegular News Article
 9/7/2021Travel
  

The West Lafayette Purdue Travel department has updated documentation requirements in an effort to streamline processes based on feedback from University travelers.

Effective immediately, a cost comparison will no longer need to be submitted for faculty or staff expense reimbursement if travel arrangements are booked through a third-party.

All faculty and staff are encouraged to book business travel arrangements through Concur or Anthony Travel, which are the University’s preferred methods. Booking through Concur or Anthony Travel provides a number of benefits to the traveler and University. Employees should follow all travel regulations when booking business travel.

Questions may be directed to Purdue Travel at purduetravel@purdue.edu or 765-494-7354.

ApprovedNoneRegular News Article
 9/2/2021Finance
  

Registration is now available for the Monthly Review of Transactions without Prior Fiscal Approval Showcase.  

This showcase will highlight the steps to complete the monthly review, which will focus on federal sponsored program funds and federal appropriated funds.

This review will focus on auditing a sample of transactions that are less than or equal to $1,000 where fiscal approval was not obtained prior to the transaction via workflow.  Business office staff with the fiscal approval role should attend, especially those who manage sponsored program funds or federal appropriated funds. 

This showcase will utilize a standard report in Cognos and provide a demonstration for how to access, run, and use the report to complete the monthly review.

This showcase will highlight the expectations, roles and responsibilities associated with this new monthly review being rolled out for FY22. 

Participants should register for the Showcase through the link below in SuccessFactors. 

Monthly Review of Transactions without Prior Fiscal Approval Showcase - Course 42002

Additionally, there will be two optional virtual drop-in help sessions scheduled for September.  These virtual help sessions are available for staff to ask questions.  There will be no agenda for these sessions, except open Q&A.  Subject Matter Experts from Business Management & SPS will be available during these sessions. 

Use the below links to attend one of the optional virtual drop-in help sessions in Teams:

Prior to attending a help session, participants should review all training content.

 

ApprovedNoneRegular News Article
 9/1/2021Training
  
PAR training for Summer 2021-2022 is now available and consists of two elements. The online training module, BPARS 100—Introduction to Certification of Effort is a required prerequisite to attending the virtual training and is required every semester for any business office employee that will be handling PARs. There will also be a virtual instructor-led training opportunity.
 

Online training module:

  • The online module defines terminology and regulations that outline the Personnel Activity process. The Effort Reporting Policy is defined and the escalation process explained.
  • Registration for BPARS100 – Introduction to Certification of Effort is available in Success Factors learning.

Instructor-led virtual training:

  • The virtual course will cover the PAR process flow, reviewing and editing PARs, faculty and supervisor steps and paper PARs.
  • The virtual course will offer a demonstration of the SEEMLESS software tool including how to view and edit PARs, assign delegates and workflow.
  • The virtual course will also provide an opportunity for questions and answers regarding SEEMLESS and Effort Reporting.
  • Register online to ensure a seat in the virtual course. Upon registration, attendees will receive a confirmation along with details on how to access the session.

Sessions will be held at the following times: 

         Friday, Sept. 10, 10 a.m.-noon

         Tuesday, Sept. 14, 2-4 p.m.     

Further questions can be directed to effort@purdue.edu

ApprovedNoneRegular News Article
 8/27/2021Training
  

The second set of FM101 Operating Funds Management Training series – Statement of Financial Activity – has been added in the LMS or Learning tile within SuccessFactors. Those that have previously completed the first set of FM101 modules can access the online training and scroll down to SET TWO – Statement of Financial Activity. Those new to the FM101 training series should consider starting with SET ONE – Fundamentals. Online registration for the training is available. The Statement of Financial Activity set contains three modules and will review the various report views, provide an overview of the BI/Cognos Financial Management Reports Landing Page and introduce the SFA-XL tool. The FM101 training series was introduced in early April via B@P News.

ApprovedNoneBusiness Update Article
 8/26/2021Training
  

Overpayment problems can have a financial impact on departments and are avoidable. Overpayments are often caused by non-approvals, late timesheets, unapproved time off requests or delayed communications concerning an employee’s change in pay or termination. Over the last year, the university saw a high number of overpayments. These can be prevented with additional oversight by employees and supervisors.

A new Overpayments Impacting the University and your Department presentation and Timekeeping, Time Off Requests and Employee Pay Change Responsibilities for Supervisors online, self-paced training are now available to help supervisors understand how overpayments occur and how they can easily be prevented.

All supervisors are asked to either register to attend via Teams or view the online Overpayments Impacting the University and your Department presentation.

·        Register to attend the session facilitated by Matt Clawson, Director of Financial Affairs, College of Agriculture on Teams. This session allows for questions and answers at the end of the session.

o   After attending the presentation, supervisors are encouraged to review the online self-paced training, Timekeeping, Time Off Requests and Employee Pay Change Responsibilities for Supervisors. This training module goes more in-depth on how a supervisor can help avoid overpayments. Start the online course.

·         Register to view the pre-recorded session. This will allow you to view the presentation anytime.

o   It also includes the Timekeeping and Employee Pay Changes for Supervisors online, self-paced training.

All courses are registered or presented through SuccessFactors Learning (Learning Management System (LMS)). Learn more about SuccessFactors Learning.

ApprovedNoneRegular News Article
 8/24/2021Travel
  

As recently announced, Purdue Travel will begin creating travel expense reports on behalf of travelers in the following West Lafayette administrative departments on August 30:

 

  • Administrative Operations
  • Finance
  • Office of Legal Counsel/Risk Management
  • Office of the Provost
  • President’s Office
  • Purdue Online
  • Senior Vice President and Assistant Treasurer/Sponsored Program Services
  • Student Life
  • Student organizations
  • Treasurer and Chief Financial Officer
  • Vice President for Human Resources
  • Vice President for Public Affairs/Marketing and Communications
  • Vice President of Ethics and Compliance
  • Vice President of Technology

 

This is the first of several phases that will be implemented before the end of the calendar year. The creation of travel expense reports will be centralized for West Lafayette academic areas, Purdue Northwest and Purdue Fort Wayne in subsequent phases. Additional information will be shared closer to each remaining implementation date.

 

Upon returning from business travel, all employees or their delegates will need to submit expenses for reimbursement using one of the following methods:

 

1.    Add business expense receipts to the receipt store in the Concur mobile app.

       If travel was booked through Concur, Purdue Travel will reach out to the traveler/delegate to initiate the expense report process.

 

2.    Attach business expense receipts in an email to purduetravel@purdue.edu.

       Travelers or their delegates must initiate this process on their own.

 

A number of virtual information sessions are scheduled to provide an overview of the process changes. Those who travel for business or complete travel functions on behalf of others are encouraged to attend one of the sessions. Log in using BoilerKey credentials and then select “Register Now.”

 

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

ApprovedNoneRegular News Article
 8/24/2021General Info
  

Until August 31, employees who were placed under quarantine qualify to virtually present their Form I-9 Section 2/3 documentation. This only applies to employees who are coming to work in the state of Indiana (non-remote), have a hire date prior to Sept. 1, 2021, and have been placed under quarantine for testing positive for COVID-19. The employee must still physically present their documentation immediately after leaving quarantine.

 

Information will be shared closer to August 31 if this exception has been extended. Please email HROnboardingTickets@purdue.edu with any questions.

ApprovedNoneRegular News Article
 8/24/2021Finance
  

After merit increases went into effect in June, there were some long-term effects on the system that Payroll, Benefits and HRIS continue to work through. Some of the benefit options are configured to take base pay into account, and when the pay changed on employees with these benefit elections, new records were inserted into these employees’ records dating back to Jan. 1, 2021. This was recognized by Benefits immediately, and they began cleaning up these records. The corrective action on these benefit records left more than 12,000 records still set to retro back to Jan. 1, 2021. This level of retroactivity would not even allow the payroll to process, so Payroll then went to work trying to find the records that had to legitimately retro. 

 

There is no foolproof way to find every record that did not process through the payroll schema in retro. First, this only affected employees who did not have correct master data when their payroll was processed in June. If the change was made for a July record, the system would have processed this as normal. Payroll believes that the records in question are any records that were changed between June 25 (the end of June monthly processing) and July 16 (when the last payroll correction program ran). Attached are two lists of monthly PERNRs that had changes made that Payroll does not believe went through the payroll schema in retro in July (or went far enough back in time).

For employees that are not on these lists, please email smit3924@purdue.edu so they can be researched and the records can be updated accordingly. Payroll is also aware that a few of the people on the list may not need to retro, as these were records for monthly that changed while Payroll was writing biweekly, but there is no easy way to differentiate by biweekly or monthly when sifting through all master data changes. Please contact Payroll with any questions.
ApprovedNoneRegular News Article
 8/23/2021Finance
  

Billing issues in iLab were detected on Thursday, August 19, requiring a pause in further billing file processing. Processing of billing files will resume this evening (August 23), but business departments are requested to not deactivate account strings (and in some cases reactivate strings modified in the last five days) so that the files can process without errors. An audit of core billing events will then be conducted on Tuesday, August 24 to make sure that all events have processed.

 

For assistance with billing events, please contact ilabhelp@purdue.edu

 

 

ApprovedNoneBreaking News Article
 8/23/2021Finance
  

Summer payroll runs this week, and all pre-payroll tasks need to be completed by 5 p.m. on August 25 for the MO 08 payroll run.

Summer Pay 2021 is accessed through the SEEMLESS application, utilizing the OneCampus Portal and then searching for SEEMLESS.   

As a reminder for those utilizing the ZHCM_Addpay report: it sometimes reports false duplicates. Therefore, business offices should check Summer Calendar entries in ECP PA0020, Info type IT0015 and wage type 1315.

Users who need assistance with Summer Pay should first contact the business office, and if they are unable to assist, then contact the below for additional assistance:

      SummerPay@purdue.edu for SEEMLESS Summer Calendar issues (Access, Refresh)        

      Paspec@purdue.edu for payroll changes (Base Pay changes, ECP and IT issues, Manual Summer Calculators)

ApprovedNoneBusiness Update Article
 8/19/2021General Info
  
For incoming Aliens Authorized to Work, Tentative Non-Confirmations (TNCs) from the Department of Homeland Security (DHS) may occur more often than usual. Higher frequency of Tentative Non-Confirmations is due to expected delay in submission of Purdue's SEVIS file to DHS.
 
Central I-9 Support recommends delaying processing of Tentative Non-Confirmations for Aliens Authorized to Work until September 7. However, employees who have a different citizenship status (such as U.S. Citizens or Permanent Residents) that receive Tentative Non-Confirmations should be processed as soon as possible.
 
Except for these stated fall hiring exceptions, all Tentative Non-Confirmations MUST be processed and are required to be completed within 10 days of the TNC notification from the I-9, with the employee being either physically or virtually present (WebEx, Teams, etc.). The process is detailed in the Tentative Non-Confirmation QRG.
ApprovedNoneRegular News Article
 8/17/2021Travel
  

In alignment with Purdue University’s dedication to improving operational effectiveness and increasing efficiencies, travel expense reports – including business-related mileage reimbursement – will be centralized through the West Lafayette campus Purdue Travel department. This transition will occur in phases, beginning August 30 and ending Dec. 1, 2021.

   

The first phase, effective August 30, will include the following West Lafayette administrative departments:

  • Administrative Operations
  • Finance
  • Human Resources
  • Office of Legal Counsel/Risk Management
  • Office of the Provost
  • President’s Office
  • Purdue Online
  • Senior Vice President and Assistant Treasurer/Sponsored Program Services
  • Student Life
  • Student organizations
  • Treasurer and Chief Financial Officer
  • Vice President for Public Affairs/Marketing and Communications
  • Vice President of Ethics and Compliance
  • Vice President of Technology

The West Lafayette academic areas and Purdue Northwest and Purdue Fort Wayne campuses will be included in subsequent phases. Additional information will be shared closer to each implementation date.

 

Purdue Travel will provide all employees with a central, convenient way to submit travel receipts and business mileage, and then compile the travel expense report on the traveler’s behalf. With this change, there now will be a team dedicated to the creation of expense reports. Based on a pilot program that was previously completed, the centralization of travel expense reports is expected to significantly reduce the time to create an expense report and reimburse the traveler to just 4-7 days. By transitioning this work to dedicated Purdue Travel staff, employees will have more time to focus on their core responsibilities.

 

Upon returning from business travel, all employees or their delegates will need to submit expenses for reimbursement using one of the following methods:

 

  • Add business expense receipts to the receipt store in the Concur mobile app.
    • If travel was booked through Concur, Purdue Travel will reach out to the traveler/delegate to initiate the expense report process.
  • Attach business expense receipts in an email to purduetravel@purdue.edu.
    • Travelers or their delegates must initiate this process on their own.

 

For business mileage reimbursement to Purdue employees, including undergraduate and graduate student employees, either of the above processes may be used. The traveler will need to provide a copy of their mileage log or screenshots showing the distance of business mileage traveled (e.g. using Google Maps). The traveler must also provide the reason for travel in the comment box in Concur or in the email to purduetravel@purdue.edu.

 

Information sessions will be held throughout August and the coming months to accommodate the phased implementation approach. A list of all information sessions is available online; simply log in using BoilerKey and then select “Register Now.” Each session covers the same content and will take place virtually, providing an overview of the new travel expense submission process. Those who travel for business or complete travel functions on behalf of others are encouraged to attend one of the sessions.

 

The Purdue Travel website has been updated to reflect the changes to travel expense reports. In addition, a new Travel Expense Quick Reference Guide is being developed and will be made available online later this month. A recording of the informational presentation will be available on the Purdue Travel website after the initial sessions are complete for those who are unable to attend or wish to reference the materials at a later date.

 

Travelers should also be aware of a nu