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NYU Fiscal Officer Corner

News for Fiscal Officers and Staff

This page is a compilation of NYU finance related resources intended for quick reference for NYU school and business unit Fiscal Officers and their staff.

Fiscal Year 2018 News & Announcements

Budget Modifications After FAME 9.2 Upgrade

UPDATE: This issue has been resolved (July 11, 2018)

During the FAME 9.2 upgrade some Budget Modifications may have posted as a modification to the original budget in error, rather than as an adjustment journal as intended. This issue is being addressed. All of these journal postings will be corrected as soon as possible.

July 3, 2018

FAME 9.2 is Here

The following communication was sent to all FAME and UDW+ users on June 11, 2018.

The FAME upgrade from version 9.0 to version 9.2 is complete. You may now access all FAME dependent applications and continue processing June financial transactions.

Systems Now Available:

  • AP Workflow
  • BudMod
  • CAYUSE integration
  • Chartfield Access Requests
  • CPACS & WIMSY (Chartfield Validation / i-Buy transactions)
  • ERS (Maximus)
  • Hyperion
  • i-Buy NYU
  • JEMS

UDW+ Reminder:
UDW+ June financial information will not be reflected until end of day on Wednesday, June 13.

Support:
Please contact AskFinanceLink@nyu.edu or 212-998-1111 with any questions.

June 11, 2018

FAME 9.2 is Coming Soon

The following communication was sent to all FAME and UDW+ users on May 29, 2018.

Dear Colleagues,

As discussed at the April 18th Financial Forum, the PeopleSoft Financials application (FAME) is being upgraded from version 9.0 to version 9.2. This is primarily a "technical upgrade" in which the application and supporting software are upgraded to the more recent version of PeopleSoft and PeopleTools.

Please note important dates and information that will impact when transactions are posted in FAME and available in UDW+.

FAME and UDW+ Availability
The upgrade activities will commence upon the conclusion of the month-end close activities for May 2018 (June 7, 2018). All May transactions will be reflected in UDW+.

UDW+: During the FAME upgrade period you may continue to access and run reports; however, June financial information will not be reflected until end of day on Wednesday, June 13.

  • Start: Friday, June 1 at 8:00 am ET
  • Finish: Wednesday, June 13 at 5:00 pm ET

FAME: The application and associated financial transactions will be unavailable during the upgrade.

  • Start: Thursday, June 7 at 5:00 pm ET
  • Finish: Monday, June 11 at 8:00 am ET

Systems Impacted
The following FAME dependent applications will be unavailable Thursday, June 7 at 5:00 pm ET until Monday, June 11 at 8:00 am ET:

  • AP Workflow
  • BudMod
  • CAYUSE integration
  • Chartfield Access Requests
  • CPACS & WIMSY (Chartfield Validation / i-Buy transactions)
  • ERS (Maximus)
  • Hyperion
  • i-Buy NYU
  • JEMS

Support: Please contact AskFinanceLink@nyu.edu or 212-998-1111 with any questions.

May 29, 2018

How to Do Business with NYU

The Supplier Information page has been updated with information on how to do business with NYU. It offers helpful information on subjects such as registering as an NYU supplier, new supplier requests, the University’s Procure to Pay process, payment terms and more.

May 24, 2018

Bank of America Payment Card Verification ID Update

The following communication was sent to Cardholders of Bank of America Payment Cards on April 12, 2018.

Effective April 11, 2018

We want to update you on the latest enhancement to the NYU Payment Card process.

To improve the card renewal experience we have updated all Verification IDs in the GRAM system.

What Does This Mean for You As a Cardholder?

Cardholders are prompted for the Verification ID at card activation, PIN number set up, and any other occasions when they reach out to Bank of America’s Help Desk. Effective immediately, all cardholders should use their employee ‘N’ number listed on the back of their University ID card as the new Verification ID. The ID should consist of nine (9) numeric digits, therefore, the letter ‘N’ would be converted to number ‘6’ as the first number of the Verification ID in the GRAM system or when talking to Bank of America. An example of the new Verification ID is: 612345678 instead of N12345678.

The updates are completed in the GRAM system and relevant to all US based cardholders, as well as cardholders carrying US cross border cards in the following portal campus and global study away sites:

    NYU Abu Dhabi            NYU Prague

    NYU Berlin                    NYU Tel Aviv

    NYU Florence

If you have any questions, please do not hesitate to contact us at payment.cards@nyu.edu

Sincerely,

NYU Global Payment Cards Team

group email: payment.cards@nyu.edu

April 12, 2018

Electronic 2017 Form W-2's are now Available in PeopleSync

To access your 2017 Form W-2 online, please follow the instructions Accessing Electronic Form W-2 Quick Step Guide (PDF).

A kiosk is available at 105 East 17th Street, 3rd floor, for employees who wish to use this service. You will be able to view and print your 2017 Form W-2’s from this private kiosk workstation. There will be step by step instructions at the kiosk for those that need assistance.

Employees who have elected to receive a paper 2017 Form W-2 should receive it via the US Postal Service, the week of January 29th. To consent to receive an electronic copy only of future Form W-2’s, please follow the instructions Opt Out of Paper Form W-2 (PDF).

If you have questions, please contact PeopleLink at AskPeopleLink@nyu.edu or 212-992-LINK (5465).

Restriction of Gift Card Purchases on Bank of America Payment Cards

The IRS considers all gift cards cash and cash equivalents subject to tax regardless of the amount of the gift card (e.g. a $1 gift card is subject to tax).  Bank of America Payment Cards cannot track and break out gift card purchases; they just track the merchant, e.g., CVS.

Read More about the Examples of Restricted Purchases

Clarification on Process for Standing Orders

The following communication was sent to Fiscal Officer’s on October 26, 2017.

We are writing to provide clarification on the processes for Standing Orders.  Please note the following (and please share with your  i-Buy NYU Shoppers/Requestors):

FY17:

Open FY17 Standing Orders were rolled as part of the overall PO roll into FY18. We apologize for any confusion caused by prior communications stating FY17 Standing Orders were closed. 

Effective Monday November 20, 2017 all remaining OPEN FY17 Standing Orders will be closed.  If appropriate, please ensure new FY18 Standing Orders are opened to avoid disruptions.

FY18 and Future Fiscal Years:

For all future year-end close processes the following will be initiated:

  1. Standing Orders that meet the criteria of (a) open balance greater than $250 and (b) activity within the last 120 days will be rolled forward to the new fiscal year.

    All other Standing Orders will be closed as per the standard year-end PO close process.

  2. The Standing Orders rolled forward to the new fiscal year will remain open for a period of six weeks in order for any lagging invoices to be paid.

  3. Invoices for Standing Orders that were rolled to the new fiscal year will be charged to the new fiscal year.   Accruals should be submitted if the goods / services were received prior to 8/31.

  4. Once the six week period into the new Fiscal Year is met, all prior year Standing Orders will be closed.

PLEASE NOTE: Standing orders are not auto renewed on yearly basis. Each school and unit is responsible for submitting a new Standing Order each year for those they wish to renew.

For questions regarding Standing Orders please contact Financelink at askfinancelink@nyu.edu or 212-998-1111.

October 26, 2017

New Supplier Request Form for Guest Reimbursements

The new Supplier Request Form for Guest Reimbursements will be available in i-Buy NYU effective June 12. 2017. The Supplier Request Form for Guest Reimbursements should be used only when NYU has agreed to reimburse an individual for costs they incur for coming to the University for an engagement.

Read More about the Supplier Request form for Guest Reimbursements


Fiscal Year 2017 News & Announcements

A Revised Version of the Signature Authority Policy is Now Available.

A revision has been made to the Signature Authority Policy as it relates to equipment leases. Signature Authority Policy 

Please send requests for approval along with a copy of the lease agreement to the University Treasurer, Janine Wilcox at janine.wilcox@nyu.edu.

June 12, 2017

Bid Waiver Guidelines

Procurement has created helpful Bid Waiver Form Guidelines to assist in clarifying for the University when and how the Bid Waiver Form should be used. The Guidelines are easily accessible on the i-Buy NYU Resources Portal (PDF).

June 15, 2017

A Revised Version of the Business Expenses Policy is Now Available.

The revisions include:

  1. Sales Tax (Page 7)
  2. Travel Insurance (Page 10)
  3. Extended Travel (Page 13) 

Business Expenses Policy

June 15, 2017

New Legal Requirements for Honoraria Payments 

The following communication regarding "New Legal Requirements for Honoraria Payments" was sent to FOs, HROs and all i-Buy NYU Advanced Requestors on May 12, 2017.  

Dear Colleagues:

In order to comply with the new NYC Freelance Worker Protection Law, beginning May 15, 2017, the following process must be followed for all honorariums:

  • The honorarium recipient and a representative of the University (with signatory authority) must sign a new “honorarium agreement” before the honorarium activity may commence (Note: A link to the agreement will be available in i-Buy NYU, the HRO Blog and on nyu.edu/financelink beginning May 15, 2017). This is the only form acceptable to ensure NYU’s compliance with new regulations. Individual contracts and agreements from schools or units may not be used.
  • Once the honorarium activity is completed, the Requestor must invite the recipient to complete the supplier registration process in i-Buy NYU. This process remains unchanged.
  • Once the recipient is a registered supplier in i-Buy NYU, the Requestor must submit the existing Honoraria/Limited Engagement Form in i-Buy NYU to initiate payment and attach the signed Honorarium Agreement at the “Internal Attachments”.

Questions:

For questions about this new process, please contact FinanceLink at askfinancelink@nyu.edu or 212-998-1111.

May 12, 2017

New Procedure for Compromised Payment Cards 

The following communication was sent to Fiscal Officers and Payment Card Approvers on 12/22/16. Bank of America’s New Procedure for Compromised Payment Cards (PDF)


Fiscal Year 2016 News & Announcements

i-Buy NYU Resource Portal

The i-Buy NYU Resource Portal was created to provide the NYU Community with one stop to access presentations, training documents and additional project materials about Project Lighthouse and i-Buy NYU.

Should you have questions about i-Buy NYU, please feel free to reach out to the project team via project.lighthouse@nyu.edu.

April 29, 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

Prevent Declined Transactions on Payment Cards

Due to significant increase in fraudulent transactions for all payment card issuers globally, banks have implemented strict preventive controls to mitigate this fraud risk. As a result, payment card transactions may be declined more frequently due to suspicious triggers or activities.

The Global Payment Card team created a memo with information to assist in identifying triggers for declined transactions and steps to avoid them. This was sent out to Fiscal Officers on October 5, 2015.


Fiscal Year 2015 News & Announcements

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

Student Pay Inquiries/Issues

If you are a student employed by NYU and did not get paid on your regularly scheduled pay date (missed a payment), please contact askpayroll@nyu.edu. Please provide the missed pay date, the corresponding dates in which you worked, and the name of your immediate supervisor.

If you need assistance recording your hours worked, please use The Student Employee’s Guide to Using NYU myTime for instructions.

For all other student pay related inquires and assistance please continue to contact PeopleLink at 212-992-5465 or askpeoplelink@nyu.edu.

October 12, 2015 (Updated October 27, 2015)

Departmental Purchases at the NYU Bookstore and Computer Store

In an effort to secure and streamline departmental purchases made at the NYU Book and Computer Stores, the paper, approved purchaser “lists” maintained by the Stores will be retired immediately.

Going forward departmental purchases made at the NYU Book and Computer Stores can be made using the following widely utilized and easy to use methods:

Read More