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  1. 1. Business Service Center Update HSC Partners Meeting March 23, 2012 1
  2. 2. Agenda• Introductions and Check-in: How are we doing?• Projects Update  Major projects —Status report on E-Forms project  Process improvement projects  Standardization of Business Practices• Vendor Setup• Human Resources  Hourly Termination Process• Payments  Travel for Prospective Employees  Corporate Card for Employee Travel 2
  3. 3. Agenda Cont’d• Self-service Timesheets• Pcard Updates• Q&A 3
  4. 4. Introductions 4
  5. 5. Major Projects Update• Implementation of eForms (e.g. electronic HRM forms with workflow, etc.)  Initiated project January 2012• Consolidation of 4 applicant tracking systems into 1.  Continuing research on options – expected FY13 project• Implementation of Expenses module (e.g. electronic travel and payments processing, etc.)  Initiated preliminary research on options – expected FY13 project• Implementation of electronic time sheets and leave approvals  Currently undergoing a pilot on electronic timesheets – will hear more shortly 5
  6. 6. Process Improvement Projects Update• Vendor Setup  Pilot Complete for Phase 1; Rolling out to UNT System in March 2012• Employee On-boarding  Beginning discussions with stakeholders; initial concept 50% complete.• Employee Off-boarding  Finalizing concept with ITSS; beginning discussions with stakeholders.• Lump Sum Payout  Merged into eForms implementation.• ePro Requisition Processing  initial EIS/processing changes completed; rolling out additional training and outreach to customers in Spring 2012. 6
  7. 7. Standardization of Business Practices• •BSC Operations Committee• Charge is to standardize business practices across the UNT System• Members from each member institution:  Chief Finance Officers (4)  Chief HR Officers (4)  Controllers (3)  Associate Vice Chancellor for Business Services (1)• Meet on regular basis 7
  8. 8. Standardization of Business Practices (cont’)• Meal Reimbursements at Conferences  Monitor to ensure that meals were not covered in registration fees when reimbursements are requested• Meal Reimbursement with No Overnight Stay  Tax meal reimbursement when there was no overnight (not to be confused with business meal reimbursements)• Tax Reimbursements >60 Days Old  Monitor the age of reimbursements and tax accordingly• Gifts/Tips – Allowable Source of Funds  Allow non-state (local) deptids (not projids) to fund gifts/tips where restrictions are silent or not prohibitive• NOTE: All above changes have an effective date of 3/1/12 8
  9. 9. Standardization of Business Practices (cont’)• Annualize Hourly Rate for Payroll Calculations–2080 Rule  Convert from monthly hourly rate calculation to annualized hourly rate calculation  NOT IMPLEMENTED YET 9
  10. 10. Vendor Setup 10
  11. 11. BSC Human Resources 11
  12. 12. Hourly Termination Process 12
  13. 13. Enter your Base Department ID number and click “Search”
  14. 14. • To select an employee for termination, click the box in the “Terminate” column• Verify the employee name and the specific record number(s) to terminate• Be sure to click on the “Save” button
  15. 15. • Once you have saved your selections, the “Activate” column appears• “Activate” is used to re-instate any record number selected for termination• Changes can be made at any time during the week• Friday evening, the Hourly Termination Process runs to terminate selected recordsOnce the Hourly Termination Process is run, a new HRM must be submitted to reinstate
  16. 16. Off-boardingCassandra Molavrh 17
  17. 17. Payments 18
  18. 18. Payments• Travel for Prospective Employees  Travel processing truly should be for employees only and we need to work towards processing prospective employee expenses using a Requisition.• Corporate Card for Employee Travel  Please send an email to travel@untsystem.edu for an application for the Citibank corporate card.• HEAF funds reminder  When using HEAF funds you may not submit an after the fact invoice or request a prepayment.• 19
  19. 19. Payments Cont’d• Travel Advances• Please make sure the Request for Approval of Travel (RAT) is clear when requesting an advance.• Only employees without a corporate travel card may be advanced 90% of the estimated travel expenses, excluding the airfare.• Employees with a corporate travel card will only receive advance funds to pay airfare and hotel first night deposit when charged to your card. 20
  20. 20. Travel Advance – Request to Travel form 21
  21. 21. Travel Advance – Request to Travel form 22
  22. 22. Self-Service Timesheets 23
  23. 23. Employees can enter their time and once they click on submit leave balances with the exception ofComp Time 1.0 and Comp Time 1.5 will be updated. Comp Time is updated after it has beenapproved. 24
  24. 24. Questions?Remember that we have answers on our website, BSCSolution…click to get answers. 25