2016 News

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

Dear Fiscal Officers & Card Approvers,

Please share the attached with your cardholders.
We wish to pass on Bank of America’s new procedures handling compromised cards. Payment cards impacted by stolen card data due to successful hacking of a merchant are considered compromised. Not all compromised cards generate fraudulent transactions.

A large number of payment cards were compromised at merchants in the past few weeks. This is an issue for selected vendors, not specifically an NYU issue. The bank is being proactive in replacing cards before any fraud occurs. As soon as Bank of America identifies cards to be part of a Data Compromise at a particular merchant, the bank re-issues these payment cards. Please be advised, New York University is not made aware of the payment cards impacted by the compromise and/or the merchants involved.

If a payment card is compromised, a replacement card is mailed to the Global Payment Card team at 105 East 17th Street, New York, NY 10003, without advance notification. The team will reach out to the cardholder via email when the replacement card is available for pick up. The cardholder’s current payment card will remain open for another 30 days. Bank of America includes a note within the card envelope disclosing the date of cancelation of the existing card.

The replacement payment card must be activated by the cardholder calling 1-844-861-4373. Re-registration (different than activation) of the card is not necessary. The PIN will remain the same on the replacement card. The compromised cards must be discarded as soon as the replacement cards are activated.

As soon as the cardholder or card approver log in to the GRAM system, both the new and old payment cards will be displayed in a drop down menu on the Home Page.

We apologize for any inconvenience this may have caused. If you have any questions or concerns, please do not hesitate to contact us.

Sincerely,

The Global Payment Card Team
payment.cards@nyu.edu

December 22, 2016

Paycheck Pickup Locations for Student Employees

Starting January 13, 2017, paychecks for student employee and student stipend recipients will only be available for pick up at four new locations.

  • If your job is north of 70th Street: Institute of Fine Arts - IFA (1 E. 78th Street)
  • If your job is between 23rd Street and 70th Street: Office of the Bursar at Dental (345 E. 24th Street, C118)
  • If your job is south of 23rd Street: Manhattan StudentLink Center (383 Lafayette Street)
  • If your job is in Brooklyn: Brooklyn StudentLink Center (5 MetroTech Center, Dibner 201)
Enroll in Direct Deposit

For a more secure and simple way to receive your pay, you can opt to sign up for direct deposit instead of paper checks. Follow these steps to enroll in direct deposit in PeopleSync.

Questions?

Contact askPeopleLink@nyu.edu or 212-992-LINK (5465)

The following communication was sent on 9/1/2016

Position Management Go Live

We are excited to announce that Position Management is live in PeopleSync as of today, September 1, 2016. This new set of functionality and reporting will help to provide you with the ability to plan, manage, and report on positions with increased visibility. Please share this announcement with your Finance, Budget and HR teams.

What is Live

  • Original position budgets, pre-encumbrances and encumbrances in PeopleSync
  • Position budget checking for PeopleSync transactions
  • Budget modifications for position budgets in BIA BudMod
  • Position Management reporting in PeopleSync and UDW+

Resources

Visit the Position Management Go Live site for announcements, FAQs and resources

PeopleSync materials are available in iLearn. Search for “PeopleSync” or “HRS 000” and scroll to the bottom of the list to the Position Management section.

UDW+ Position Management Reference Guide

Operating Policy and Procedures

Please review the Position Management Operating Policy and Procedures on the Budgeting and Planning page. This document provides guidelines on how the new Position Management functionality should be implemented at the University.

Support

Thank You

Fiscal Officers, HR Officers and the members of our working group have been instrumental in the progress and success of Position Management and, as always, we appreciate your support and participation. Thank you!

September 1, 2016

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

Important i-Buy NYU Update

The following communication was sent on 6/17/16.

Dear Colleagues,

First, our sincere thanks to you and your teams for your active participation and engagement in Project Lighthouse over the past several months.

To ensure you and your staff have the best possible experience with i-Buy NYU, we have decided to postpone the go-live date by one week, to June 27, 2016. This will allow for some additional testing on our part and for the remainder of our power users to complete training. Please be sure to share this news with your grant administration and buying/paying staff.

Important Dates
Please refer to the bullets below for important information on how to order and pay for goods/services between Monday, June 20th and Friday, June 24th:

  • June 20-June 24: Please use your P-Card to accommodate unplanned and/or emergency purchases. If you need to amend your P-Card limits (during this time period only), please email payment.cards@nyu.edu. The limits for each card type are listed on page 6 of the Payment Card Policy.
    NOTE: You can continue to use the Business Payment Form (BUS5000) and Payment to Individuals Form (IND4000A) during this time.
  • June 27: i-Buy NYU is live and 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.
  • 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).
  • June 28: Invoice images and approval data from Flextecs can be requested by contacting the FinanceLink Service Center (AskFinanceLink@nyu.edu or x81111).

Resources and Support
Please continue to refer to the i-Buy NYU Resource Portal for important updates and helpful resources such as:

  • The i-Buy NYU Training Materials tab, which includes links to Videos and Tip Sheets (all materials will be accessible by June 20) 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
  • Please feel free to contact us at project.lighthouse@nyu.edu. Starting on June 27, please contact FinanceLink (212-998-1111 or AskFinanceLink@nyu.edu) for all questions and assistance with i-Buy NYU.

Once again, thank you for your patience and continued support.

Best,
Project Lighthouse Team

June 17, 2016 (updated 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

June 10, 2016

Important Dates for Project Lighthouse

Below are important information and dates regarding ordering and payment processes, and the transition of existing eReq orders to the new system as we move closer to i-Buy N​​YU’s Go-Live date.

For the time period of June 4-17, 2016 only, please use your P-Card to accommodate unplanned and/or emergency purchases. If you need to amend your P-Card limits (during this time period only), please email payment.cards@nyu.edu. The limits for each card type are listed on page six of the Payment Card Policy.  

Dates

Notes

June 3

LAST DAY for entering FULLY APPROVED requisitions into eReq
(Procurement team will expedite all reqs entered up to, and on
this date). LAST DAY for POs to be loaded in Flextecs for subawards.

June 4

LAST DAY to load subaward invoices in Flextecs. Any invoices
received after June 4 will be processed in i-Buy NYU.

June 6

eReq will be made available for VIEW ONLY purposes indefinitely.

June 10

LAST DAY for Principal Investigators to approve subaward invoices
in Flextecs. Any unapproved invoices as of June 10 will be canceled
by Flextecs and reprocessed in i-Buy NYU. Starting at 11:59pm,
Flextecs will no longer be accessible.

June 14

LAST DAY for processing eReq PO invoices through Accounts
Payable.

June 20

i-Buy NYU Go Live

July 1

Recurring payments will be executed with the legacy method
(i-Buy NYU recurring payments will be executed beginning
August 1, 2016).

Invoice images and approval data from Flextecs can be
requested by contacting the FinanceLink Service Center
(askfinancelink@nyu.edu or x81111).

April 15, 2016 (Updated May 11, 2016)

AP Workflow Service Interruption

A technical issue was experienced with AP Workflow for the period of March 3 (5:00 PM) to March 8 (11:00 AM) which resulted in requests failing to complete the workflow steps and submitting to FAME for review and payment. The issue was resolved and the workflow for any impacted requests resumed over the weekend. Once the remaining workflow steps are completed, the request will feed to FAME for review and payment this week. 

March 14, 2016

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)