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Business Service Center UpdateDallas Partners Meeting

April 2, 2012

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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 EmployeesCorporate Card for Employee Travel

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Agenda Cont’d

• Self-service Timesheets• Pcard Updates• Q & A

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Introductions

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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

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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.

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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

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Standardization of Business Practices (cont’)

• Meal Reimbursements at ConferencesMonitor 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 OldMonitor 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 prohibitiveNOTE: all above changes have an effective date of 3/1/12

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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

• Initiation of Staff Employment Postings by Department Allow departments to initiate postings using approved (and

restricted) templates NOT IMPLEMENTED YET AT UNT AND UNTS

• Staff Employment Offer Letters Require written offer letters for staff appointments NOT IMPLEMENTED YET AT UNTHSC

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Vendor Setup

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BSC Human Resources

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Hourly Termination Process

Enter your Base Department ID number and click “Search”

• 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

• 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 records

Once the Hourly Termination Process is run, a new HRM must be submitted to reinstate

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Payments

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Individually Billed Travel Cards (IBT)

• Suggested use of individually billed cards so that you are in control of travel plans and can make them immediately.

• Will receive reimbursement of expense as incurred – do not have to wait until trip has occurred.

• “Soft” credit check – should not affect employee credit rating.

• Travel advances will still be available for those unable to qualify for IBT.

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Self-Service Timesheets

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Employees can enter their time and once they click on submit leave balances with the exception of Comp Time 1.0 and Comp Time 1.5 will be updated. Comp Time is updated after it has been approved.

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SOS PCARD Team

Sherene Long BSC PCard Administrator

Sallie Morris BSC PCard Administrator

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Historically Underutilized Business Administration (HUB)

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Questions?

Remember that we have answers on our website, BSC Solution…click to get answers.