HSC Partner Meeting

October 10, 2012

Kudos from BSC to Team Partners

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electronic Personnel Action Request(ePAR)

Donna Asher, Associate Vice Chancellor for Business Services

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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 & all employees at UNTHSC

UNT/UNTD/UNTS /UNTHSC

HRM 7 Payroll authorization for part-time faculty and graduate students

UNT/UNTD

HRM 8 Payroll authorization for Hourly employees UNT/UNTD/UNTS

HRM 9 Payroll authorization for leave payouts (vacation/comp time/death sick leave)

UNT/UNTD/UNTS

HRM 11 Payroll authorization for Task Payments UNT/UNTD/UNTS

HRM 12 Payroll authorization Summer appointments UNT/UNTD

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

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Ultimate Goal

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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.

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One form with four sections to do all transactionsJob Data (appointment information)Department Budget Table (funding information)Additional Pay (non-base rate salary information)Position Data (position information)

Transaction Types1. 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

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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.

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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

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

HUB Updates

Eddie Reyes

Payments Update

University of North Texas SystemNew Travel Management Program

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.

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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.

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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.

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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

reporting Integrated corporate, published and Internet air and hotel fares in a single screen

Concur Online Booking ToolMobile 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

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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 EfficiencyThanks 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.

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Revised Travel Guidelines

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.

Payroll Update

• ELIMINATING HOURLY SUPPLEMENTAL PAYROLLS AND EXTENDING DEADLINES

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.

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.

Purchasing Update

AFTER THE FACT PURCHASES

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.

Q&A