1. What is the difference between FN DeptID and HR DeptID ? NUFinancials only uses DeptID?
2. Can we use any accounts now since all are open on NUFinancials?
3. If all accounts are open on NUFinancials why would I have to contact Accounting Services or ASRSP to open account?
4. How will activity values other than '01' be handled?
5. Are all accounts (objects) open on gift and endowments?
6. Is ASRSP going to update the GDES to extend funding 1 year at a time or are they to extend it for multiple years?
7. They mapped our old suspense accounts why can't we use them for Suspense?
8. How do we find what chartstring is being used for our Suspense?
9. How do we see our Suspense?
10. How do you fix Suspense?
11. How will Suspense look in Cognos (budget statements)?
12. What if funding goes to suspense for November?
13. Is there a validation of the new chartstring on ETES?
14. Do we still need Shared Departments?
15. What is a PTA (Payroll Transaction Approver)?
16. Why do we have to approve funding we do not own?
17. For New chartstrings will there be a default PTA (Payroll Transaction Approver)?
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1. What is the difference between FN DeptID and HR DeptID ? NUFinancials only uses DeptID?
FN DeptID (7 digits) in HRIS is used to identify the NUFinancials DeptID which is part of the chartstring. HR DeptID (6 digits) is the same DeptID we have used in HRIS to group employees, positions and locations.
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2. Can we use any accounts now since all are open on NUFinancials?
It is incorrect that all accounts are open in NUFinancials. NUFinancials has rules that are applied as you enter transactions that evaluate whether the account should be accepted. Similarly, NUFinancials provides a list of valid chartstring combinations that may be used for Payroll transactions.
Use the View Valid Chartstring page to determine if the accounts you wish to use are open. For non-grant chartstrings, any payroll account is valid when the chartstring is shown on the page. For grant chartstrings, only those accounts listed on the page may be used.
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3. If all accounts are open on NUFinancials why would I have to contact Accounting Services or ASRSP to open account?
Only those chartstrings shown in View Valid Chartstrings are open for entry and posting. Chartstrings are open for payroll only when they have budget in NUFinancials (zero budgets do open accounts). Additionally, Project chartstrings expire on the stop date of the project. If for any reason the chartstring / account you want to use is not shown in View Valid Chartstrings, it must be opened in NUFinancials before it can be used in HRIS. (There is a one day delay between opening the chartstring in NUFinancials and being able to use the value in HRIS.)
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4. How will activity values other than '01' be handled?
The default value for activity in HRIS is '01'. However, any activity value provided in the list of budgeted chartstrings from NUFinancials will be accepted in HRIS. The valid values can be seen in the View Valid Chartstrings page. If an activity value is not provided, as in the case of ETES transactions, the activity that is open in the budget, for the dates on which the activity occurs, will be charged.
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5. Are all accounts (objects) open on gift and endowments?
There are no absolute rules about which accounts are open for chartstrings. The only way to determine if the accounts are open for posting is to look on the View Valid Chartstrings page.
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6. Is ASRSP going to update the GDES to extend funding 1 year at a time or are they to extend it for multiple years?
All project Start and Stop dates are controlled by NUFinancials. Questions about the rules that are used to establish Chartfields in NUFinancials should be directed to 1-Help or to the organizations that control the budget.
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7. They mapped our old suspense accounts why can't we use them for Suspense?
Suspense accounts were mapped early in the conversion process to enable old GL transactions to be converted; however, the budget office determined that there would be no accounts specifically designated for suspense in the future. All suspense activity must be charged to a regular account that appears on budget statements and financial reports. The old mapped suspense accounts are not open for posting in NUFinancials.
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8. How do we find what chartstring is being used for our Suspense?
Your school administrators provided HRIS with the suspense chartstrings that should be charged for department's suspense. A public query, HR_DEPT_SUSPENSE, has been created that allows you to enter your HR Department ID to see your designated Admin Unit and suspense account designation.
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9. How do we see our Suspense?
Suspense will appear on the suspense report just like it does now.
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10. How do you fix Suspense?
You will correct suspense by completing a journal just like you do previously. To clear the suspense, enter SUSP in Chartfield 1 as you remove the amount from the bad chartstring. Do not put SUSP in the chartstring when you charge the correct chartstring.
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11. How will Suspense look in Cognos (budget statements)?
The Cognos budget statements were designed and developed by the NUFinancials team. Suspense on the Cognos reports should be indicated by SUSP in Chartfield1. Any questions regarding the Cognos budget statements should be directed to the NUFinancials team.
HRIS will continue to delivered PED reports and Suspense reports through VISTA . Chartfield1 value of SUSP indicates charges incurred through suspense activity.
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12. What if funding goes to suspense for November?
Funding for all suspense incurred from 9/1/08 to 11/30/08 was moved to NUFinancials accounts according to the mapping chart provided by NUFinancials. If the specified accounts are not open for posting in HRIS, they will have to be opened by NUFinancials prior to entering the Journal Entry to move the suspense values.
Suspense incurred after 11/30/08, including the BIR/BIT payroll paid on 12/5, will be charged to the accounts indicated for each Department.
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13. Is there a validation of the new chartstring on ETES?
There is no validation when entering special accounts in ETES. This is the same as ETES functioned with CUFS (no validation during entry). The user is responsible for ensuring that the special account entered in ETES is valid. Use the View Valid Chartstrings page to verify that accounts are valid prior to entry in ETES.
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14. Do we still need Shared Departments?
Owners of funding will be able to see and approve the funding lines without being part of a shared department. Shared departments are only needed if multiple organizations need the ability to see and update the position and all elements of the employee's filling the positions.
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15. What is a PTA (Payroll Transaction Approver)?
PTAs are approvers for funding that is deployed. The PTA is authorized to approve the NUFinancials chartstring. All chartstrings used in FY2009 have been assigned PTAs by the schools.
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16. Why do we have to approve funding we do not own?
Deployed approvers must indicate approval on every line of open funding for each transaction. This is a technical requirement of the system as the approval is recognized at the event level, not the funding line during the approval process. Every approver will be required to mark every funding line as part of the approval process. Marking the rows Approved, does not indicate your authority over each funding line, but it does permit the transaction to function properly.
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17. For New chartstrings will there be a default PTA (Payroll Transaction Approver)?
When a new chartstring is created that uses a new FN Department / Project combination, the department that owns the chartstring must have a PTA assigned before the chartstring can be used in a deployed transaction. There are no defaults.
Contact the HRIS Help Desk at 7-4800 to assign PTAs to new chartstrings. Eventually, school administrators will be able to update the PTA values.