News & Resources

The following communication was sent on 6/27/16.

i-Buy NYU is Live

We are happy to announce that i-Buy NYU is live as of today, June 27. As a reminder, i-Buy NYU replaces eReq, the Business Payment Form (BUS5000), and the Payment to Individuals form (IND4000). Please be sure to share this news with your buying and paying staff.

To Access i-Buy NYU:

  1. Login to home.nyu.edu using your NYU Net ID and Password
  2. Click on the Work tab
  3. Scroll down to the “Buying and Paying” section and click on i-Buy NYU

Important Dates

Please refer to the below list of dates for ordering and paying for goods and services moving forward:

  • June 27: i-Buy NYU is live and the Business Payment Form (BUS5000) and Payment to Individuals Form (IND4000A) are retired. AP will resume processing PO-related invoices. eReq will continue to be available for read-only purposes. Any invoices received locally now and going forward should be emailed to nyuinvoices@nyu.edu.
  • June 28: Invoice images and approval data from Flextecs can be requested by contacting the FinanceLink Service Center (askfinancelink@nyu.edu or x81111)
  • July 1 & August 1: Recurring payments will be executed via NYU’s legacy method (i-Buy NYU recurring payments will be executed beginning September 1, 2016)

Training & Resources
The i-Buy NYU Resource Portal contains helpful resources and important updates including the following:

  •  The Q&A Section contains a link to i-Buy NYU Frequently Asked Questions
  • The i-Buy NYU Training Materials tab includes links to quick Videos and step-by-step Tip Sheets, illustrating key functionality and features in the i-Buy NYU system
  • The Presentation and Resources tab provides links to the Buying & Paying Guide, Change Order Matrix, and Commodity Code-to-Account Code Mapping Document

All videos and step-by-step tip sheets can also be accessed centrally via iLearn. Simply login to NYU iLearn via the Work tab of NYUHome and search for course PUR 007: i-Buy NYU Key Features & Functionality.

Support
To aid in the overall transition of i-Buy NYU, an i-Buy NYU support hotline and email address is now active. Please feel free to contact FinanceLink (212-998-1111 or askfinancelink@nyu.edu) for all questions and assistance with i-Buy NYU.  

June 27, 2016

PeopleSync Scheduled Downtime

The email below was sent to HR Officers, Finance Officers, and NYUAD stakeholders on June 10, 2016

To all HR Officers, Finance Officers, and NYUAD stakeholders,

There are a number of initiatives going live this coming academic year, the most significant of which is the integration of NYU Shanghai into PeopleSync. This integration will require system downtime in order to load configuration data, convert transactions, and do the necessary verification to make sure that our production system is functioning as expected. All activities must be completed in July in order to be ready for Workday 27 upgrade activities which start in early August.

We reviewed the July calendar of activities with all central HR and Finance departments to come up with the following PeopleSync system downtime schedule after taking into consideration all the activities that are happening, including the AMI schedule.

We will do our best to minimize downtime and will release the systems early, if work is completed for a given day. But we request all HR and Finance users plan their work accordingly to ensure you can meet deadlines given the scheduling constraints.

The PeopleSync Production system will be unavailable to all users during the dates and times below.

For questions on the schedule, please send an email to peoplesync@nyu.edu. Thank you for your cooperation.

Dates

New York
Days & Times
Abu Dhabi
Days & Times
Week of July 5th
(4 hours each day)
Tue - Fri
8pm - 12am
Wed - Sat
4am – 8am
July 9th - 10th  
(12 hours each day)
Sat - Sun
11am - 11pm
Sat - Sun
7pm – 7am
July 16th - 17th
(12 hours each day)
Sat - Sun
11am - 11pm
Sat - Sun
7pm – 7am
Week of July 18th
(4 hours each day)
Mon - Fri
8pm - 12am

Tue - Sat
4am – 8am

July 30th  & 31th
(8 hours each day)
Sat - Sun
10am - 6pm
Sat - Sun
6pm - 2am
August 4th - 5th
(4 hours each day)
Thu - Fri
8pm - 12am
Fri - Sat
4am – 8am
August 13th  and 14th
(8 hours each day)
Sat - Sun
10am - 6pm
Sat - Sun
6pm - 2am
August 20th  and 21th
(8 hours each day)
Sat - Sun
10am - 6pm
Sat - Sun
6pm - 2am
August 27th  and 28th
(8 hours each day)
Sat - Sun
10am - 6pm
Sat - Sun
6pm - 2am

Project Lighthouse & i-Buy NYU

As announced at the last Financial Forum, Project Lighthouse is currently underway. As part of this effort to improve how the NYU community buys goods/services and pays suppliers, we are implementing a new system, i-Buy NYU, to better streamline the requisitioning, invoicing and payment process. i-Buy NYU is targeted to go live in June of this year and will:

  • Improve transparency into the ordering and payment processes
  • Ensure a user friendly experience with an easy-to-navigate platform
  • Adopt a simple and consistent solution, using best-in-class processes and technology
  • Automate manual processes to increase efficiency, consistency and timeliness of transaction processing
  • Implement simplified, yet effective, controls

System sneak peeks are scheduled in January and March, 2016. To attend a sneak peek, or for more information about the project, please contact project.lighthouse@nyu.edu

January 21, 2016 (Updated March 25, 2016)

Requesting Access to UDW+ University Departmental Metrics (UDM)

The Chartfield Access Authorization Form now includes a section to request access to the reporting departments for UDW+ Departmental Metrics Dashboard (UDM) and the proposals tabs on the D03. Grants Management Dashboard.

When an individual from your department requests chartfield access to either one of these reporting departments, you will receive an email asking to approve or deny their request.

Please note that in addition to chartfield access for UDW+ Departmental Metrics Dashboard (UDM), users will need to request UDM reporting access by contacting the Decision Support Group at askdsg@nyu.edu or 212-998-2900, and also receiving approval from their Dean.

Click here for instructions.

If you have any questions, please contact the FinanceLink Service Center at 212-998-1111 or AskFinanceLink@nyu.edu.

November 19, 2015

Introducing the new FinanceLink Service Center

The new FinanceLink service center for Financial Operations & Treasury (FO&T) is now open to the NYU community.  This new integrated service center is a complement to our existing FinanceLink website for all inquiries and requests associated with finance at NYU, including but not limited to:  Accounting & Reporting, Buying & Paying (which includes Accounts Payable and Procurement content), Insurance & Enterprise Risk, Tax Guidance & Compliance, and Treasury Management.* 


Why are we providing a FinanceLink service center?


FO&T supports thousands of NYU community members and processes literally hundreds of thousands of financial transactions annually. Our community members (YOU) have told us, through the annual Quality of Service survey, and other forums, that it is difficult to know who, or where, to call when you have a question on a finance related matter. In addition, due to improved technology and process improvements, we are now able to answer many commonly asked questions through a centralized process, saving all of us time, and improving the quality and timeliness of our service as a result. 


What does the new FinanceLink service center mean for you?

• Only one phone number and email address to remember!  Existing email aliases and phone numbers will continue to work and will automatically route to FinanceLink and/or specific FO&T departments
• All inquiries and requests will continue to be tracked and logged in NYU’s ServiceLink tool. All notifications that you receive will now read “FinanceLink” instead of FO&T.

How do I reach the FinanceLink service center?

• Phone: 212-998-1111 from 9:00AM - 5:00PM
• Email: askfinancelink@nyu.edu
• Online:
◦ FinanceLink  – to search information about our services, forms and latest news
◦ A new and improved ServiceLink, which will allow you to view the status and target resolution of your open requests and search our knowledge base articles

Please share this news with your teams and colleagues who regularly contact FO&T for assistance. We plan to host focus groups in the Fall to gather and share feedback on how we are doing and discuss how we can further improve our services. We are committed to continuous improvement and we welcome your feedback at any time. 


Thank you,

Stephanie Pianka

*Please note, inquiries for the following areas should continue to route to:

• Non-tax related Payroll inquiries, PeopleSync and myTime:  Contact PeopleLink
• Post-Award Administration:  Contact Sponsored Programs Administration
• Student Billing:  Contact the Office of the Bursar
• UDW+ Financial Reporting:  Contact the Decision Support Group

Don’t worry, if a community member does contact FinanceLink for one of these other service areas, the phone system will provide easy routing to these services, or the team will assign and transfer requests to other departments, as required.

August 31, 2015

JEMS Upgrade

An interim version of the JEMS application (“JEMS2”) will be available beginning on Thursday, August 6th at 9:00 AM (EST). The JEMS2 Application will be used for the remainder of FY15 and thereafter until a long-term solution is reviewed and validated.

JEMS2 and the original JEMS have the same process and functionality for preparing and submitting a journal entry.

Read More

Accounts Payable (AP) Workflow Upgrade

To ensure AP Workflow is on a stable and supported technical platform, an improved version of the application is now available.

What’s Changed?

  • The application is now accessible directly from the Work tab of NYU Home under Additional Services.
  • The approval “workflow” uses ServiceLink functionality.
  • All email notifications will now come from ServiceLink.

Changes for Approvers

Changes for Initiators

  • New Resubmit Functionality:
    • User gets an email of the Rejection
    • After making the changes in AP Workflow, a resubmit button will be available on the Preview page
  • Option to remit payment to a credit card will only be visible to those with an NYU issued corporate card. Card numbers will not be visible
  • All supporting documentation is now required to be attached electronically to the request

Updated July 13, 2015

Are you a PI or Dept Admin with a Subaward Project?

Use the subaward invoicing system to manage payments to your subawardees! Click here for more information. A quick reference guide and training video are also available to help you navigate the system.

Questions? Contact the SPA Team Analyst for your school.

February 10, 2015

Gifts to Employees

Per IRS Regulations, Cash gifts (including gift cards, gift certificates charge card, credit card, etc.), no matter how little, are considered taxable income and are subject to withholding tax.

IRS Publication 15-B - Cash and cash equivalent fringe benefits (for example, use of gift card, charge card, or credit card), no matter how little, are never excludable as a de minimis benefit, except for occasional meal money or transportation fare.

November 18, 2014