Countdown to May 10: Will you be ready for the myUFL Financial Systems Upgrade?

All employees

• Don’t get caught off-guard when you log into the portal on May 10!  Watch the online “Look and Feel” Tutorial to learn how the entire myUFL system will be affected by the Financial Systems Upgrade. In particular, please note that the main menu will be changing from the current left-hand navigation to a drop-down format.
• Do you use “My Links” for easy access to certain navigation in myUFL?  Please note that “My Links” are NOT migrating to the upgraded system—even those links that have nothing to do with the financial systems. Now’s a great time to make note of the navigation paths you use regularly so you can find your way easily to those HR, payroll, and other locations on May 10. If you wish to prepare ahead of time, you may add these as “Favorites” in the myBeta test environment now—any “Favorites” established in myBeta will migrate on May 10.
  

Employees with financial duties requiring security roles

• Ensure your Department Security Administrator has requested the security roles you will need for the new systems by April 29.  Learn which roles are changing and which ones are not by reviewing the Role Reference List, then check out the Role Inventory to determine which new roles you will need and associated training.
• Complete any necessary training associated with your security roles by May 31. Although training is not required to request security roles, it is required for continued access to the financial systems and must be completed by the end of May. Complete your training by April 19 and you could win an iPod! Refer to the Training section of the Upgrade web site for more information, including upcoming Q&A sessions. 
• Try out the new system by practicing in myBeta—and qualify for another chance to win an iPod! Refer to the Roadmap to myBeta for more information. Please note that after April 22, myBeta access will be synchronized with requests made for access to the 9.1 upgraded system via the Access Request System. A separate request for access to myBeta will no longer be needed. 
• Review the sections of the Deployment Timeline that apply to your job functions. Several areas of the myUFL system will be affected during the week (or so) transition period leading up to the upgrade. The timeline will give you a better sense of how best to prepare for possible outages and changes to work schedules.
• Be sure to share with your colleagues how these changes may affect them. Plan ahead to save yourself and others from any surprises.
  

Department Security Administrators (DSAs)

• Complete BRG900 by May 31 in order to maintain your DSA role (or by April 19 for a chance to win an iPod).
• Ensure employees in your area for whom you are responsible have the roles they need to maintain access to the financial systems. Review the Role Inventory for a complete list of new roles unique to the upgraded system and check out the Role Reference List to see which roles are changing and which are not affected. Submit any necessary role requests by April 29 via the access request system (ARS).
• See the Security Toolkit for information guides, simulations, and additional resources.

Employees who use Enterprise Reporting and the Data Warehouse

• Please review the Reporting Update for details on how these aspects of the myUFL system will be affected and what you need to do to prepare. In some cases, new security roles will need to be requested and training may required.
• Refer to the Query Migration List to see those financial queries that are being moved to the upgraded system. If a financial query you need is not listed, a request may be sent to askgrady@ufl.edu.
• Still have questions? Consider attending one of the reporting hands-on help sessions.  Register via myUFL by navigating to My Self Service, Training and Development, Request Training Enrollment. Search for course codes PST913 or PST914.
  

For more information, please visit the Upgrade web site or e-mail askgrady@ufl.edu. Taken training and still find yourself with questions? Follow-up Q&A sessions are available for many of the required training courses. See the Training section of the Upgrade web site for details.

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Technical maintenance to be performed over April 15 weekend

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There’s still time to win an iPod!

• Yaravi Coreano-Beltran, College of Medicine
• Janice Sapp, College of Agriculture
• Ronda Breton, College of Dentistry
• Karen Hart, College of Journalism and Communication
• James Cobb, Division of Sponsored Research
• Dian Studstill, Warrington College of Business Administration

• Matthew Staehnke, Contracts & Grants
• Sarah Wright, College of Public Health and Health Professions
• Suzanne Scheraga, Cancer Center
• Dawn Riedy, Office of the Provost
• Aline O’Donnell, College of Liberal Arts & Sciences
• Lauren McCain, TREEO Center
  

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“Short Work Break” approaching for nine- and ten-month employees

Time reporting will be automatically inactivated for the Short Work Break period; however, departments are still encouraged to verify job data for employees affected to ensure that employees are not overpaid.

Questions? Please call Academic Personnel at (352) 392-2477.

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Employees must report 2010-2011 compensatory leave use by May 12

In keeping with past practice, departments are encouraged to require employees to use accrued compensatory leave prior to the cashout to minimize compensatory leave cashout payments. Supervisors may require the use of compensatory leave prior to approving the use of vacation.

As a reminder, compensatory leave is paid from the normal earnings account, not the Fringe Benefit Pool. Departments may choose to have compensatory leave cashouts taken from a different account than their normal distribution by updating the UF Payroll Distribution. Questions regarding distributions may be directed to University Payroll & Tax Services at (352) 392-1231.

May 12 is the deadline for all entries relating to use of, corrections, or adjustments to 2010-2011 overtime and special compensatory leave balances. This includes “swapping out” of overtime and special compensatory leave for prior use of vacation or other leaves or otherwise using these compensatory leaves retroactively. Additionally, please note the following:

• Compensatory leave that will be used by June 30 also must be entered into the system no later than 5 p.m. on May 12 or it will be cashed out automatically.
• NO special or overtime compensatory leave usage should be entered in the system after 5 p.m., Thursday, May 12, when the compensatory leave balances will be “pulled” to determine cashout amounts. The reason for this is that it would cause employees to be paid twice—once from the automatic cashout of hours and once from the usage entered after May 12—and also would cause negative compensatory leave balances.  If compensatory leave usage is entered incorrectly, it should be deleted.
• The Time & Labor entries must be entered and approved by the end of the April 29-May 12 pay period so they can be processed on the accrual for May 12. After that, it is too late and will cause the negative balance/paid twice situation.
• Time approvers should not approve any overtime or special compensatory leave entries for 2010-2011 that are entered into the system from May 13 forward.
• Overtime or special compensatory leave earned beginning with the May 13-26 pay period will carry over into the 2011-2012 fiscal year and will not automatically be cashed out this fiscal year.
• Beginning with the May 13-26 pay period, please contact Leave Administration before making any corrections in Time & Labor that will impact compensatory leave balances in prior pay periods.
• “Leave Accruals, Usage and Balances by Pay Period, Department” and the Leave Accruals, Usage, and Balances by Pay Period, Department – COMP ONLY” reports are available in Enterprise Reporting (Navigation - Enterprise Reporting > Human Resources Information > Benefits Information > Leave). You must have the security role of UF_ER_HRPR_BEN_LEAVE to access these reports.

An instruction guide, “Preparing for Fiscal Year Leave Issues,” is available on the Time and Labor myUFL Toolkit. Questions?  Please contact Leave Administration at (352) 392-2477 or central-leave@ufl.edu or call Payroll & Tax Services at (352) 392-1231.

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Summer jobs  appointment file available in May

Once departments have updated the summer job file and the file has been reviewed by Human Resource Services, Enterprise Systems will apply the information to job data in the myUFL system. In addition, a termination will be created for each employee’s summer job based on the term indicated by the department. Departments will need to complete the summer distributions for their employees once the summer jobs are entered into the myUFL system.

An instruction guide detailing the creation of the summer job file and the automation of the appointments into job data will be available on the Hiring and Additional Pay myUFL Toolkit.

Questions?  Call Academic Personnel at  (352) 392-2477.

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Enrollment for GatorGradCare underway for summer and 2011-12 academic year

Students who meet the GatorGradCare eligibility requirements in order to enroll in summer-only coverage must log on to www.gatorgradcare.com to complete the enrollment process. The GatorGradCare eligibility requirements, brochure, and other related information about summer-only coverage can be found on the GatorGradCare section of HRS’s web site.  

Graduate students who meet the eligibility requirements for GatorGradCare may also enroll in GatorGradCare plans for the 2011-2012 academic year.  The coverage terms available during this enrollment period are the following:

• Annual: August 16, 2011 – August 15, 2012
• Fall Only: August 16, 2011 – December 31, 2011
• Fall/Spring: August 16, 2011 – May 15, 2012

Students interested in annual, fall-only, or fall/spring coverage must log on to the GatorGradCare section of the HRS web site to complete the enrollment process by September 14, 2011. Please note that this is a different enrollment site from previous semesters, since Blue Cross Blue Shield of Florida is the new insuring vendor for the 2011-2012 academic year.  

Graduate students who will meet the eligibility requirements for GatorGradCare for both the fall and spring semesters are advised to enroll in the Annual plan.  This way, the student will have coverage through the summer, even if he or she is not on an appointment during the summer. This is only available with the Annual plan. Please note that International students are required to submit an Annual plan enrollment.

The eligibility requirements, brochure, and other related information for the new health plan through Blue Cross Blue Shield of Florida for the 2011-2012 academic year can be found on the GatorGradCare section of the HRS web site. If you have any questions about the summer 2011 or 2011-12 plans, please contact the GA and Post Doc Associate Benefits Office at (352) 392-0003.

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Remember to inform terminating employees about the Retirement Special Pay Plan

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©2011 University of Florida Office of Human Resource Services
The InfoGator for Department Administrators is a monthly e-publication produced by the University of Florida’s Office of Human Resource Services. It is distributed electronically to UF faculty and staff and is available online. Please direct questions or comments to its editor, Angie Brown; Human Resource Services; P.O. Box 115006; (352) 392-4626; TDD 800-955-8771. The InfoGator is available in an alternative format upon request.