CLA NOW -- December 5, 2007
Soft Commitment Transfers
Fiscal Administration is currently working on processing soft commitment transfers. We hope to have the majority complete by the end of the month. If you have questions, contact Stacy Bonn at 626-5039 or bonnx002@umn.edu
Faculty & Research
Appraisals of Probationary Faculty – Due 25 January 2008
Annual appraisals of probationary faculty are due in the Office of the Associate Dean for Faculty and Research no later than Friday, 25 January 2008. Information about these reviews may be found on the Appraisals of Probationary Faculty page of the Faculty and Research website, along with links to the governing documents and forms.
CLA Data Requests
With the recent staff changes in CLA Institutional Research, we have established a new email address to ensure continued service to all department who have data needs from CLA IR. Please submit all data requests via the following email address: cladatarequest@lists.umn.edu. Please provide as much detail as possible in the request including date needed, date needed, purpose of request (external survey, accreditation, etc.) and contact name for questions. We appreciate your patience during this transitional period.
CLA Instructional Awards
Nominations for the 2007-08 Award for Outstanding Contributions to Postbaccalaureate, Graduate, and Professional Education and the Horace T. Morse – University of Minnesota Alumni Association Award.
The deadline for submission of candidates’ dossiers to the CLA Instructional Awards Committee is 4:00 p.m., Friday, December 14, 2007. One original dossier should be delivered to 113 Johnston Hall. The College will make the additional copies.
After review by the CLA Instructional Awards Committee the committee chair will forward dossiers of the most outstanding nominees to the University selection committee.
Award information and dossier guidelines can be found on-line at http://www.irr.umn.edu/evpp/morseaward08/ for the Horace T. Morse and http://www.irr.umn.edu/evpp/gradprofaward08/ for the Outstanding Contributions to Postbaccalaureate, Graduate, and Professional Education.
Please contact Barbara Schwab at schwa133@umn.edu or 612-625-7994 if you have questions about the guidelines or the preparation of the dossiers.
Nominations for the 2007-08 John Tate Advising Award
The deadline for submission of candidates’ dossiers to CLA is 4:00 p.m., Friday, December 14, 2007. One original dossier should be delivered to 113 Johnston Hall. The CLA Office for Undergraduate Programs will make the additional copies and forward dossiers of CLA nominees to the Tate Advising Award selection committee.
Guidelines, details of eligibility, and required forms can be found at http://academic.umn.edu/provost/awards/tate/index.html. Please contact Barbara Schwab at schwa133@umn.edu or 612-625-7994 if you have questions or need further information.
Payroll Information for AFSCME Salary Increases
Departments are RESPONSIBLE for calculating and entering all retroactive increases. Retro-pay must be calculated for the period July 1, 2007 through November 25, 2007, and must be entered in Pay Entry no later than December 12th. The Pay Entry window will open one day early on Thursday, December 6, in order to give departments time to complete the retro-pay entry.
Attached is a list of instructions for payroll preparers to follow in calculating the amount of retro pay to enter in Pay Entry. If you have questions please call Kathleen Post (624-0814) or Toni Ziegler (624-4153).
Reminders for Administrators and Payroll Contacts
Spring Semester 2008 appointment worksheets are due in the CLA Payroll Office in 209 Johnston Hall by 4:30 on Friday, December 28.
Overload: Effective spring 2008, all overload teaching must be approved by Associate Dean Arlene Teraoka. We will not be able to process appointment documents without this approval. The request form for overload teaching can be found on the CLA Fiscal Administration web site at: http://www2.cla.umn.edu/admin/fiscal/funding.html#ay. Attach this written approval to the worksheet sent to the CLA Payroll Office. Remember that overload pay will be capped at a flat rate of $1,535 per credit.
Payroll Reminders
--Include a POSITION NUMBER on the entry worksheets you sent to the CLA Payroll Office.
--Make sure you use the appropriate job code number for graduate students (9511 vs 9519 or 9515 vs 9517 or 9521 vs 9529, etc.)
--WORK STUDY: Please remember to ask under-graduate student employees if they have work study funds for Spring 2008. Check the Quick-Hire forms that are returned to your department from the Job Center to determine if the students you are hiring have been awarded work study. Also, check the report in Management Reports entitled "Employed Students with Unused Work Study Awards" to see if you have any current students listed on this report. If your student employees are receiving work study funding, fill in the Work Study section on the entry worksheet.
--9561 & 9562 APPOINTMENTS: If your department pays Graduate Insurance for grad Students in the 9561 & 9562 job codes, check the Grad/Prof box in the Employee Class section of the worksheet. If your department does NOT pay the Graduate Insurance, check the Student Insurance Eligible Box (NOT the Grad/Prof Box) in the Employee Class section of the worksheet.
--Required documentation for NEW CLA HIRES can be found on the CLA Fiscal Administration website at http://www2.cla.umn.edu/admin/fiscal/payroll.html
--Remember to include an end row dated 5/26/08 for all "B" term employees.
REMEMBER: Auditing the People Soft appointments we enter for your department is a crucial part of the payroll auditing process. It is the final step in making sure your employees receive the correct pay on the correct pay day.
EFS Conversion information (from Training Services)
At the Chart of Accounts (EFS) training class, you might have been told that all transaction detail would be converted to the new financial system. That decision has changed and we want to make sure you are aware of the conversion strategy. In the current financial system, transaction information for sponsored and nonsponsored accounts resides in the General Ledger. With the new financial system, sponsored data also will be located in the PeopleSoft Projects module.
For sponsored accounts, inception-to-date transactions will be converted from the CUFS General Ledger to the Projects module for any activity associated with an active award/contract (contracts that have an end date after June 30, 2008 or have not been fully closed out). Summary balances for all sponsored accounts will be converted into the PeopleSoft General Ledger as of FY08.
For nonsponsored accounts, summary balances only will be converted into the PeopleSoft General Ledger as of FY08. Post go-live, two years of detailed transactional information can be viewed in the financial data warehouse.
EFS Service Teams Q & A
The following is the eleventh in a series of Q & A’s that the CLA Project Team will address as part of its regular communications concerning the Enterprise Financial System through CLA NOW.
1) Would it be possible to get a system walkthrough of certain modules?
There are no walkthroughs available of individual modules. However, if you did not have a chance to attend the sneak peek sessions, they are available online at the EFS website. You may view sneak peeks on the following topics: Chart of Accounts and Budgets, Expenses, Grants, Imaging, Org Design, Reporting, Requisitions and Receiving, Training and Competencies, and Workflows and Approvals.
2) How are adjustments to transactions going to be made in the future?
This will need to be a communication between departments and service teams. It is possible that a form may be developed that would capture all the information required to complete the adjustment.
3) Currently our department gathers packing lists or verifies receipt of goods with the purchaser to prove receipt of purchased items. How will departments accomplish this task in the future since receipt must be entered into Peoplesoft?
Departments will need to choose the method that they are most comfortable with to accomplish this task. There are a few options currently available for departments: 1) change how goods are shipped from several locations to one central location and designate one departmental person to receipt the good physically and in the system, 2) assign responsibility to department purchasers for receipt of ordered goods, 3) assign responsibility for entry of the receipt into Peoplesoft to one person in the department who will be responsible to for verification of the receipt with individual purchasers by gathering signed packing slips or talking with each purchaser.
4) Will there be some flexibility in the future on approvals?
There will be post implementation evaluation of these decisions. We will address changes that need to be made at that time.
For future questions please send an email to claefs@umn.edu. The questions that you submit will be reviewed by a team member and a response will be sent.
If you missed the sneek peeks, they are available on the EFS website for you to view at your convenience. The website also contains a large amount of information about the EFS project. http://www.finsys.umn.edu/
Mark Your Calendar
Dec. 5
- Academic Hiring (Faculty and P&A) Open Forum, 9:00 a.m., 202 Johnston Hall
Dec. 12
- Deadline for pay entry for AFSCME salary increases
Dec. 13
- CLA Financial/HR Meeting, 8:30 a.m., 20 Shevlin Hall (basement)
Dec. 28
- Spring Semester 2008 appointment worksheets due to CLA Payroll Office in 209 Johnston Hall by 4:30 p.m.
Jan. 28
- Appraisals of Probationary Faculty due to 212 Johnston Hall.
You can find past issues of CLA NOW at: http://www2.cla.umn.edu/admin/now_archive/default.html.
Submit items for CLA NOW to ludow006@umn.edu