Modified the capability of NIBS to allow for the transfer of fringe along with the transfer of the gross payroll expense
Go-Live – Spring 2015
Clean up old Travel Authorizations
Accurately reflect the impact of closed Travel Authorizations for Grant reporting in DEMIS
More meaningful Travel and Expense reporting in DEMIS:
Travel Authorizations that have not been approved and budget checked will no longer be reported in DEMIS. Travel Authorizations that do not meet this criteria are currently shown as “Pending’ on DEMIS reports. If the budget for the upcoming fiscal year has not yet posted, Travel Authorizations for travel ending in the future fiscal year will not be reported.
Travel Authorizations will be reported as encumbrances until the associated expense report is paid, assuring there is no duplication of expenses.
Implement defaults in FSKU that simplify completing Travel Authorizations/Expense Reports.
Continued Support –
FMS provides general support for users with questions about travel, including travel encumbrances. For questions on travel encumbrances please e-mail email@example.com.
Go-Live – Winter 2014
The Payment Plus program through US Bank was implemented as a payment method to achieve vendor rebates in an effort to maximize cash flow. Vendors sign up to participate in the program, which allows them to access invoice payment on-line through US Bank instead of receiving a check or ACH payment from The University or Center for Research.
Updated vendor record with an indicator that this is a participating vendor int eh Payment Plus program. The only way this vendor can be paid once added is through Payment Plus.
Coordinated the interface between the bank and PeopleSoft
Coordinated an interface with the State of Kansas
FMS continues to support PaymentPlus by submitting files to the state and with general troubleshooting support
Go-Live – Summer 2014
Build Efficiencies – Reduce dual data entry and reliance on manual processes
Improve Data Quality – Issue standard processes to be used across teams for the creation of reports and reconciliation.
Enhance Reporting – Create standard reports specific to billing and accounts receivable. Reduce manual processes for operational and sponsor reporting.
Manage Billing and Accounts Receivable –Automation and transparency of invoicing, aging and collection activities. Eliminate manual processes and current shadow databases.
Increase Communication Efficiency – Enable more efficient communication between post award and financial services.
Increase Internal Controls – Built in internal controls for Financials Services and Post Award.
Cash Flow Tracking – Increased transparency to expected and uncollectable cash.
FMS and KUCR provide support for the Grants AR/Billing Module. Training documents and additional information are located here.
NIBS Account Categories
Go-Live – Summer 2013
Other Operating Expense (OOE) budget categories were split from three general category out to nearly 30 more specific account categories to facilitate more detailed budgeting.
FMS maintanis these account categories in the tree to ensure the detailed accounts map to the correct tree nodes.
Procure 2 Pay
Wave 1 – Go-Live – Summer 2012
Supplier sync from FSKU to KUPPS. Purchase Orders were exported from KUPPS to FSKU, and therefore encumbrances were reported in DEMIS Financials.
Wave 2 – Go-Live – Spring 2013
Implemented check request forms. Moved from PeopleSoft vouchers to check requests in KUPPS. Refunds were processed in KUPPS. Invoice workflow was moved to ImageNow. Voucher Purchase Order Matching was implemented. Custom field sync (aka Chartfield sync). FMS synced security with PeopleSoft.
FMS continues to support the ImageNow workflow, and KUPPS system issues, user sync, custom field sync, and Security
Training documents created and maintained by Procurement and are available here.
The University transitioned from preparing travel expense reports outside the PeopleSoft system to preparing all travel authorizations and expense reports within the PeopleSoft system. Now all calculations and payments are made within one system and the University is using the same module that the State of Kansas uses.
FMS continues to support the T&E module in the following ways; configuration, traveler proxy maintenance and approval. For assistance please e-mail firstname.lastname@example.org.