Archived Updates

June 2013 updates

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PO Open Encumbrance Report

The Open PO Encumbrance report is now available through PeopleSoft Financials.  The report can be viewed in either PDF or Excel (CSV) format using the criteria Dept ID and Budget Date Range.  There are Six different sort options which are defined in the Chartfield Selection.   Attached is the documentation, which is also be posted to the PS Financials website at this link. https://nau.edu/its/learn/ps_financials_rpt_OpenPO_Encumbrances/

Sales & Use Tax Rates

The Temporary Tax passed by voters in 2010 expires May 31, 2013, the current State rate of 6.6 percent on most transactions decreases to 5.6 percent effective June 1, 2013. The tables have been update in the CMP108 Policy at the link below.
http://www4.nau.edu/comptr/policies_procedures/com108.html
Contracts and Purchasing 602.01 Policy and Procedure - Sales and Use Tax
http://www4.nau.edu/purch/602.01_Sales_Use_Tax.htm

PS Financials Year-End Updates & Reminders

Tuesday, May 28th was the first day departments entered fiscal year 2014 requisitions for purchase orders that must be sent to a vendor prior to June 30th for goods/services to be received in the new fiscal year (after June 30th). Please note, DPT requisitions for FY14 should not be processed until July 1, 2013. If it becomes necessary to process an FY14 DPT requisition before July 1st, please contact the buyer who maintains the item/Category.  Purchasing will need to approve the DPT’s through the workflow approval process. See procedures for entering FY14 requisitions at:
http://www4dev.nau.edu/comptr/policies_procedures/YR_END_PURCH_PF.htm
See full year-end calendar at: http://www4.nau.edu/comptr/policies_procedures/FY13_Doc_Calendar.htm

Enterprise (object) reporting

The Emplid prompt in the HR Payroll report in PS Financial Reports/Payroll folder has been removed.  A new report, HR Payroll – Employee,  is now available in this same folder.  Please use this report to research employee HR Payroll information. More improvements are planned to payroll reports this summer.  Watch your email for further announcements. Please email Reporting@nau.edu with feedback, questions, concerns regarding financial reports.

The following reports are under development and will be available soon:

  • Grant Financial Transactions
    • This report displays all financial transactions for grant accounts.
  • Capital Projects Financial Transactions
    • This report displays all financial transactions for capital project accounts.
  • Financial Aid Scholarship Financial Transactions
    • This report displays all financial transactions for Financial Aid Scholarship accounts.
  • Payroll Reconciliation Report
    • This report will combine Payroll transactions with payroll expense journals.  Journal entries do not go through the HR Payroll process or the HR system and are only located within the PS Financials system.

Requisitions

Starting May 23rd, hourly budget checking on requisition documents will be turned off.  Requesters will be required to budget check requisitions before submitting for approval.  Instructions are located at: https://nau.edu/its/learn/ps_financials_creating_requisition/#ID0EGAAE . To help you troubleshoot budget checking errors you can refer to documentation at: https://nau.edu/its/learn/psfinancials_BudgetErrors/ or contact your Budget Office analyst if a budget line needs to be added for state and local funds.  Please remember that a successful budget check of a requisition will create the pre-encumbrance entry.  In order to remove that pre-encumbrance for a requisition that is denied by the approver, the initiator must cancel the requisition and budget check it once again.

This site will provide you with the most current information available regarding the Peoplesoft Financials system.  Peoplesoft Financials is NAU’s system of record for financial transactions created directly in the system and those interfaced from other Peoplesoft modules and subsidiary systems. Peoplesoft modules encompass chart of accounts, general accounting, purchasing, accounts payable, travel, budgeting and cost accounting. Transactions entered through these modules are posted to the system’s accounting journals and ledgers, which in turn serve as the basis for the University’s annual financial statements and other reporting requirements. 

April 2013 updates

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PS Financials Training

This is a reminder that there are currently training courses scheduled for May and June on PS Financials Navigation, IDT/IST transactions, Requisitions, and Budget Inquiry that you can sign up for using the following link:  http://www.nau.edu/its/training/

Travel Authorization/Advances

A travel authorization is optional and it is only required when a traveler requires a straight Cash Advance or a pre-travel cash advance

Expense Report

If you create a travel authorization always copy the  travel authorization to your expense report.  PeopleSoft Expense displays travel authorization for the dates that you specified.   Refer to the travel training guides.  https://nau.edu/its/learn/psfinancials_te/

Cash Advance/Pre-Travel

When a cash advance and a pre-travel advance are required, they must be created separately.  The travel authorization will allow both types to be created on separate documents.  Include actual trip dates and advance type in comment field.

Fiscal Year End Calendar

A detailed fiscal year end calendar with key deadlines will be sent out the week of May 6th.

Purchasing Initial Year End Deadline

5/13/13  - Monday Last day to enter FY13 Requisitions that exceed the bid threshold of $50,000.  Contact Contracting and Purchasing Services with any questions.

New HR Payroll-Employee Report

The Emplid prompt in the HR Payroll report in PS Financial Reports/Payroll folder has been removed.  A new report, HR Payroll – Employee ,  is now available in this same folder.  Please use this report to research employee HR Payroll information. More improvements are planned to payroll reports this summer.  Watch this website for further announcement