The meeting discussed transitioning from paper forms to an electronic Personnel Action Request (ePAR) system. Currently there are many paper forms used for personnel actions across institutions. The ePAR system will streamline processes by allowing electronic signatures, tracking of workflow, and reducing data entry errors. A pilot program is underway involving several departments. The goals are to improve efficiencies and reduce costs through the consolidated electronic system.
We cover best practices in amplifying the business ownership of the data, emerging trends for the future of business-owned master data, and the role of MDM technology and processes in driving the point of action to the business rather than IT. From our May 2012 webinar.
Soy Ingeniero de Obras Públicas con 10 años de experiencia como jefe de obra civil. He realizado obras significativas tanto en Guipúzcoa como en Vizcaya. Mi experiencia va de obras de largo plazo y grandes recursos/presupuesto a realizar hasta 3 obras pequeñas simultáneamente. También he realizado obras de edificación como rehabilitaciones de oficinas, así como viviendas de nueva construcción.
En los últimos años he compatibilizado el trabajo como jefe de obra con el de realización de presupuestos para licitación con Promotores públicos y privados, también en UTE con grandes compañías, teniendo bajo mi responsabilidad a dos ingenieros para la redacción de las ofertas.
Soy un apasionado de la tecnología, siempre al día y dispuesto a aplicar los últimos avances a nuestro trabajo, tanto en los procedimientos y materiales de construcción como con las últimas herramientas de gestión y diseño.
A midsize company with global branches is having difficulties with its internal travel
desk. The travel desk has been in charge of organizing employee travel, including
approving per diems and trip budgets based on employee hierarchy. However, the
travel desk is now overwhelmed with requests, causing delays and employee
frustration. The company wants their employees to be able to book their own travel
with minimal interference from the travel desk, but they still need approval from their
managers and notification to the travel desk. The solution will concentrate on
streamlining the process of booking flights and hotels while maintaining the necessary
approvals and notifications.
Business travel is essential to growing your business—whether for building your network, or having a face-to-face meeting with that dream client, a work trip can mean the difference between a good year and a great one.
We cover best practices in amplifying the business ownership of the data, emerging trends for the future of business-owned master data, and the role of MDM technology and processes in driving the point of action to the business rather than IT. From our May 2012 webinar.
Soy Ingeniero de Obras Públicas con 10 años de experiencia como jefe de obra civil. He realizado obras significativas tanto en Guipúzcoa como en Vizcaya. Mi experiencia va de obras de largo plazo y grandes recursos/presupuesto a realizar hasta 3 obras pequeñas simultáneamente. También he realizado obras de edificación como rehabilitaciones de oficinas, así como viviendas de nueva construcción.
En los últimos años he compatibilizado el trabajo como jefe de obra con el de realización de presupuestos para licitación con Promotores públicos y privados, también en UTE con grandes compañías, teniendo bajo mi responsabilidad a dos ingenieros para la redacción de las ofertas.
Soy un apasionado de la tecnología, siempre al día y dispuesto a aplicar los últimos avances a nuestro trabajo, tanto en los procedimientos y materiales de construcción como con las últimas herramientas de gestión y diseño.
A midsize company with global branches is having difficulties with its internal travel
desk. The travel desk has been in charge of organizing employee travel, including
approving per diems and trip budgets based on employee hierarchy. However, the
travel desk is now overwhelmed with requests, causing delays and employee
frustration. The company wants their employees to be able to book their own travel
with minimal interference from the travel desk, but they still need approval from their
managers and notification to the travel desk. The solution will concentrate on
streamlining the process of booking flights and hotels while maintaining the necessary
approvals and notifications.
Business travel is essential to growing your business—whether for building your network, or having a face-to-face meeting with that dream client, a work trip can mean the difference between a good year and a great one.
Taming the Travel & Entertainment Expense Beast: Benchmarks & Best PracticesAshley Emery
Travel and entertainment—second only to payroll as the largest business expense—is becoming increasingly more difficult to control as companies expand across borders and grow through acquisitions. Discover how companies are leveraging technology in conjunction with procedural best practices to remove common T&E headaches including: the untimely submission of expense reports, lost receipts, inefficient processes and paperwork relative to reviewing and approving expense reports and ensuring adherence to company travel policies.
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New Technologies and Best Practices in Expense Management: Insights to Drive ...Ashley Emery
More than 80% of companies polled indicate they plan to make the switch to online expense management software within the next 18 months. While leading finance professionals are moving their manual processes to the cloud, what are the real benefits of switching to these automated systems? Implementing company-wide software is no easy task. How are these Fortune 500 companies (with thousands of employees) migrating to these new technologies?
Join us as we review the results of Certify’s Expense Management Outlook 2014 survey; benchmark your company’s travel and entertainment (T&E) expense management processes, pain points, and use of technology in helping to tame T&E expenses; and discover how T&E management automation is delivering return on investment (ROI) to companies of all sizes.
NovusMED is an ecosystem that includes call center, administrative, driver applications and client/clinic booking applications. NovusMED is the platform of choice for a wide range of medical transportation services and includes configurations for brokerage, providers, senior, community, and home health programs.
Always Being in the Pink of Business HealthPeopleWorks IN
Travel, credit card and expense management programs are easily combined, thereby streamlining expense
report creation. PeopleWorks’ Travel & Expense feature enables enterprises to significantly improve upon their efficiency of operations related to travel and sundry expenses, hence giving a high Return-on-Investment, and transformation in business.
Phoenix -A flight to Human Resource Management System
Phoenix is built on Software as a Service (SaaS) model and independently capable to do justice to all HR needs due to its intelligence to discharge its duty with 100% compliance with all government laws and policies.
Phoenix enables your HR to devote quality time to their core responsibilities and forget about payroll & attendance hassles. Phoenix also prepares for you various reports helpful for provisioning and accounting. Phoenix includes PF, ESIC, PT, TDS, LWF, EDLI, Gratuity, Bonus and other modules.
3. electronic Personnel Action Request
(ePAR)
Donna Asher,
Associate Vice Chancellor for Business Services
10/11/2012 3
4. Current HRM Forms Used
Form Purpose Institution(s)
HRM 4 Position Updates UNT/UNTD/UNTS
HRM 5 Posting Vacancies UNT
HRM 6 Payroll authorization for regular employees & UNT/UNTD/UNTS /UNTHSC
all employees at UNTHSC
HRM 7 Payroll authorization for part-time faculty and UNT/UNTD
graduate students
HRM 8 Payroll authorization for Hourly employees UNT/UNTD/UNTS
HRM 9 Payroll authorization for leave payouts UNT/UNTD/UNTS
(vacation/comp time/death sick leave)
HRM 11 Payroll authorization for Task Payments UNT/UNTD/UNTS
HRM 12 Payroll authorization Summer appointments UNT/UNTD
10/11/2012 4
5. Authorizers/Approvers Depending on
Request
• Department Head
• Deptid/Projid Holder
• AVC/AVP/Dean
• Vice Chancellor/Vice President
• Chancellor/President
• Budget Office
• Research/Grants Office
• UNT Health (HSC)
• Equal Opportunity Office (UNTD)
• Financial Aid
• Campus HR
• Provost Office (UNT)
• Career Center (UNT)
• Business Service Center
7. ePAR Benefits
• significant reduction in paper costs;
• electronic signatures to replace manual collection of
signatures ;
• elimination of manual paper transfer from one office to
another;
• use of workflow to streamline processes with the
ability to track workflow status at all times;
• enhanced efficiencies related to staff time and
workload;
• reduction in data entry errors; and
• enhancement of BSC services provided to our
customers.
10/11/2012 7
8. One form with four sections to do all transactions
Job Data (appointment information)
Department Budget Table (funding information)
Additional Pay (non-base rate salary information)
Position Data (position information)
10/11/2012 8
9. Transaction Types
1. Hiring/Terminating
• Hire – all appointments types and circumstances
• Terminate – all appointment types and circumstances
2. Employee Changes (monetary and non-monetary impact)
• Promotion/demotion
• FTE change
• Base rate adjustments [merit, market, equity, etc.]
• Non-base rate adjustments [augmentations, allowances, etc.]
• Leave with/without pay
• Return form leave with/without pay
• Funding source changes
• Department change (Transfers)
3. Position Changes & Requests to Post– (used for vacant positions only)
• Add/delete position
• Funding change
• FTE change
• Department change
• Reclassification
• Post a vacancy
10. ePAR Users
• Requesters—these individuals have been given the
authorization to initiate a new ePAR on behalf of a department.
• Approvers—these individuals have been identified as a
deptid/projid holder, department head, and/or administrator
who have the authority to approve or acknowledge ePARs. Can
be ad hoc or proxy approvers.
• Reviewers – these individuals have been identified as having a
need to be aware of ePARs. No action is required on his/her
part in order for the ePAR to be processed and approved.
10/11/2012 10
11. Notifications / Worklists
• Approvers/Reviewers are notified via email of
pending ePAR to approve or review
• Approvers/Reviews can access ePAR via
worklist (similar to ePro)
• Accessible from anywhere the web can be
accessed
10/11/2012 11
12. Current Status
• Pilot started September 7, 2012 (after budget rollover)
for FY13 transactions (9/1/12 and later)
• 22 departments (across the UNT System campuses and
System Administration) participating in pilot program
– UNTHSC: Pharmacology, Cell Biology, UNT Health, Facilities
Management, President’s Office
• Phased-in pilot program by personnel transaction type
• After comprehensive processing with pilot group,
rollout will begin to all departments on all campuses
during FY13
16. What you can look forward to with CTP
• One stop Shopping - Online services are available for airfare, lodging and rental
cars. Using CTP online services can be compared to the ease of online companies such
as Orbitz and Travelocity. The full-service option will provide one-stop shopping as
well with a travel agent via email or phone.
• Discount programs – CTP ranks as a leading buyer with numerous industry
suppliers worldwide. They have preferred vendor agreements with airline companies
and participate in lodging programs such as the Premier Global Hotel Program. CTP
will also populate our site with any discount programs that are currently available to
UNT System.
• State contracted rates – In addition to CTP’s preferred suppliers, they will also
populate the State of Texas contracted rates for airfare and rental cars.
• Fees for services – The transaction fee for using the online booking service is $7.50
for airfare only; car rental and lodging reservations only are $5.00 each; Any
combination of airfare, lodging, and car rental is $7.50. If using the full-service option,
the fees are $20 for airfare only; car rental and lodging reservations only are $10.00
each; Any combination of airfare, lodging, and car rental is $20.00.
16
17. What you can look forward to with CTP
• Payment for Services– The BSC will provide CTP with a ‘ghost card’ to pay for
airfare reservations and upfront lodging expenses.
• 24x7 After-Hours Support – Travelers will enjoy peace of mind with the
knowledge that help is always just a phone call away and they will never be stranded
in a travel emergency
• Travel Rewards Programs – With CTP, each traveler’s reward program numbers
will be added to their profiles and applied to each air, car, or hotel reservation
ensuring continued point accumulation
• Mobile Technology – The business travel experience is streamlined with a mobile
app that allows the traveler to manage itineraries, check flight status and easily book
hotels, cars and taxi services from the convenience of their smartphone.
• Training – CTP provides 3 types of training; face to face, Webx and via online
tutorials on your own. These training opportunities will be provided during the
implementation as well as being available beyond the implementation as needed.
17
18. Concur Online Booking Tool
Concur simplifies corporate travel booking while automatically enforcing travel policies
and providing visibility through detailed report analysis. Employees are free to make
preferential choices while organizations stay in complete control.
Book what you need:
• Search and book relevant in-policy
travel
• Save with direct connects,
corporate discounts and Internet-
only fares
Quickly and Easily:
• Book everything from one easy-to-
use tool
• Forgot to book a hotel, rental car or
train? Add it from a smartphone
• Dive into spending with detailed Integrated corporate, published and Internet air and
reporting hotel fares in a single screen
18
19. Concur Online Booking Tool
Mobile Travel Management
Concur’s mobile app streamlines the
business travel experience and gives
travelers the flexibility to manage their
itineraries with ease.
Travel information is conveniently
accessible and reservations are easy to
make on the fly:
• View travel itineraries and directions
• Easily book hotels, cars, trains or
taxis
• Check flight status and airport gate
information
19
20. Concur Online Booking Tool
Travel Request
Condense Spending and Reduce Costs
Travel Request is designed to help businesses manage travel more effectively. Once an
employee starts to plan a trip, managers and approvers can approve, reject and request
modifications during the process. Gain visibility into flights, car rentals, hotel rooms, rail and
other expenses. This gives you greater insight into pre-planned and actual expenses, allowing
for more accurate forecasts of travel costs.
Optimize Booking Integration
When integrated with Concur's Travel solution, employee-entered travel requests are sent for
approvals. Employees can use Concur's travel booking solutions to automatically create a travel
request. Meanwhile, agencies can book travel for employees based on notification after
approvals.
Improve Control and Efficiency
Thanks to a greater level of pre-trip control and approval, unnecessary and wasteful travel is
eliminated. You'll also be able to ensure more reliable travel policy compliance. Altogether,
Travel Request helps keep your management process efficient and organized. Talk about
serenity.
20
22. Submitting Invoices for Processing
• Invoices@untsystem.edu
• Subject line should include Vendor Name,
PO number, Invoice number
• Additional instructions for processing
should be included in the body of the
email.
25. More Processing Time
Effective January 2013
Additional 5 business days added to
deadline for processing time for hourly paid
employees.
No more hourly supplemental pay, hourly
employees will be paid on regular payroll.
Supplemental payroll will be moved to the
3rd business day following the regular pay
date – will allow direct deposit of pay.
26. Why make these changes?
• Increased efficiency and cost savings across the
System
• Departmental timekeepers will have more time to
process timesheets.
• Departments will have a limited number of paper
checks to distribute on supplemental pay dates.
• Most employees will be paid on regular pay
dates.
• In most cases, hourly paid employees will receive
payment on one check for time worked for a
given period.
29. ATF or Confirming Orders
• Confirming PO’s, also known as after the fact (ATF) purchases, are
defined as situations where vendors provided the goods or services
based on advisement from a department or UNT faculty or staff
member prior to PO dispatch by an authorized BSC buyer.
• The University is obligated to make payment for goods and services only
when the BSC Purchasing Department, by issuing a purchase order,
obligates the funds.
• Any other commitments are considered as unauthorized purchases and
the individual may encounter a personal obligation to the vendor.
• Confirming orders are tracked by BSC and reported on a regular basis to
the applicable Vice-President for each university unit.