New Procedures for Deposits to Gift Account Codes
February 3, 2010
Finance Contacts:

In an effort to track gifts received by the University and to ensure that adequate documentation is received regarding gifts, new procedures and a Gift Documentation form have been developed. Effective immediately, all deposits for gifts received and deposited by a UND department must follow the procedures for Deposits to Gift Account Codes, located at http://www.und.edu/dept/studentaccounts/html/employeeforms.htm#d

Please note that all deposits to account codes 478005 and 478015 must include a Gift Deposit Documentation Form and supporting documentation received from the donor (ex. letter that was received with donation specifying purpose or any restrictions).  The Gift Deposit Documentation form is located at http://www.und.edu/dept/studentaccounts/Documents/Gift Deposit Documentation Form January 2010 FINAL.doc

Additional information regarding departmental deposits is located at http://www.und.edu/dept/studentaccounts/Documents/DepositProcedures%202-1-2010.pdf

If you have any questions regarding gift deposits, please contact Emily Goodoien by phone at 7-2967 or by email at emilygoodoien@mail.und.edu.  For any questions on all other deposits, contact Sandi Brelie by phone at 7-3080 or by email at sandiebrelie@mail.und.edu.

Email #020310

Slow System Performance
January 13, 2010
Student Finance Contacts:

This message pertains to users who have access to the Campus Solutions module to track your Accounts Receivable. 

With the start of each semester, the ConnectND team notices a spike in user complaints relative to system performance.  The team identified a number of processes that heavily utilize system resources; the NDU Aging Report and NDU GL Reconciliation Report (GL to AR Recon) are two of them.  In an effort to minimize slow response time, they have requested that these processes not be run during normal business hours during the first three weeks of the semester. 

For a full list of processes that affect the Campus Solutions system, please refer to the home page of the Campus Solutions module (first screen after log-in).

Thank you for your cooperation.
Finance & Operations
Email #011310-1

ATTENTION UND DEPARTMENTS: IMPORTANT CHECK ENDORSEMENT CHANGE REQUIRES ACTION
January 6, 2010
UND DEPARTMENTS:

Beginning February 1, 2010, UND Student Account Services will implement a new check deposit process.  This change enables UND to process checks more quickly and efficiently.  As part of this implementation, departments accepting checks will need to purchase a new check endorsement stamp.  Stamps may be purchased at most office supply stores using your purchasing card. 

Effective February 1, 2010, all checks accepted by your department and submitted for deposit to Student Account Services should have the following new endorsement:

For Deposit Only
Bank of North Dakota
University of North Dakota
"Department Name"

Please continue to use your current endorsement stamp (with the bank name of Alerus Financial) through January 31, 2010.  You should use your new stamp beginning with the deposits submitted on or after February 1, 2010. 

Student Account Services recommends your new endorsement stamp be ordered immediately to ensure you receive it by February 1, 2010. 

Please forward this message to appropriate staff in your departments. 

If you have any questions, please email Matt Lukach, Student Account Relations Manager at matthewlukach@mail.und.nodak.edu.

Thanks!
Email #010610-1

Changes to Mileage Rates
January 5, 2010
Finance Contacts:

Reimbursement for mileage for use of personal vehicles within the state is allowed as follows: the lesser of the Privately Owned Vehicle (POV) Mileage Reimbursement Rate established by the U.S. General Services Administration (GSA) for an automobile if no Government Owned Vehicle is available OR the standard mileage rate allowed by the Internal Revenue Service. As of January 1, 2010, the GSA website showed 55¢ per mile and the IRS showed a rate of 50¢ per mile, therefore, the allowable mileage rate would be 50¢ per mile. By law, the GSA mileage rate cannot exceed the IRS mileage rate, but the GSA does not update their website until later in the year. Previous mileage rates/periods are published on their website. Use the rate applicable to when the travel occurred.

Thank you, 
Allison Peyton
Director of Accounting Services 
Phone: 7-2968 
Email: allisonpeyton@mail.und.edu

Fall Inventories Due
December 11, 2009
Finance & Asset Management Contacts:

If your department doesn't have an Asset Management contact, please forward this email to the individual who is responsible for your inventory.

This is just a reminder for those on the fall inventory schedule, that the inventory is due on December 18th.  Please call me if you aren't sure whether you are on the fall or spring schedule.

If you have already sent in your inventory, please disregard this message.

Thank you!
Hazel
Email #121109-1

Course fees for Depts 1030
December 10, 2009
Finance Contacts:

Attached are the course fees for the Spring 2010 semester (1030).  This listing is also available on the Student Account Services website at http://www.und.edu/dept/studentaccounts/html/employeeforms.htm under Course Fees.

Please review the course fees for your department and notify Heidi Smart in Student Account Services by Thursday, December 17th if you have any corrections.  Items needing correction are missing course fees, course fees listed that should not be, inaccurate descriptions, etc.   

Heidi can be reached via phone at 7-4701 or email at heidismart@mail.und.nodak.edu.

1030 Course Fees for Dept

Thank you,

Heidi Smart
Student Account Services

Paperless Paydays Coming January 1, 2010
December 1, 2009
Finance Contacts:

As of January 1, 2010 employees will no longer receive a hard copy of their pay advice or flexcomp reimbursement advice.  Employees may view their advices by logging on to Employee Self-Service.  In addition to supporting the University GREEN initiative, this service provided by the North Dakota University System makes the following features available online from any computer with an internet connection:

1) Review of Current and Past Direct Deposit Advices and checks-All employees- this is how you will be notified of any payroll direct deposits or flexcomp deposits.
2) Review Current and Past W-2 Information and request a copy if needed-All Employees
3) Direct Deposit changes
4) W-4 Tax changes
5) Ability to Change Your Address-Non-Student Only (Students change address on Campus Connection-but currently student address changes are not uploaded into Employee information.  Students must change their addresses at the Payroll Office.)
6) Review Current Benefits and Deductions-Benefited Faculty and Staff Only
7) Review Flexcomp payments and balances-Participating Benefited Faculty and Staff Only

It is very important that you log into Employee Self-Service prior to January 1, so that you are sure that you have the correct UserID and Password.  You should also become familiar with the screens and where to view your information, prior to the start of electronic pay and flexcomp advices.

How do I get my UserID and Password for Employee Self-Service?
As a UND employee, you received an email from the ConnectND Security Team in your U-Mail account* with your Employee Self-Service UserID and Password.  You will need both of these pieces of information when you log into Employee Self-Service.

How do I access Employee Self-Service?
Staff and Faculty:  To access Employee Self-Service, go to the UND Home Page at http://www.und.edu/.  Click Faculty & Staff in the upper right corner.  Then click the Employee Self-Service Button on the left side of the screen.  Enter your UserID and Password as requested on the screen.  It is highly recommended that you change your password immediately, by clicking: Change Your Password.   If you do not remember your UserID or Password, or get locked out of Self-Service, call the Help Desk at 777-2222.  Your employee information can then be obtained by clicking:  HE Self-Service.  If needed, additional information on Employee Self-Service can be viewed at:  http://www.und.edu/dept/payroll/html/employeecenter.htm

Student Employees:  HRMS Self-Service is one of your menu items on your Campus Connection Website.   After logging into Campus Connection, just click on HRMS Self-Service and enter your UserID and Password that you received from the ConnectND Security Team.   It is highly recommended that you change your password immediately, by clicking: Change Your Password.   If you do not remember your UserID or Password, or get locked out of Self-Service, call the Help Desk at 777-2222.

What is U-Mail?
*U-Mail is your official campus email address in the format of: firstname.lastname@und.edu.   If you do not currently use U-Mail or if you do not have a 15-character password, you must activate your account by going to:   http://www.und.edu/dept/itss/ , you will need an Employee ID to activate your account.   (Students would use their student ID, without the "W".)   After reviewing the email in your U-Mail account, it is recommended that if you are not going to use your U-Mail account that you delete all email (after getting your UserID and Password for Self-Service) and forward your future email to the email address that you will be using.   This can be accomplished by logging into your U-Mail account and clicking on Options, click on Local Account, click on Forwarding, enter your forwarding information and choose NOT to keep a copy of forwarded email in your U-Mail account.  Click Save.

For additional hands-on assistance to claim your U-Mail account or access Employee Self-Service, employees may stop at the Computer labs in the lower level of the Memorial Union or 3rd Floor of the Chester Fritz Library during their regular business hours.

PeopleSoft update: Ledger Summary Report
November 30, 2009
Finance Contacts:

The following message is from the ConnectND Finance Team.

HE General Ledger Summary Notice

Email #113009-1