News and Messages - 2019

About PeopleSoft Financials and its related business processes

Please note that information on these EFS Updates may have changed since they were posted. Certain content referenced on this page may also have been removed from the website (old, obsolete, or no longer correct).

Messages are listed in order by date (most recent at the top).

PeopleSoft Financials 9.2 messages

Audience Date Message
Payroll Accounting, Financial Reporting, General Ledger 12/30/2019 RESOLVED: Finance Encumbrances and Payroll Data
On December 24, an issue caused all existing payroll encumbrances to reverse and recalculate only through January 3, 2020. The issue has been resolved and payroll encumbrances will recalculate correctly tonight. All corrected payroll encumbrance balances will be available on UM Reports and in UM Analytics tomorrow morning. Due to the payroll being moved back a day to January 2, 2020, payroll activity for the current week will not be reflected in Finance Payroll Accounting UM Reports until tomorrow morning.
Department Deposits 12/11/2019 Twin Cities Campus, don't leave cash and checks sitting around--finish the entire departmental deposit process in one day 
Department Deposit preparers should enter the deposit, scan checks into Wells Fargo, get the verification of the completed deposit in Wells Fargo, get it to the approver so that person can validate that the deposit in EFS and Wells Fargo match. Cash deposits should be brought to the drop box on the same day the deposit is entered. Thanks for ensuring cash and checks are deposited in a timely manner. Crookston, Duluth, Morris, Rochester: Continue to work with your business offices to make deposits in a timely manner.
General Ledger 12/10/2019 Period 5 is closed as of 10am 12/10/2019
General Ledger 11/11/2019 Period 4 is closed as of 11am 11/11/2019
Internal/External Sales 10/21/2019 Change made in EFS October 20, 2019: Opening non-sponsored contracts (External Approvals (ESA), Internal Approvals (ISA), and External Sales (OES) contracts), will now open in Perceptive Content's Experience application. Here you will be able to see all attachments to a contract within one Experience document. The new drawer in Perceptive Content is F CA IE Sales and the following are searchable fields: Contract Number, Customer, Contract Type, Signed Date, Contract Administrator, and IESAF Number.
Perceptive Content 10/18/2019 Perceptive Content will be unavailable for approximately one hour on Sunday, October 20 between 8:00 a.m. and 9:00 a.m. for maintenance. 
Perceptive Content 10/10/2019 Perceptive Content will be unavailable for a few minutes on Sunday, October 13 between 6:00 a.m. and 7:30 a.m. for scheduled network firewall maintenance. 
General Ledger 10/9/2019 Period 3 is closed as of 10am 10/9/2019
Payroll Accounting 10/2/2019 Direct retro distribution processing delays
Direct retros entered and approved after 11am on Tuesday, October 1st will be processed in HRMS at noon, but will not post to the General Ledger until this evening. All direct retros will be available on UM reports tomorrow morning.
General Ledger 9/11/2019 Period 2 is closed. As a reminder, activity for the accounting period that is closing needs to be completed on the 6th business day, and actual the accounting period close is on the morning of the 7th business day.
Helpline Service Reductions 9/25/2019 The University Financial Helpline will be closed on the following date(s)/times:
October 16, 2019 all day for Chrome River Navigator/FSUN General Membership meeting
Travel and Expenses 8/19/2019 [Resolved] Expense Report Related Content Function
The related content function that can be accessed on the Expense Report Summary page to view chartfield information and other related transaction information is currently not working properly.  We are working to correct the issue.  We will update this message when the issue is resolved.
Payroll Accounting 8/15/2019

[Resolved] Biweekly payroll encumbrances are not available
Due to system processing delays, biweekly payroll encumbrances processed on Wednesday night will not be available on financial reports until tomorrow, August 16. Payroll encumbrances on financial reports are current through Tuesday, August 13.

Helpline Service Reductions  9/3/2019 The University Financial Helpline will be closed on the following date(s)/times:
September 3, 2019 from 12:30 p.m. - 3:30 p.m. for a staff retirement event
Helpline Service Reductions  9/25/2019 The University Financial Helpline will be closed on the following date(s)/times:
September 25, 2019 from 8:00 a.m. - 2:30 p.m. for the U Market Supplier Showcase.
Payroll Accounting 8/15/2019 Biweekly payroll encumbrances are not available
Due to system processing delays, biweekly payroll encumbrances processed on Wednesday night will not be available on financial reports until tomorrow, August 16. Payroll encumbrances on financial reports are current through Tuesday, August 13.
Payroll Accounting 8/13/2019 Direct retro distribution processing delays: Direct retros entered and approved after 11am on Monday, August 12th were processed in HRMS but will not be posted to the General Ledger until this evening. All direct retros will be available on UM reports tomorrow morning
General Ledger 8/09/2019 Accounting Period 1 is closed
Reporting 8/09/2019 Finance Reporting/Analytics: Finance UM Reports, UM Analytics, and the Data Warehouse reflect data as of August 7, 2019. The morning data loads for Finance reporting applications have not completed this morning.  Data rendered in these applications is currently a day old.  OIT teams are troubleshooting the issue and an update will be provided as soon as the issues are resolved.  We apologize for the inconvenience. (Posted August 9, 2019)
Payroll Accounting 8/06/2019 Direct retro distribution processing delays:
Direct retros entered and approved after 11am on Monday, August 5 were processed in HRMS but will not be posted to the General Ledger until this evening. All direct retros will be available on UM reports tomorrow morning.
General Ledger 7/29/2019 FY19 P913 carryforward balances were posted yesterday afternoon.
General Ledger 7/26/2019 [Resolved] Voucher processing delays
Due to processing issues on Wednesday night, vouchers that were paid have not posted to the General Ledger.  Also, because of this issue we have had to remove the payment post process from the nightly batch processing, this will further delay the posting of payments to the General Ledger.  We will keep you posted as we learn more.
General Ledger 7/18/2019 Period 913 of FY19 is closed. 10:33 a.m.
General Ledger 7/15/2019 Carryforward balances for period 12 of FY19 are posted in EFS and as of 11:45 am also reflected on reports
General Ledger 7/10/2019 Period 12 of FY2019 is closed as of 11 am. Period 913 is open
Payroll Accounting 7/2/2019 Retro Distribution Processing Issues
As you know, PeopleSoft has recently had a few issues with Retro distributions processing during the nightly batch. As a result, it delays the retro from posting to your reports the next day. Unfortunately, it has not been the same issue causing this each time. We are working to resolve the issues. In preparation for year-end, please do not wait to process your Retro distributions until the last day of Period 12 or Period 913. If there is a batch issue, you may not have an opportunity to review your reports before we close the periods.
Payroll Accounting 7/2/2019 Direct retro distribution processing delays
Direct retros entered and approved after 11am on Monday, July 1 were processed in HRMS but will not be posted to the General Ledger until this evening.
ALL 7/1/2019
Payroll Accounting 6/28/2019 New public query UM_PA_AUDIT_DISTRIBUTIONS is now available
A new Payroll Accounting query has been created to view audit information on distribution entry changes  This new query will show historical updates (add, delete, percentage changes) on distribution information by Emplid and Fiscal Year. Navigation within PeopleSoft: UM HR Homepage > UM Payroll Accounting (tile) > Query Viewer > Query name: UM_PA_AUDIT_DISTRIBUTIONS
Deposits 6/27/2019 Department Deposit Reminder
Please make sure that all departmental deposits are deposited at the bank, entered and approved in PeopleSoft by the Friday, June 28 deadline. Approvers must approve the deposits in PeopleSoft to ensure the transaction is included in your FY 2019 activity.
Payroll Accounting 6/26/2019 New Tuesday: Direct retro distribution processing delays
Direct retros entered and approved after 11am on Tuesday, June 25 will be processed in HRMS at noon but will not be posted to the General Ledger until this evening. All direct retros will be available on UM reports tomorrow morning.
Reporting 6/26/2019

UPDATE Finance Reporting/Analytics
Finance UM Reports, UM Analytics, and Data Warehouse data loads are complete and all data is now current with activity that was posted to the General Ledger by midnight. 
Previous update: Finance UM Reports and Data Warehouse data is now current. UM Analytics data loads are in progress and are anticipated to be complete by noon.

Original: Finance UM Reports, UM Analytics, and the Data Warehouse reflect data as of June 24, 2019. The morning data loads for Finance reporting applications have not completed this morning. Data rendered in these applications is currently a day old. OIT teams are currently troubleshooting the issue and an update will be provided as soon as the issues are resolved.
Payroll Accounting 6/25/2019 Direct retro distribution processing delays
Direct retros entered and approved after 11am on Monday, June 24th were processed in HRMS but will not be posted to the General Ledger until this evening. All direct retros will be available on UM reports tomorrow morning.
Payroll Accounting 6/20/2019 Fiscal year-end: payroll encumbrances
All non-sponsored and cost-share payroll encumbrances have been zeroed out for fiscal year 2019. Payroll encumbrances for sponsored chartstrings will continue to be available on payroll reports until June 30, when they will be zeroed out on the last day of the fiscal year. On July 1, all payroll encumbrances will be calculated for fiscal year 2020 and will be available in reporting on July 2. Reminder: No daily payroll encumbrance adjustments will be processed between June 20 and July 3.
General Ledger 6/11/2019 Accounting period 11 is closed.
Payroll Accounting 6/09/2019

Payroll Accounting Distributions for FY 2020
On Sunday June 9, Accounting Services completed the payroll accounting distribution roll for fiscal year 2020. All current and future-dated payroll accounting distributions were automatically copied forward into the new 2020 entry and are available for review as of Monday June 10. Reminder: If any distribution changes are needed for the 26th pay period that should also apply to the first pay period of 2020, distribution changes must be made in both 2019 and 2020.

Reporting 5/29/2019

Update May 31: Situation resolved.
Update May 30 1:20 p.m.: Finance UM Reports and UM Analytics Report are available, however ad hoc UM Analytics queries remain unavailable for the Finance - Grants, Projects, and Contracts (GPC) subject area.

Financial Reporting Data loads for Finance UM Reports and UM Analytics are delayed on Thursday, May 30. Data is expected to be updated by approximately 10:30 am.

ALL 5/29/2019

Resolved: System processing ran long last night
System processing ran long last night and jobs are still running now.

  • Cash advances, travel authorizations, and expense reports in PeopleSoft did not budget check last night. The situation is such that Expense module activity from yesterday cannot be processed until tonight. Cash advances, travel authorizations, and expense reports approved or entered in PeopleSoft yesterday (May 28) remain in the state they were yesterday at the end of business. Activity will not be reflected in UM Reports or UM Analytics until tomorrow.
  • Grants, Projects, & Contracts transactions entered yesterday may not be reflected in Finance UM Reports or UM Analytics today.
  • This does not impact activity flowing through Chrome River.
  • Direct retro distribution processing delays, direct retros entered and approved by 5pm on Tuesday, May 28 were processed in HRMS but will not be posted to the General Ledger until this evening. They are not available on UM reports at this time. After processing is complete, all direct retros will be available on UM reports tomorrow morning.

Processing will complete tonight.

Fiscal Year-End 5/15/2019 The fiscal year-end memo has been posted.
Budget 5/13/2019 Update: Position Budgeting Alert

Update: The issue has been fixed. You may now use the Refresh HR Data functionality again. Apologies for the inconvenience.

Original: Do not click on Refresh HR Data on the Positions page of Position Budgeting until further notice. An error occurred in the current data extract from HRMS that populates the staging tables in EFS used to refresh this page. This error does not affect current data in Position Budgeting or entry of FY20 budget amounts. As long as you don't hit Refresh HR Data on the Positions page, you should be able to continue to budget without issue. If you encounter issues with Position Budgeting, contact the Helpline 612-624-1617 or controller@umn.edu. The system support teams are working on a fix and expect the data to be available before the end of the day.

General Ledger 5/09/2019 Accounting period 10 is closed
Endowments 5/07/2019 Fiscal Year-End, first deadline approaches
May 15 is the last day to get PUF invoices to the Foundation. The rest of the fiscal year-end deadlines will be updated on z.umn.edu/fye soon.
Payroll Accounting 5/07/2019 Direct retro distribution processing delays
Direct retros entered and approved after 11:00 a.m. on Monday, May 6 were processed in HRMS but will not be posted to the General Ledger until this evening (May 7).
All 5/03/2019 PeopleSoft Performance Degradation - Update
The core issue causing PeopleSoft system degradation has been resolved and all PeopleSoft applications are now available again for regular processing.  Please note, that while the environment is now available and the core issue is resolved, transactions processed yesterday may currently be locked due to last night's system issues.  Tech teams are currently working to finish processing these transactions to release the locks but while these processes are being run, you may encounter system slowness or messages indicating that transactions are currently unavailable.  We apologize for the inconvenience.

Original message:
All PeopleSoft systems are experiencing performance slowness.  While we work to fix these issues it is recommended to log out of all instances of PeopleSoft. We apologize for the inconvenience and are working to resolve this issue as fast as possible.
Reporting 5/03/2019 Finance UM Reports are now available
Due to an issue with source data availability, UM Analytics and UM Reports were not updated on Friday, 5/3/2019. Data will be refreshed Saturday morning. We apologize for the inconvenience.
Accounts Payable 5/01/2019

Attention Voucher Approvers: Clicking the View Invoice Image link is not working from the Approval WorkCenter. There are work-arounds:

  1. From the Approval Workcenter, click on the Voucher Entry Page link and then click on the Invoice Image link
  2. Open Perceptive Content and view the documents directly from there
Expenses Module & Reporting 5/01/2019

System processing did not budget check the last two nights for cash advances, travel authorizations, and expense reports in PeopleSoft.

Some system processing was delayed and is still running. The situation is such that Expense module activity from Monday and Tuesday cannot be processed until Wednesday night. Cash advances, travel authorizations, and expense reports approved or entered in PeopleSoft this week remain in the state they were yesterday at the end of business.

Also due to this delay: Expense and Grants, Projects, & Contracts transactions entered this week may not be reflected in Finance UM Reports or UM Analytics today.

We are working to resolve this issue and will update this message with any new information.

Imaging

4/26/2019

WebNow, Perceptive Content
On April 28, WebNow is being replaced by Perceptive Experience. The tool used to view documents within PeopleSoft will be updated to Perceptive Experience on April 28. Once the system is upgraded, you will be able to use any web browser to view attachments in PeopleSoft.
Voucher preparers, take note: The process to link vouchers to attachments will remain the same. When creating a voucher, voucher preparers will still need click on the gold key and be using Internet Explorer. 

Budget

4/26/2019
original post 4/25/2019

Position Budgeting Alert UPDATE: RESOLVED
The issue has been resolved. People using the Position Budgeting function in PeopleSoft may again use the Refresh HR Data button on the Positions page. Contact the Helpline if you have any questions or are experiencing residual issues: 612-624-1617 or controller@umn.edu.
Original post:
Do not click on Refresh HR Data on the Positions page of Position Budgeting until further notice. An error occurred in the current data extract from HRMS that populates the staging tables in EFS used to refresh this page. This error does not affect current data in Position Budgeting or entry of FY20 budget amounts. As long as you don't hit Refresh HR Data on the Positions page, you should be able to continue to budget without issue. If you encounter issues with Position Budgeting, contact the Helpline 612-624-1617 or controller@umn.edu. The system support teams are working on a fix for this now, but there's no ETA.

Budget

4/25/2019

Position Budgeting Alert

Do not click on Refresh HR Data on the Positions page of Position Budgeting until further notice. An error occurred in the current data extract from HRMS that populates the staging tables in EFS used to refresh this page. This error does not affect current data in Position Budgeting or entry of FY20 budget amounts.

As long as you don't hit Refresh HR Data on the Positions page, you should be able to continue to budget without issue. If you encounter issues with Position Budgeting, contact the Helpline 612-624-1617 or controller@umn.edu.

The system support teams are working on a fix for this now, but there's no ETA.

Payroll Accounting

4/23/2019

Direct retro distribution processing delays:

Direct retros entered and approved after 11am on Monday, April 22nd were processed in HRMS but will not be posted to the General Ledger until this evening.
All direct retros will be available on UM reports tomorrow morning.

Reporting

4/22/2019

Update: Resolved! UM Reports, UM Analytics and Data Warehouse

Finance UM Reports and the Reporting Instance (FSRPT) are now available.  All reporting data for Finance in the Data Warehouse (DWEF/DWPY), UM Analytics, and UM Reports is a day old.  Everything is anticipated to be back and current tomorrow.

[Original Message] This morning's loads for UM Reports, UM Analytics, and the Data Warehouse have not completed.  Data rendered in the Data Warehouse and UM Analytics is currently a day old and  Finance UM Reports are unavailable.
OIT teams are currently troubleshooting the issue and an update will be provided as soon as the issues are resolved.  We apologize for the inconvenience.

All

4/12/2019

original post 4/11/2019

Update: Resolved! Thanks for your patience and understanding

Financial Helpline please use self-service ticketing today, email controller@umn.edu
Due to the weather we are extremely short-staffed today. Our phone lines will be unavailable but the team will be actively working self-service tickets. We apologize for the inconvenience. Please email controller@umn.edu for assistance.

Perceptive Content 4/4/2019 On April 14 Perceptive Content and WebNow will be unavailable
Perceptive Content and WebNow will be unavailable on Sunday April 14, 2019 from 8 am until noon. They are performing planned maintenance to make a server update to accommodate Oracle's licensing change for Java. No action is needed on your part but Perceptive Content will not be available for use during this time. ServiceNow users can reference CHG0043816 for further details. During the outage, you can check IT Service Status for progress of the work. When the work is successfully completed, the Service Status will be removed.
STAR 4/3/2019 UMF has alerted us that STAR is back up (it was unavailable for a period of time). People who use the UMF STAR system can again access their information.  
General Ledger 3/11/2019 Accounting period 8 is closed.
Reporting 3/7/2019

UM Reports, UM Analytics and some DWEF data warehouse

UPDATE: Reporting batch updates completed this morning with no issues.

Previous post: This morning's data loads for UM Reports, UM Analytics and some DWEF data warehouse objects have not completed.  Data rendered on relevant UM Reports and UM Analytics dashboards or data warehouse ad-hoc reporting may still be updating. Another communication will be sent when processing is complete. Sorry for the inconvenience

Reporting 2/28/2019

UM Reports, UM Analytics and some DWEF data warehouse

UPDATE: The data loads for Finance UM Reports and UM Analytics will not be completed today. All data for Finance reports will be as of Tuesday, 02/26/2019. Everything will run as normally scheduled tomorrow and all data will be current.

Previous post: This morning's data loads for UM Reports, UM Analytics and some DWEF data warehouse objects have not completed.  Data rendered on relevant UM Reports and UM Analytics dashboards or data warehouse ad-hoc reporting may still be updating. Another communication will be sent when processing is complete. Sorry for the inconvenience.

Payroll Accounting 2/11/2019

Year-End Payroll Adjustments Being Run Today

As part of the normal year-end process, Payroll Services runs an abbreviated year-end, off-cycle payroll to make year-end adjustments and check adjustments or reversals that affect employees' 2018 year-to-date amounts. This payroll was processed on Monday, February 11th. As a result, you may see an additional UM Payroll Verification Reports for your department in the Reporting Center with a pay end date of 12/08/18. These payroll entries will post to the General Ledger on Wednesday evening with an accounting date of 02/13/19.

Note: If there were no employees that had year-end adjustments, there will be no payroll verification report available for your area.

General Ledger 2/11/2019 Period 7 is closed.
Expenses Module & Reporting 1/23/2019

System processing ran long, cash advances, travel authorizations, and expense reports in PeopleSoft did not budget check last night. Last night some system processing was delayed and is still running. The situation is such that Expense module activity from yesterday cannot be processed until tonight. Cash advances, travel authorizations, and expense reports approved or entered in PeopleSoft yesterday remain in the state they were yesterday at the end of business.

Also due to this delay: Expense and Grants, Projects, & Contracts transactions entered yesterday may not be reflected in Finance UM Reports or UM Analytics today.

This does not impact activity flowing through Chrome River.

Again, processing will complete tonight.

General Ledger 1/10/2019 Period 6 is closed.
Travel 1/07/2019

New Mileage Rate effective January 1, 2019

The IRS announced changes in the standard business mileage rates for calendar year 2019. Beginning January 1, 2019, the standard business mileage reimbursement rate for personal vehicle use on approved University business will increase from 54.5 cents per mile to 58 cents per mile. Business mileage incurred in 2018 but reimbursed in 2019 should be reimbursed using the 2018 mileage rates. The Employee Expense Worksheet (UM1612) is being updated to reflect the change in the mileage rate. Chrome River has already been updated with the new mileage rate.


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