Welcome to the eleventh edition of the Impact23 Insider News. This particular newsletter contains a combination of content from the User Group that was held in February, along with other key updates and changes.

 

You can expect to see this newsletter in your email on a bi-weekly Monday cadence. Previous newsletters can also be found on the Impact23 website under the Stay Connected tab (link).

 

 

PCard Use Tax

Corrections to PCard related Use Tax have been completed and posted in February Ledgers.The source of the reversed and corrected transactions is "Other." If cost transfers have been processed on PCard transactions, please be aware that subsequent transfers may be required. 

 

 

New Budget Process

The first Budget Process in Oracle Budget will kick-off this month (March 2024). CFAOs will be notified when the Budget Process is open to campus users. The Budget Process in Oracle will build the FY25 budgets from the COA detail with reporting at the Org level. Due to the projected shortfall in the FY25 budget to cover salary and benefit cost increases, there will be no funding available for any budget allocations (no budget requests). Focus for this year's process will be to learn the process in Oracle Budget.

• Perm Budget Process projections will be for Dept/Org use only. The actual Perm Budget on 6/30/24 will be copied to the 7/1/24 Perm Budget in Oracle Budget Execution.
• The Temp Budget should be the focus this year. Rollover/CFD will not populate till mid-August (likely later since it's our 1st close in Oracle) and so the Temp Budget from the Budget Process will be the Temp Budget on 7/1/24.

Budgeting your carry forward or Temp only funding will be necessary to transact in July/August. This is a net zero adjustment, so when budgeting the rollover, you will create a deficit in BC75 to budget in other BC's. Once the actual rollover gets posted to BC75, it will post against that deficit.

 

Contracts & Grants

Sponsor Invoicing

EMF is currently working on January month-end billing. Contact EMF if an urgent invoicing situation arises. During this transaction period, documented estimated costs will be evaluated for inclusion. Please communicate with EMF if an award is about to end or has ended and there are expenditures pending. This information is essential for the EMF team as it can affect Final invoicing. If the EMF team does not have this information, and final invoicing has been processed, there is no guarantee that the additional expenditures will be reimbursed.

 

Unconverted Funds

The unconverted funding represents amounts fully expended and billed in UCRFS that did not convert to Oracle. Occurs when a new amendment, modification, NCE, etc. is processed 

EMF must ensure Kuali and Oracle are in sync. If a discrepancy exists, please put in a ticket and include all back-up. EMF will review and process a new project code titled UNC and will place the unconverted funding into this project.

 

Text block at your service. Replace this text with yours. When implementing Kuali Build C&G Application in EACS for go-live, the roles/permissions previously used for the eCAF application were duplicated and applied to this application in an effort to reduce the burden on SAA’s. Department SAA’s should continue to keep the Kuali Build C&G Application up-to-date in EACS, to enable proper routing of the forms for approval to the appropriate individuals. 

 

Procure to Pay

Requisition Template Selection

When creating a requisition, selecting the appropriate request form is critical to the successful processing of the order. Be sure to select the correct requisition/PO template:

Failure to utilize the appropriate form corresponding to their specific situation will lead to automatic rejection by Oracle. For instance, submitting the <$10K form for an order totaling $15k will result in rejection.

 

Supplier Registration

Reminder - Non-PO Suppliers cannot be changed to a PO Supplier without routing through the Central Procurement Office. Requests to change a supplier from Non-PO to PO after the supplier has been spend authorized, is a manual process that could delay PO creation and payments to suppliers.

PO Suppliers

• Are vetted by the Procurement Office to determine if there are existing suppliers that offer the same goods or services
• Can be selected for PO generation

• Are used for Concur and ePay payment requests
• Do not route to Procurement
• Cannot be used to generate a PO

This selection is made when requesting a supplier in Oracle Financials. After entering the Supplier/Payee name and selecting the Procurement Business Unit, then the Request Reason is selected. This is where you indicate what type of supplier the entity/person is intended to be.

 

• New functionality was implemented on 2/27/2024 for Concur/ePay to resolve an issue where suppliers were not appearing/marked inactivated (more details)