NYU Fiscal Officer Corner

AP Workflow Update: Changes to Direct Deposit and Check Distribution Information

The following communication was sent to Fiscal Officers on May 10, 2021.

We are pleased to announce an improvement to the AP Workflow experience. Beginning May 24, when an expense reimbursement or advance is requested, the system will be populated with employee data records (name, address and banking information) directly from PeopleSync (Workday), eliminating manual entry. 

You are receiving this email due to your status as a Fiscal Officer of a school or unit(s), and we would like you to receive advance notification. A detailed communication will be distributed to all AP Workflow users after the new payment election is enabled tomorrow. 

Who Is Impacted

All employees who use AP Workflow to request expense reimbursement or cash advance

What Will Change

• Users who wish to receive payment via direct deposit will need to update a new category “USA-Expenses” in the Payment Election section of PeopleSync
• Users who wish to receive payment via a physical check should confirm the accuracy of their permanent home address in the Contact Information section in PeopleSync, or add a mailing address if they want it to be sent to a different location
• The paper Direct Deposit Authorization form will no longer be used to request direct deposit for expense reimbursements and cash advances

Why This Matters

Automatically populating the system with PeopleSync data will:

• Increase data compliance by using one source of truth
• Eliminate data inconsistency by removing errors caused with manual entry
• Minimize financial risk by removing opportunities for fraudulent payments
• Simplify and accelerate the direct deposit enrollment process by eliminating paper forms

If you have any questions, please contact the FinanceLink team by phone at 212-998-1111, or by email at askfinancelink@nyu.edu and we will be happy to help.

BofA’s Global Card Access just launched an app!

The following communication was sent to BoA Cardholders on February 12, 2021.

Bank of America Cardholders:

We wanted to give you a heads up below about the bank's recent mobile app called Global Card Access. We encourage you to download the new mobile app to your phone.

You will be able to take advantage of most features currently available via BofA GRAM, including:

• checking your available balances and credit limit;
• checking your current transactions;
• placing a temporary hold on the card if any suspicious activities are identified. You can also reach out to the bank's Help Center via the app; and,
  
• once logged in, cardholders can self-serve using various methods

The new Global Card Access phone app will help you manage your BofA payment card account and increase compliance.

Click here to find out more: Global Card Access now has an app!

Best regards,

The Global Payment Card Team

Revised Process for Hiring Temporary Employees

The following communication was sent to Human Resources Officers and Fiscal Officers on November 17, 2020.

As you are already aware, the hiring of temporary employees has been suspended since March. Any requests for a hiring exception, which should be rare, are to be submitted to Sabrina Ellis, VP of Human Resources, and Cathie Nadeau, VP of Budget and Financial Planning at admin-hiringexception@nyu.edu for approval.

Once approval is received, please follow the updated  process which now requires a requisition/PO for all temporary staffing hires.

New Process for Approved Temporary Employees:

1. Once approval is granted, contact the NYU approved Staffing Agency. Preferred staffing agencies can be found on the NYU Buying and Paying pages.
2. If you are ONLY requesting payroll services from an agency, then skip to step 5.
3. If you are asking for an agency to recruit a resource, then provide the agency with:
   • Requestor's full name
   • Assignment location and telephone number
   • Division/Department
   • Temporary type and description of assignment, including any specific software or other skill required, and any other pertinent information
   • Start date and approximate end date, person to whom the temporary employee will report
4. The agency will find a suitable match and call you with the name of the temporary.
5. The Hiring Manager, HRO  or their designee is responsible for creating a  non catalog PO for the duration of the engagement and attaching the hiring exception approval to the request.
   • The PO must include two (2) line items:
     1. The hourly Bill rate x  numbers of temp hours
     2. Ancillary fee to cover any sick leave and ACA
   • At the end of each week, the agency will submit a copy of the time sheets to the hiring manager for approval
   • The hiring manager must attach the approved timesheet and the approval to hire the temp staff to the PO and create a cost receipt against the PO in order to trigger a payment to the agency

For all New Temporary Staff approved as of November 23:This process is effective immediately for all new hires.

For all Current Temporary Staff: A Non Catalog Purchase Order must be created in i-Buy NYU for all existing temporary staff by November 23.

Who is Affected

Anyone who has hired or plans to hire a temporary employee from an outside agency.

Why This Matters

As the University navigates the financial impact of the COVID-19 pandemic, this new process ensures that:

• The University is exercising diligent stewardship when considering expenses necessary to continue University work
• Staffing agencies are billing for the correct number of hours and at the contracted rate
• Business units are aware of their ongoing expenses related to temporary staffing

All HR Managers will be responsible to ensure that hiring managers are aware of this new process.

Procurement will be offering an i-Buy NYU Training class via Zoom on how to create a Requisition and conduct cost receipting. The Zoom class will be hosted on Friday, November 20, at 10am; the session will be recorded should you wish to access it for reference at a later date.

For questions please contact FinanceLink at askfinancelink@nyu.edu or 212-998-1111.

Tip Sheet: Submitting a Non-Catalog Order for Temporary Employees

Tracking COVID Related Costs in i-Buy NYU

In order to track costs related to COVID-19, a required field has been added to requisitions. The field is a dropdown selectable field with YES or NO as the two selectable values. The field must be completed in order for the requisition to be submitted and the only possible values are YES or NO. The requestors will need to complete before the Submit Order will be active.

Please pass along to anyone that requires this information.

By Definition, A COVID-related expense is an expense that would not have been incurred if not for the virus.  

2019 Position Management Updates

On September 1st, 2019, Position Management updates went live. The enhancements include new reports, dashboards, and improvements to the system and processes.

You can view the roadshow deck (PDF, NYU login required) to learn more about these updates. If you missed the roadshow, you can also watch a video demo recorded at the session.

Chartfield Maintenance Application Now Available

The following communication was sent to the Fiscal Officers on April 29, 2019.

Dear Colleagues,

We are pleased to announce the new Chartfield Maintenance (CFM) application is now available. You may begin using this tool to request new chartfield segments.

What’s Changed:

As a reminder, submitting requests via email and ModTrak is no longer accepted. Please use the CFM forms to create, modify and inactivate the following chartfield segments:

• Account
• Organization unit
• Program for Undesignated Operating Funds (Funds 10, 12, 14, 16, including all Global, NYUAD and  NYUSH Funds)
• Program and Project for Fund 20 (Management Designated)
• Program and Project for Fund 22 (Restricted Gift)
• Program for Endowment Funds (Funds 41, 42, 43, 45 and  46)
• Program for Fund 40 (Investment)
• Program for Fund 44 (Annuities and Life Insurance)
• Program for Fund 60 (Service Centers)

How to Access CFM:

• Navigate to the Chartfield Maintenance Forms card from the NYU Home > Work Tab
• Or via the CFM url: https://bpasprod.its.nyu.edu/cfm/jsp/home.jsp
• If you do not see the card in your Work tab, please contact AskFinanceLink@nyu.edu

Support:

• Until May 10: contact it-cfm@nyu.edu for all questions
• After May 10: contact AskFinanceLink@nyu.edu or 212-998-1111 for all questions

Upcoming Enhancements:

The following will become available in the coming months:   

• Processing mass requests
• Reporting on all submitted requests

We appreciate your support of this process improvement initiative.

April 29, 2019

NYU Finance Academy Application is Now Live!

The following communication was sent to the Finance Council on February 4, 2019.

Good Afternoon Finance Council,

We hope this message finds you well, and we are delighted to announce that the application for the NYU Finance Academy is now live. Special thanks to the working groups for their efforts on this program.

The target audience for this program is administrators in finance-related roles where 50% or more of their job responsibilities are related to finance or budget specific tasks. Please feel free to share broadly (or specifically, if you have someone in mind).

We will be accepting self-nominations until February 28th. Interested individuals can apply at http://bit.ly/nyu_finance_academy

If you have any questions, feel free to contact us.

Best regards,
Eric Loffsfold, project lead
Mike McCaw, project manager

February 4, 2019

ATTN: All P-Card Transactions will Bypass Budget Check Starting in December 2018

The following communication was sent to P-Card Users, Approvers, and Fiscal Officers on November 27, 2018

To P-Card System Users and Approvers,

Beginning in December 2018, all P-Card transactions approved in the GRAM System will post to submitted chartfields regardless of available balance, with the exception of transactions for funds 24 and 25 (sponsored funds). The update will significantly reduce the manual cleanup effort required to address transactions that fail budget check, which is currently required each month after transactions are processed.

This change will impact transactions as follows:

• Transactions that fail budget check will still be posted, and may result in a budget deficit.
• This will also apply to default chartfields. If an invalid chartfield is replaced with a default chartfield that fails budget check, that transaction will still be posted to the default chartfield, and may result in a budget deficit.
• Please note that any budget deficits that occur as a result of these transactions should be remediated as soon as possible.
• This change does not apply to funds 24 and 25 (sponsored funds), which will continue to follow existing processes.

Thank you for the continued support as we implement this change.

November 27, 2018

i-Buy NYU Supplier On-Boarding Notice

The following communication was sent to Fiscal Officers on October 8, 2018.

As part of our continued efforts to maintain and exhibit best business practices, the University will be reaching out to suppliers who have not yet registered in the i-Buy NYU Supplier Portal.

The i-Buy NYU Supplier Portal provides self-service for NYU’s suppliers to:

1. Access and upload invoices
2. View purchase orders
3. Obtain payment status on uploaded invoices
4. Maintain and update address, contact, payment, tax and insurance information

Individuals reimbursed for guest travel will not be asked to register.

Effective immediately, suppliers will only be able to update their address, contact, payment, tax and insurance information through the i-Buy NYU Supplier Portal.

Please review the Supplier On-Boarding Policy for more information.

Registration in the i-Buy NYU Supplier Portal is essential for the accurate, timely issuance of purchase orders and payment of invoices.

For information on how NYU conducts business with Suppliers please see How to do Business With NYU on the Supplier Information page.

Direct link for the suppliers that have already registered: i-Buy NYU Supplier Registration Portal

Please contact askfinancelink@nyu.edu if you have any questions. 

October 8, 2018

Federal Work Study Students Payroll Time Sheet Approval Notification

The following message was sent to myTime Time Sheet Approvers. Please direct any questions to PeopleLink at askpeoplelink@nyu.edu.

Dear Time Sheet Approver,

You are receiving this message because of an important change to the way unapproved student hours will be charged to your budget. 

All unapproved hours a student works will automatically be charged to a non-federal work study salary account (default chartfield) in PeopleSync for the appropriate school or unit, instead of being charged to the FWS program chartfield. 

Federal guidelines require that all FWS hours be certified, reconciled, and approved by the student’s supervisor in order to use the federal funds.

As part of our continued effort to review process and policy, we have identified an opportunity to clarify and strengthen our practice in regards to Federal Work Study (FWS) administration.

The following change will be effective beginning with the 10/1/2018 MyTime (payroll) deadline for the pay period ending 09/30/2018:

• In the event that a FWS student’s time sheet is not approved in myTime before the payroll deadline (XLS), all unapproved hours worked will automatically be charged to a non-federal work study salary account (default chartfield) in PeopleSync for the appropriate school or unit, instead of being charged to the FWS program chartfield.
• Approvers will have the ability to go back two pay periods to amend/approve unapproved time sheets to correct the chartfield.
• Unapproved time sheets that go back further than two pay periods will require a retro amendment/approval by your Human Resources Officer (HRO).
  • Fiscal Officers will then be required to create a Payroll Accounting Adjustment to correct the hours erroneously charged to default chartfield.

If you have any questions, please contact PeopleLink at askpeoplelink@nyu.edu or 212-992-5465.

Thank you in advance for your cooperation.

For more information, refer to the:
— NYU myTime FAQs for Approvers (PDF)
— NYU myTime Quick Steps for Approvers (PDF)

September 28, 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).

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

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