Business Matters September 2015
Upcoming Business Forum
The next Business Forum is scheduled for Tuesday, November 3 from 10:00 am – 12:00 pm in HRTC 141/145. The meeting will be broadcast via Adobe Connect and can be accessed here: November Business Forum Broadcast. Please mark your calendars.
Questions? Contact finhr@ohio.edu or 740.593.1893.
Student Hiring for Fall Semester
A reminder for Student Hiring Managers:
- The updated Student Hire Paperwork web page is available to assist departments in the process of hiring new student employees.
Deadlines of Note
- Forms should be submitted to the Employee Service Center. The OPERS Exemption Form is time sensitive and it must be signed at the time of hire, so please do not complete this form in advance.
- To ensure timely pay, paperwork must be received no later than the 2nd Friday that falls within the student’s first pay period. If hiring a large volume of students, please do not hold paperwork; instead, send daily if possible.
| Students’ Start Date Range | Paperwork Deadline |
|---|---|
| 8/23/15 – 9/5/15 | Friday, 9/4/2015/td> |
| 9/6/15 - 9/19/15 | Friday, 9/18/2015 |
| 9/20/15 – 10/3/15 | Friday, 10/2/2015 |
For more details see the Fall Semester Student Hiring Reminders from the August Business Matters. Questions? Contact the Employee Service Center at uhr@ohio.edu or 740.593.1636.
Impact Analysis Due for New Minimum Salary to be Exempt under the FLSA
As communicated to Planning Unit Heads in July and in the August Business Matters, the new salary threshold for employees to be considered exempt from the overtime requirements of the Fair Labor Standards Act (FLSA) has been announced. The DOL is accepting comments on the proposed regulations until September 4, 2015.
Planning Unit Heads have been asked to assist in the impact analysis of this change by estimating the average weekly number of hours worked by administrative exempt employees earning between $23,660 and $50,400. Each department should use the tool sent to them previously and submit the required information on or before September 30, 2015. Once unit responses are received, analysis of the data can begin. A recommended strategy to begin the analysis would be to review the average annual hours worked by employees close to the new minimum to determine if a small increase in their base pay would be more financially prudent than paying overtime at the premium rate for hours worked over 40 in a work week.
Questions? Contact the Employee Service Center at compensation@ohio.edu or 740.593.1636.
Clarifying Changes to Employee Contributions to STRS and the Mitigating Rate
As a reminder, in July it was communicated that changes to retirement contributions were announced by the State Teachers Retirement Systems of Ohio (STRS), including changes to employee contributions and to the mitigating rate applied to the Alternative Retirement Plan (ARP). Please visit the announcement on the HR Website for detailed clarification of the Employee Contributions and the Mitigating Rate.
Questions? Contact the Benefits Office in Human Resources at benefits@ohio.edu or 740.593.1636.
OBIEE Reports Including Position Numbers
As a result of recent changes to the appointment structure and benefits eligibility, modifications may need to be made to previously submitted OBIEE reports used to determine benefit eligible positions, specifically those including Position Number for faculty and staff. Position Numbers are now being created for both benefits eligible and some non-benefits eligible positions. Previously, Position Numbers were only created for benefits eligible positions. If the report needs to indicate benefits levels, you will need to add the field named “Benefits Program Level” in the report. For information about how benefits eligibility is determined based upon position type, please visit the Position Benefits Eligibility Guide available on the Healthplan Eligibility web page.
Questions? Contact the Employee Service Center at uhr@ohio.edu or 740.593.1636.
New Method to Identify Expense Reimbursement Accounts for Direct Deposit
As announced in August, a change has been made in My Personal Information that makes it easier for employees to identify the direct deposit account to be used when receiving Accounts Payable (AP) reimbursements for expenses. The Manage Payments option in My Personal Information is where employees establish the direct deposit information for their paychecks; a checkbox has been added to the screen that allows you to identify the account that should be used for deposit of your AP reimbursements.
Employees should log into My Personal Information to verify that the appropriate account is identified for reimbursements. For step by step instructions to review and change your information, please visit the New Method to Identify AP Reimbursement Accounts announcement.
Questions? Contact the Employee Service Center at uhr@ohio.edu or 740.593.1636.
State of Ohio Has Changed Withholding Tables Effective in August
The Ohio Department of Taxation has issued new employer withholding tables to be used for payrolls after August 1, 2015. The new tables take into consideration the income tax rate reductions that went into effect when the Budget Bill was signed into law on June 30, 2015. The tables reflect a 3.1% reduction in the withholding rate that has been in effect since 2014. The new tables will be used for the remainder of 2015, and for future years, until changed by the legislature. This means that those of you who have State of Ohio taxes withheld from your pay, will see a slight reduction in the amount of taxes withheld. State of Ohio Taxes are identified on your pay slip as “SIT WITHHELD (OH)”.
| Annual Salary | State Tax Reduction per Pay |
|---|---|
| $30,000 | Approximately $1.00 |
| $50,000 | Approximately $1.20 |
| $75,000 | Approximately $2.00 |
The Ohio tax tables are graduated, and go up with increases in pay. For the full tax tables (prior and new) see here:
Questions? Contact Payroll at payroll@ohio.edu or 740.593.1860.
Organizational Development - 5 Year Roadmap
Organizational Development (OD) uses well-planned, organization-wide efforts to build individual and leadership capabilities, enhance organizational performance, and drive behaviors that support university values and culture. The table below outlines key focus areas for organizational development over the next five years. The department of Organizational Development is currently partnering with the department of Training, Communication and Documentation to identify training needs and build a strong training function. OD is also working closely with HR Liaisons to develop and implement new learning experiences to enhance development, performance management and relationship building skills.
| Year (Focus) |
2015-2016 (Training & Development) |
2016-2018 (Performance Management) |
2017-2019 Organizational Effectiveness |
|---|---|---|---|
| Goal | Targeted, relevant, effective development aligned with individual and university needs | Consistent approach to performance mgt. that saves time, adds value, drives open discussion and alignment | Higher levels of faculty and staff engagement; more focus on building highly functioning teams |
| Desired Outcomes |
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| Required Inputs |
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Questions? Contact Lewis Mangen at mangen@ohio.edu.
Capital Purchases
Departments processing requests for the purchase of equipment must meet the following criteria in order to be charged to an equipment natural account:
- Must be moveable and not permanently affixed.
- Have a cost of $5,000 or greater when purchased or be a gift with an appraised value of $5,000 or more.
- Have a useful life of one year or more and be nonexpendable.
The equipment natural accounts are as follows:
| University owns equipment (green tag on equipment) |
Sponsor owns but University is in possession of equipment (red tag on equipment) |
Sponsor owns and in possession of equipment or building a piece of equipment (see note below) |
|
|---|---|---|---|
| 941000 | 948000 | 965000 | 960000 |
| 942000 | 950000 |
Note: Equipment being built from items less than $5,000 and once built will be $5,000 or greater must be tagged if the University is in possession of the equipment. Contact finance.equipmentinventory@ohio.edu once the item is built so it may be tagged. |
|
| 943000 | 951000 | ||
| 944000 | 952000 | ||
| 945000 | 961000 | ||
| 946000 | |||
Equipment will be identified to tag when charged to a University account using one of these natural accounts or identified as a gift. It is important to closely follow the threshold of $5,000 or greater and use of these natural accounts so that the tagging of equipment can be completed accurately and timely. The cost of all items required to make the equipment operational will be included in the equipment cost, as part of the initial purchase. This may include software, shipping, set up and warranty as part of the initial purchase. Extended warranties and software beyond the initial purchase may not be included. If equipment is traded in for another piece of equipment it needs to be clearly identified on the invoice and noted in the request for purchase. Equipment provided to the University by a sponsor must also be identified with a red tag. Please contact finance.equipmentinventory@ohio.edu once the item is received so it may be tagged.
Questions? Contact Finance Equipment Inventory at finance.equipmentinventory@ohio.edu.
Deadlines for Account Corrections and Internal Billing Authorizations
As a reminder, Accounting Corrections are due in Finance within 60 days of the FMS effective date. Example: A transaction posting in FMS March 31, 2015 should have an Accounting Correction completed by June 1, 2015. Accounting Corrections greater than 60 days old will NOT be processed and will be returned to departments. 60 day exemption forms will be approved on a very limited basis.
Internal Billing Authorizations are due in Finance within 30 days of the final date of service. Example: An Internal Billing for a service performed on March 31, 2015 should be completed by May 1, 2015. Internal billings must have the date range of the services billed in the header of the Internal Billing Authorization Form (see right).
Internal Billing Authorizations greater than 30 days after the service date will NOT be processed and will be returned to departments. If the billing department has extenuating circumstances that prevent billing within the 30-day time frame please contact Betsy Haehl via email at: haehl@ohio.edu.
Please note that grant accounts have stricter deadlines and the department with responsibility for the grant account should make sure departments charging those accounts submit the billings within the allowable timeframe for the grant.
Questions? Contact General Accounting and Financial Reporting at finance@ohio.edu.
Loading FY 2016 Budget and Fund Balances
The FY 2016 Original Budget has been loaded into Oracle as of August 21. Planning Units are now able to see their budget in Funds Available, in OBIEE and will be able to review the FY 2016 budget in the August FMS reports.
Operating Fund Balances have been prepared by planning units through the new Fund Balance Allocation process. The upload has been delayed a few days as a correction to a 3rd close journal entry is being made to ensure correct balances for a few impacted planning units. Once uploaded, planning units can find Operating Fund Balances in Natural Account 033940.
Questions? Contact your Budget Planning & Analysis contact or email budgetplanning@ohio.edu.
FY 2017 Budget Calendar and Timeline
The Budget Office has begun defining the FY 2017 Budget Planning Calendar and Timeline with leadership across campus and it will be reviewed at the next Budget Partner Group and RC Strategy meetings. Once finalized, the calendar and timeline will be published in Business Matters.
Questions? Contact your Budget Planning & Analysis contact or email budgetplanning@ohio.edu.
Microsoft Ending Support for Internet Explorer 8 and 9
Following Microsoft’s announcement to end support for Internet Explorer 8 (IE 8) and Internet Explorer 9 (IE 9), Concur will be ending support for these browsers:
- Microsoft’s support end date for IE 8 and IE 9: January 12, 2016
- Concur’s support end date for IE 8 and IE 9: February 12, 2016
As Concur continues to deliver enhancements to their suite of services with every release, new functionality and potentially existing functionality will not work properly within IE 8 or IE 9. If you still use IE 8 or IE 9 on your office computer, Concur strongly recommends upgrading to the newest version, Internet Explorer 11.
Please view this Frequently Asked Questions document for full information.
Questions? Contact Finance Customer Care at financecustomercare@ohio.edu or 740.597.6446
What is Java?
If you are a user of OU-FMS View or another e-Biz responsibility, the launch screen (on the right) includes the reminder: “Oracle E-Business Suite requires the latest version of Java…” The screen also includes a link to download Java, as well as instructions about updating your Java version.
What is Java and why do you need to stay current?
Java is often referred to as Java Runtime Environment (JRE), is a web browser plugin, like Adobe Flash or Adobe Reader. Web browser plugins are installed on your computer and are utilized by websites to preform specific functions. Java is integral to intranet applications and other e-business solutions that are the foundation of corporate computing. Outside of business purposes, it is also utilized in online gaming, social media, and many online applications.
Because web browser plugins can be activated by any website, criminals can use ads & pop-up windows on legitimate websites, fake news items on social media sites and fake search results on search sites to exploit out-of-date software and take control of your computer. Failing to update your JRE may allow your computer to be compromised.
Java frequently releases updates to their software to improve performance, stability and security of the Java applications that run on your machine. It is recommended that you keep your Java version current to ensure that applications continue to run safely and efficiently.
To aid in keeping users current, Oracle settings are periodically adjusted to require a more current JRE update level. This step helps to further ensure that University machines are patched with a more secure JRE.
What’s the latest JRE level?
- Version 8 Update 60 was just released on August 18, 2015.
- To download the latest version of Java, visit the Java Download site
- Step by Step Instructions for Updating your JAVA Level
Questions? Contact OIT Service Desk at 740.593.1222 or submit a Request Online.
Chart of Accounts (COA) Redesign Project
The COA redesign will impact the entire University and many of its systems. Your contribution in helping to shape the new COA is invaluable. Several approaches are being used to assess the current state COA usage to gather input from the campus community in order to prepare a recommendation for the new COA. Interviews and workshops began in June and continued through August with academic and academic support units. On August 24, a user survey was distributed to system users to assess the usage of current COA by various stakeholders. Please include any shadow or subsystems that hold the current COA in the survey response. The survey results will be used to make future recommendations for the new COA design. The last day to respond to the COA Survey is Friday, September 4, 2015.
In Late September/early October, design sessions will be held to review a proposed COA based on the feedback gathered from the survey, interviews and system users. Included in the design process will be business rules to support the new COA (i.e. organization hierarchies, valid account codes). Towards the end of the calendar year, campus stakeholders will have an opportunity to see the new COA and provide feedback. The final new COA design will be completed in early 2016.
Below is the planned timeframe for Design Phase execution.
| Design Phase | Timeframe |
|---|---|
| Send survey to participants | Mid-August |
| Receive survey feedback | Late August/Early September |
| Analyze/summarize feedback and update current state document | Mid-September |
| Design Session: Proposed Future State COA | Late September/Early October |
| Demonstrations of Future State COA | November/December |
| Final COA Design Document | January/February 2016 |
Please send examples of current reports and any questions or concerns to coa@ohio.edu