Tuesday, April 18, 2017

Two weeks and counting to Year End and the new financial system

A message from Finance

If Year End wasn’t busy enough, we thought we’d try for a real challenge by going live with the University’s new financial system, Unit4, at the same time!

We’re down to just under two weeks to launch and want to draw your attention to a few items of note:

  • Since it is also year end, please ensure that transactions relating to fiscal 2016/17 are processed in a timely manner. You should review the Fiscal Year End Memo to note any applicable deadlines.
  • If you have out-of-pocket expenses to claim for reimbursement, ensure you have submitted your claim with enough time for it to be completely processed prior to April 30th. In order to effect the changeover to the new account coding structure, any claims still in process on May 1 will need to be deleted and re-entered in the new year. Please review the Concur memo issued last week.
  • If you have a P-Card or are a P-Card reviewer, please ensure you have reviewed the P-Card memo issued last week to understand how the changeover to the new coding structure will impact you.
  • If you haven’t yet had the chance, you may find it helpful to review the information on the new chart of accounts on the Finance Training SharePoint site. The site includes videos of information sessions previously held. The December session in particular outlined the new chart of accounts structure. An Account Lookup Tool has been created and is being populated with data. Most operating, trust, and endowment funds are already populated and the last of the operating and research will be added soon.
  • Some training has already occurred for individuals who issue customer invoices and those who are high-volume requisitioners.  More training will be offered after May 1 (signups will be through myHRinfo) for other requisitioners and anyone who missed the earlier training. For those who prefer self-study, the same Requisitioner and non-Purchase Order invoice training sessions are available in LEARN. These sessions include how to approve these items within Unit4 as well.
  • Please remember that the Unit4 implementation will mark the end of paper requisitions and the online web requisition (“e-req”). All requisitions are to be entered directly into Unit4 as of May 1, 2017.  The e-req will be deactivated at the end of the day on Friday, April 28th Thursday, April 27.
  • The news article posted on March 31 outlines a bit of what our world will look like come May 1st in some key areas. It included some information from HR on the interim Detailed Salary Reporting solution and general information about when we expect some financial reporting to be available in Unit4.

There will be more targeted messages for those dealing in Research and those who will be responsible for approvals in the coming weeks. Stay tuned if you’re in one or both of these groups.

HR updates to support the launch of Unit4

​A message from Human Resources

Changes to HR forms

To support the launch of the new Finance system, Unit4, the Human Resources (HR) team is revising all paper and on-line forms to display the new account code structure. The new forms will be available on the HR website the week of April 24. Employees will be advised to use the appropriate new form for all submissions after May 1. All forms referencing the old account codes will be removed from HR’s website at end of day Apr 28. After a short transition period, forms submitted with old AFFs will be returned so that the requestor can re-submit the form with the correct account and posting attributes.

Detailed Salary Reporting

With the launch of Unit4 on May 1, FORE reporting will no longer be updated with new salary and scholarship payment data. A replacement solution is being developed by HR in partnership with IST and the Student Information System team. The team has developed a plan to build a new reporting solution which will provide the same functionality as FORE reporting with a few added capabilities. For example, scholarship and benefits information will be available as separate reports. Access to this reporting solution will be granted by Finance through user set up in Unit4.  

The Detailed Salary Reporting solution is expected to be available on May 31 (after the first monthly pay is processed with the new Unit4 account and posting attributes). The team will schedule information sessions in late May and early June to provide users with an opportunity to familiarize themselves with the capabilities of the new Detailed Salary Reporting solution. Over the next few weeks more information will be made available to staff who will have access to this reporting system.

For more information or assistance, contact hrhelp@uwaterloo.ca.

There's still time to register for EQUALS

EQUALS conference logo.

The University of Waterloo is hosting the Excellence and Quality of Academic Life in STEM (EQUALS) conference on May 11 and 12.

EQUALS is a venue for graduate students, postdoctoral researchers, and young scholars considering an academic career in a Science, Technology, Engineering and Mathematics (STEM) field. The purpose of this conference is to explore the spectrum of pathways of academic success in STEM with an explicit focus on gender equity and its intersections with other identity markers.

Highlights include:

  • A keynote address by Dr. Lesley Shannon, Simon Fraser University
  • Workshops on strategic networking, academic interviewing, and work-life balance
  • Presentation by Ontario’s Pay Equity Commissioner on salary negotiation

For more information, please visit www.uwaterloo.ca/equals or visit the event page on Facebook. Register today!

The registration deadline is April 28 at 11:59 p.m.

Supervisors and faculty members: please consider sponsoring your graduate students to attend EQUALS to participate in a valuable professional development experience.

Link of the day

775 years ago: a different kind of battle on the ice

When and where

Sustainable Campus Photo Contest, Monday, March 20 – Friday, April 21, across campus.

Green Office Energy Challenge, Thursday, March 30 to Friday, April 21, across campus.

WISE Public Lecture featuring Professor S. Eswar Prasad, "Piezoelectric Materials and their Applications," Tuesday, April 18, 10:30 a.m., CPH 4333.

The Writing Centre presents Design and deliver II: Creating assertion-evidence presentations, Tuesday, April 18, 10:30 a.m.

Retirement celebration for Sandra Hayes, Tuesday, April 18, 3:30 p.m., East Campus 1University Club. Please note the new location. RSVP online.

#PowerShiftWR: Transforming Energy in Waterloo Region, Tuesday, April 18, 7:00 p.m. to 9:00 p.m., Kitchener Public Library Main Branch.

WISE Lecture Series: Energy-Secure, Adaptable Housing and Infrastructure for Remote and Northern Communities, Wednesday, April 19, 10:30 a.m., CPH 4333.

UWRC Book Club, The Piano Teacher by Janice YK Lee, Wednesday, April 19, 12:00 p.m., LIB 407.

Earth Day, Saturday, April 22.

Deadline for students to get "Fees Arranged," Monday, April 24.

Vision Science Graduate Research Conference 2017, Monday, April 24, all day, Optometry Room 1129.

Examination period ends, Tuesday, April 25.

The Library presents "Why Open Educational Resources (OER) are essential for online learning," Tuesday, April 25, 10:00 a.m.

Pharmacy Research Day, showcasing graduate student research, Wednesday, April 26, 9:00 a.m. to 4:30 p.m., School of Pharmacy.

Staff Appreciation Lunch, Wednesday, April 26 to Friday, April 28, 11:30 a.m. to 2:00 p.m., University Club.

Annual Teaching and Learning Conference, "Cultivating Curiosity in Teaching and Learning," Thursday, April 27, Science Teaching Complex.

David R. Cheriton School of Computer Science Distinguished Lecture Series, “Data, predictions and decisions in support of people and society,” Thursday, April 27, 3:30 p.m., DC 1302.

Annual Meeting of the Eastern International Region of the American Academy of Religion, Friday, April 28 and Saturday, April 29, Renison University College.

David R. Cheriton School of Computer Science Distinguished Lecture Series, “The one hundred year study on artificial intelligence: an enduring study on AI and its influence on people and society,” Friday, April 28, 10:30 a.m., DC 1302.

Co-op work term begins, Monday, May 1.

Lectures begin, Monday, May 1.

Data-Driven Learning: Can and Should Language Learners Become Corpus Linguists? Friday, May 5, 4:00 p.m., ML 245.

Feds Welcome Week, Monday, May 8 to Friday, May 12.

NEW - EQUALS conference, Wednesday, May 11 and Thursday, May 12.

Campus Life Fair, Wednesday, May 10, 11:00 a.m. to 2:00 p.m., Student Life Centre Great Hall.

Clubs and Societies Day, Thursday, May 11, 11:00 a.m. to 6:00 p.m., Student Life Centre Great Hall.

Clubs and Societies Day, Friday, May 12, 11:00 a.m. to 3:00 p.m., Student Life Centre Great Hall.

Discovering Digital Media Day - Internet of Things (IoT) 101, Tuesday, May 16, 9:00 a.m. to 3:00 p.m., Stratford Campus.

Living on the Precipice: Interdisciplinary Conference on Resilience in Complex Natural and Human Systems, Tuesday, May 16 and Wednesday, May 17, St. Jerome's University Conference Centre.

NEW - Understanding our brand, Thursday, May 25, 9:30 a.m. to 11:00 a.m., EC5 1111.

NEW - Working with our brand guidelines, Tuesday, May 30, 10:00 a.m. to 11:30 a.m.