New Vendor Code Format

Later this summer, CUFS will import information daily from the Human Resources Information System.  This will have a direct affect on the way employee reimbursements are done.  All employees will be added to CUFS automatically, and their vendor codes will be updated daily from the HRIS.  This means that the Vendor Code Request Form for Individuals will not be required to add, delete or update an employee’s information in CUFS, thereby expediting the reimbursement process.  These employee vendor codes will be based on the Employee IDs (EMPL IDs) assigned by Human Resources.  They will begin with the prefix “EHR” and end with the suffix “A”.  The check address associated with each vendor code will be the same as your Payroll address.

As of January 1, 2004, use of the SSN was discontinued on non-employee vendor codes.  Currently, those vendor codes begin with “IA” and end with “A”.  You can find these new vendor codes for all established Individual Vendors in VENA by searching by the last name of the individual.  If you try to use the “I” vendor code you will receive an error message that says “Vendor has been placed on hold”.  You will then need to find the new vendor code in VENA.

You will be notified about the update to employee vendor codes as soon as IT sets the date for this change.  If you have any questions concerning the new employee vendor codes, please contact the CUFS Helpline at 7-3777.

A New Table with an Old Face: VENB

The new VENB table is already here.  VENB looks like the more familiar VEND table minus the “FEDERAL ID NUM” field where the FEIN or SSN are usually displayed.  Currently, on VENB, you can find the employee’s vendor code, name and address information.  And in the near future, this table will import the most up to date employee data from HR.

In CUFS, you can use the VENB table with the VENA table.  VENA allows you to search for a vendor code using the company’s name or the individual’s last name.  In most cases, only VENA is necessary to obtain the correct payment address for the payee (company or individual).  However, if you know the vendor code for a company, but need a different listing or address, the VENB table is very helpful.  This table allows you to view the various addresses and company names (subsidiaries, abbreviations and acronyms) as well as fax and phone numbers.

In the “VENDOR” field of VENB, enter the vendor code (V+FEIN number for companies) with no last number or letter on the first line under Vendor Code, and the initial address for that company appears.  Then use <ENTER> to page through each subsequent address until you have found the intended address.

POPS Has Moved

That’s right!  POPS (Purchase Order Processing Services) is no longer in the 2020 Ridge building.  They can now be found on the 2^nd floor of 619 Clark Street (Business and Accounting Building).

So, what does this have to do with you?  The hardcopy of your electronic purchase orders are processed by POPS.  When you process PDs (purchase orders) you use the “PRINT CLASS” field to indicate how the hardcopy of that purchase order should be handled.  This change will affect those of you who use “PK” (Pick Up) in that field.  As usual, POPS will pull that purchase order and hold onto the document until you come by to pick it up.  Instead of 2020 Ridge, however, the new pick-up location is 619 Clark on the 2^nd floor toward the back of the building.

There are other codes that are used in the  “PRINT CLASS” field, which this relocation will not affect.  Typing “FA” (Fax) in the “PRINT CLASS” field means POPS will fax your PD using the fax number indicated in the “COMMENTS” field.  Using “MO” (Mail Out) in this field allows the purchase order to be mailed to the vendor or payee.  The requesting department still gets copies of these purchase orders via campus mail.

And by using “NS” (No Send) in the “PRINT CLASS” field, the purchase order is not sent to the vendor.  Instead, it is only sent back to the requesting department.  Also note that the electronic PD must be “Accepted” before any of the above tasks are performed.

Helpful Commands and Shortcuts

For users who are constantly working in the CUFS2000 system, here are some commands and shortcuts that will help you navigate through the system faster and easier:

To go back to the beginning of a previous field, use “shift + tab”.

To go to the first field of any screen, use “home”.

While processing a PD:

To delete a commodity line, use “dl” in function, place the cursor on that commodity line, and press <ENTER>.

To edit the document, instead of “edit doc”, type “q”.

To approve a document, instead of “approve doc”, type “a+”.

To remove an approval, use “a-“ instead of “unapproved doc”.

To make a document accepted once all the approvals have been applied, type “r” instead of “run doc”.  There is no reverse of “run doc”.

To delete a document, “dd” can be used instead of “delete doc”.
To reverse the deletion of a document (before an overnight run), use “ud” or “undelete doc”.

To add more commodity lines, type “new line” or “nl” in function and press <ENTER>, or type “i” in function, place cursor on the third commodity line of the page and press <ENTER>.  The insert command (“i”) will give you a blank commodity page and you can now continue with commodity lines 4, 5 and 6.  Repeat for additional lines.

NG32 Modifications

For technical reasons, it recently has been necessary to re-write the code that underlies the monthly CUFS Sponsored Project Summary Report, known as the NG32.  In conjunction with this re-write, several minor format modifications/improvements have been made.  The new version will be available with the June 2004 statements.

The three main modifications you’ll see reflected in the NG32 reports are as follows:

Report Header

1.       The field formerly labeled “Comment” has been renamed “Budget Period Ending” to more accurately reflect the actual content of the field.

Body of Report

2.       Columns are labeled with letters above the titles to make clear how the balances and percentages in the right-most columns are calculated.  Note the remaining project balance is calculated on this report as (A) Current Modified Budget less (D) Expenditures Inception to Date less (E) Outstanding Encumbrances.

3.       A new column has been added (to the far right) that calculates the cumulative expenditures and outstanding encumbrances as a percentage of the budget.  This will provide a quick indication of the percentage of funds expended/obligated on the award.

As you are likely aware, a major initiative is underway to develop a web-based research data reporting tool: the Research Data Integration and Access (RDIA) project.  The first phase of this project will focus heavily on the presentation of sponsored project financial data, including detailed payroll information.  As such, in the coming months, we hope to provide you with a new and improved way to monitor the financial activity on your projects.

As always, please contact your ASRSP representatives if you have any questions.