News and Messages - 2020

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 08/13/2020 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 14. Payroll encumbrances on financial reports are current through Tuesday, August 11.
General Ledger 08/11/2020 Period 1 is closed in the General Ledger as of 10 a.m.
Payroll Accounting 08/10/2020

Direct retro distribution processing delays
Direct retros entered and approved on Friday, August 7th and by 11am on Saturday, August 8th 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.  

U Market 08/06/2020

U Market  & Google Chrome Issues
Requesters using Chrome may have problems bringing a cart into EFS. We hope to have a fix in place by August 16, 2020. Please temporarily switch to another web browser such as Firefox or Safari (the preferred alternatives) then navigate as you normally would.  If you need to retrieve a lost cart, please follow these step-by-step instructions.

General Ledger 07/27/2020 FY20 P913 carryforward balances are posted
U Market, ePro 07/23/2020 [RESOLVED] U Market down
Update: U Market is accessible again. U Market is currently inaccessible. Engineers are investigating the issue. The message board will update as necessary. We apologize for the inconvenience.
Payroll Accounting 07/20/2020 Review UM Inactive Combo Code Report
Distribution Entry Preparers should review the UM Inactive Combo Code Report to identify any distributions that contain an inactive combo code indicating a 2021 budget does not support the chartstring.   Preparers have until 12pm on Friday, July 24th to make distribution corrections or submit budgets in EFS to activate combination codes. If combo codes are not corrected, salary and fringe expenses will charge the departmental default accounts (program 21853) going forward. The report can be accessed in PeopleSoft at Payroll Accounting (tile)  > Reporting > UM Inactive Combo Code Report.
General Ledger 07/20/2020 Period 913 is closed
General Ledger 07/10/2020 Period 12 is closed in the General Ledger as of 11:30 a.m. Period 913 is now open.
All 07/01/2020 Happy fiscal new year 2021
Payroll Accounting 06/18/2020 Fiscal year-end: payroll encumbrances All non-sponsored and cost-share payroll encumbrances have been zeroed out for fiscal year 2020. 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 2021 and will be available in reporting on July 2. Reminder: No daily payroll encumbrance adjustments will be processed between June 18 and July 1.
General Ledger 06/09/2020 Period 11 is closed in the General Ledger as of 11:08 am.
Payroll Accounting 06/08/2020 Payroll Accounting Distributions for FY 2021
On Sunday, Accounting Services completed the payroll accounting distribution roll for fiscal year 2021. All current and future-dated payroll accounting distributions were automatically copied forward into the new 2021 entry and are available for review on Monday, June 8. If distribution changes are needed for pay period 26 of fiscal year 2020 that should also apply to the first pay period of fiscal year 2021, distribution changes must be made in both 2020 and 2021.
All 05/31/2020 Fiscal Year-End memo is available at z.umn.edu/fye
Requisition preparers and Procurement Specialists 05/21/2020 PO Dispatch issues RESOLVED On May 19 at about noon, the PO dispatch jobs became stuck and no purchase orders were dispatched that day or the following day during regular business. The stuck job processed late May 20 and as of this morning (May 21) at 10 am, things are back on schedule and orders are flowing out as expected.
General Ledger 05/11/2020 Period 10 is closed in the General Ledger as of 10:15 a.m.
Department Deposit Preparers 04/30/2020 RESOLVED: The PWB drop box is again accessible. Deposit drops may now continue! Thank you for your patience. Original post on April 24: Secure your deposits locally for a short period. The security reader for the PWB safe to release is not working (the reader used to swipe your ID, allowing you to drop a deposit bag into the safe). Facilities Management will be asked to look into the issue Monday.
Requisition Preparers and Procurement Specialists 04/20/2020 On Fridays, the 4 p.m. PO dispatch job within EFS will not be running while the University is in reduced operations mode.
General Ledger 04/09/2020 Period 9 is closed in the General Ledger as of 11:55 a.m.
Billing Specialists 4/3/2020

University Foundation signature guidance and first fiscal year-end deadline

  • An email was sent to EFS Cluster Directors and Billing Specialists with guidance on how to substitute email approvals for "wet" signatures that are normally required on Foundation invoices.
  • May 15 is the deadline for submitting invoices to the Foundation to have the funds available by June 30. Units should submit their invoices to the Foundation as soon as they reasonably can do so to ensure the deadline is met.
All 4/3/2020 Controller's Office operations continue
Functions of the Controller's Office continue as usual. The collection of COVID-19 operations guidance from the University Budget Office, University Finance, and Controller's Office units is here: controller.umn.edu/covid-19. The details that have previously been posted in this EFS News space relevant to COVID-19 are linked from that page and are available on the EFS News archive as usual http://controller.umn.edu/news/2020_news.html.
All 4/3/2020 MyU and PeopleSoft will be unavailable Saturday and Sunday April 18 and 19, 2020
The University intends to upgrade the PeopleSoft development platform, PeopleTools, to version 8.57 on April 18-19. While the upgrade work is underway, MyU and PeopleSoft applications will be unavailable. This upgrade helps our PeopleSoft systems remain stable and secure, and ensures we retain vendor support. Mark your calendars for the upgrade weekend so that you can plan around the service outage accordingly. During the upgrade weekend, updates will be available on the Service Status page.
All 4/1/2020

Controller's Office operations continue
Functions of the Controller's Office continue as usual with the following exceptions. We will keep this space updated as things develop, expect changes over time to these notes:

  • The collection of COVID-19 operations guidance from the University Budget Office, University Finance, and Controller's Office units is here: controller.umn.edu/covid-19
  • Financial Helpline, email and voicemail only (team working remotely, phones unavailable) contact controller@umn.edu
  • Cash Deposit Drop Boxes: Brinks will pick up from the Phillips-Wangensteen Building (PWB) drop box once per week.
  • Accounts Payable continues to run a modified Daily Pay Cycle as of March 23, 2020.
    • Paper checks will only be processed on Mondays, Wednesdays, and Fridays.
    • ACH payments will continue to be processed every day Monday through Friday.
    • V-Card payments will continue to be processed each Thursday.
    • Express Checks (same-day) will NOT be processed. Use form UM1734 to request a change to a voucher's pay date to have a check printed on the next Monday, Wednesday, or Friday.
    • In person check pick up: Special handling checks (DS - Disbursement Services/Donhowe, EB - Morrill Hall, and SP - Saint Paul) will be available for pick up only in the WBOB first floor front lobby (1300 S 2nd Street, Minneapolis MN 55454) on Mondays, Wednesdays, and Fridays between 11:00 a.m. and 1:00 p.m. A picture ID is required for check pick up.
  • Travel-related information and FAQs have been updated on purchasing.umn.edu/covid-19.html.
  • When employees need to return funds to the U, related to travel cancellations, guidance on how to process that activity is being sent to the Chrome River Navigator community and EFS Cluster Directors.
All 3/18/2020

Controller's Office operations continue (superseded by April 1 message)
Functions of the Controller's Office continue as usual with the following exceptions. We will keep this space updated as things develop:

  • Financial Helpline, email and voicemail only (team working remotely, phones unavailable) contact controller@umn.edu
  • Cash Deposit Drop Boxes: Brinks services will be suspended after March 18, 2020.
  • Accounts Payable is running a modified Daily Pay Cycle.
    • RE - Regular (non-special handling) checks will continue to be processed daily by the University's Printing and Mailing Services.
    • DS - Disbursement Services/Donhowe, EB - Morrill Hall, and SP - Saint Paul checks will not be processed until further notice.
    • AT - Attachment checks and FO - Foreign checks will continue to be mailed via USPS.
    • BC - Crookston, BD - Duluth, and BR - Rochester checks will continue to be mailed via USPS.
    • BM - Morris checks WILL continue to be sent via FedEx.

Express Checks (same-day) will NOT be processed, however, Form UM1734 can be used to request a change to a voucher's pay date and then the check will be processed as a RE-Regular check (non-special handling check)

General Ledger 3/10/2020 Period 8 is closed in the General Ledger as of 11:55 a.m.
PCard 2/19/2020 Aged PCard Activity Alerts
A feature was added to EFS' PCard functionality to provide email notifications to cardholders when there is aged unreconciled activity. On Tuesday mornings those cardholders who have older unreconciled PCard activity will receive an email. The email will be generated if the cardholder has unreconciled transactions that have aged past the 30, 45, or 60-day mark. If an email is generated it will list all of the transactions aged over 30 days regardless of what aging threshold was passed, and regardless of how recently the cardholder was told they have overdue items. Emails are addressed to the cardholder, but if any transactions are over 45 days old, the Department Card Administrator (DCA) is copied, and if any transaction is over 60 days, the DCA and Resource Responsibility Center (RRC) Contact are copied. Transactions will be included on the email even if the activity is on an expense report that is not fully approved (the cardholder may not see the items in MyWallet, but the activity still needs action).
Payroll Accounting 2/17/2020 Fix to Payroll Encumbrance Calculation
Issue: If additional pay has an earnings end date that is equal to the end of the fiscal year and is distributed on sponsored funds, the calculation will improperly extend the additional pay until the end of the grant award period or project end date.  
Fix: The encumbrance calculation will now recognize that the additional pay earnings should stop at the end of the fiscal year.
All For 2/20/2020

Reduced Financial Helpline availability Thursday February 20: Several members of the Financial Helpline team will be attending training & continuing ed events on February 20, 2020. The call center will be open but there may be delays in reaching an agent.

General Ledger 2/11/2020 Period 7 is closed as of 11am 2/11/2020
Payroll Accounting 2/10/2020

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' 2019 year-to-date amounts. This payroll was processed on Monday, February 10th. As a result, you may see additional UM Payroll Verification Reports for your department in the Reporting Center with a pay end date of 12/07/19. These payroll entries will post to the General Ledger on Wednesday evening with an accounting date of 02/12/20. Note: If there were no employees that had year-end adjustments, there will be no payroll verification report available for your area.

All

1/27/2020

For April 18-19, 2020

MyU and PeopleSoft will be unavailable Saturday and Sunday April 18 and 19, 2020

The University intends to upgrade the PeopleSoft development platform, PeopleTools, to version 8.57 on April 18-19. While the upgrade work is underway, MyU and PeopleSoft applications will be unavailable. This upgrade helps our PeopleSoft systems remain stable and secure, and ensures we retain vendor support. Mark your calendars for the upgrade weekend so that you can plan around the service outage accordingly. Impacts:

  • Aside from downtime during the weekend, no significant impact is expected.
  • MyU, PeopleSoft applications, and some dependent applications will be unavailable while the upgrade is in progress.
  • Since the upgrade will occur near tax season, people should be aware that during the outage there will be no online access to W-2 and 1098-T forms. People are encouraged to download their tax forms in advance. Access will be restored on April 19 when the work is complete.
  • Testing is underway and IT is working with many others in the U community to coordinate the specific timing of the upgrade.
  • During the upgrade weekend, updates will be available on the Service Status page.
General Ledger 1/9/2020 Period 6 is closed as of 10am 1/10/2020
All 1/9/2020 Intermittent Telephone Issues on Financial Helpline (and elsewhere)
The University has been experiencing intermittent telephone issues all day today across the Twin Cities campus. IT specialists are addressing the issue but the problem persists. If you call 612-624-1617 and are met with "dead air" it's likely this issue is involved. If unable to connect with us via phone, emailing your inquiry to controller@umn.edu is one alternative. Thanks for your patience,
All 1/3/2020

New Mileage Rate effective January 1, 2020

The IRS announced changes in the standard business mileage rates for calendar year 2020. Beginning January 1, 2020, the standard business mileage reimbursement rate for personal vehicle use on approved University business will decrease from 58 cents per mile to 57.5 cents per mile. Business mileage incurred in 2019 but reimbursed in 2020 should be reimbursed using the 2019 mileage rates. The Employee Expense Worksheet (UM1612) is being updated to reflect the change in the mileage rate for the rare situations when it is still used. Chrome River has already been updated with the new mileage rate.

All 1/1/2020 Happy New Year!

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