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What's New In FAST?

Please check back regularly for news as it relates to your daily work processes.  If you have any questions about any of the following updates refer to Help Contacts for the FAST Team member who can best answer your question. 

As items are regularly moved from What's New In FAST to the FAQ section of this FAST web site, click here to link to the FAQ section.

2007/08 Fiscal Year

End Information

      

The following documents are located on the Purchasing Department Web Site.  Click here to go to their web site.

  • Listing of Year End Deadlines Memo

  • FAST Purchase Order Cleanup Memo

  • FAST Purchase Order Rollover & Clean Up for FY 2007/2008

  • Partially Matched Receipt Clean Up Manual

  • Year End Roll Over List Memo

  • Year End Not to Roll Over List Memo

  • Excel List to Roll

  • Excel List Not to Roll

 

Process For Identifying Contact For Errors On Encumbrances

There are situations where unliquidated Purchase orders are affecting the RSA limiting the ability of departments to purchase necessary items for their projects.  In an attempt to clarify the process for dealing with encumbrances, we have established the following process to identify if a PO will need to be corrected by submitting a Change Order Request to Purchasing or contacting your Sr. Grants Specialist in Research Financial Management.  

To determine if a PO is active, look at the status on the PO Inquiry page.

NAVIGATE:  Purchasing – Purchase Orders – Review Purchase Order Information – Purchase Orders

The Purchasing Business Unit should populate based on your User ID setup.  (Note: USF01 and GRT01 are NOT Purchasing Business Units).

Enter the Purchase Order Number and click the Search button.

Look at the PO Status.  If it is Approved or Dispatched, complete and send a Change Request to Purchasing, AOC200, fax 4-5362.

If the PO Status is Complete, contact your Grant Specialist in Research Financial Management for resolution.

Finance Mart - The OFFICIAL Reporting Tool  Posted 6/08

Finance Mart is the official reporting tool for USF.  It includes a variety of reports to assist you in reconciliation and financial planning in your department/college.  Reports include all types of funding sources including state funds, grant funds, and auxiliary funds.  Reports are offered in summary and detail format.  They may be viewed on screen, printed to pdf or web format, or downloaded to an Excel spreadsheet file.

 

What reports are available?

 

  • RSA Summary (remaining spending authority)

  • Budget Detail

  • Financial Report Summary

  • Expense Detail

  • Revenue Detail

  • Balance Sheet Summary

  • Balance Sheet Detail

  • Encumbrance Summary

  • Encumbrance Detail

  • Payroll Detail   

 

Who can use Finance Mart?

 

Finance Mart is open to all USF staff.  No special ID or password is required but access to the eUSF Administrative Portal is required.

 

 

Where do I find Finance Mart?

 

The Finance Mart is available only through the eUSF Admistrative Portal.  The web site address is www.eusf.admin.usf.edu.

Navigate to Data Marts > then click 

 

 

Comments or Suggestions

 

Let us know how we can improve the reports.  Many suggestions from the USF business community have been used to improve reporting.  Click here to send us your comments.

 

 

Assistance or Information

  eUSF Administrative Portal

To learn more about the eUSF Administrative Portal click here.  For assistance regarding the eUSF Administrative Portal please contact helpdesk@admin.usf.edu or (813) 974-9000. 

 

New Electronic Process for Submission and Tracking RETs  Posted 8/06
 

In response to requests from the university community and focus groups University Payroll and Research Financial Management (RFM) are excited to announce the official start of the new electronic process for submission and tracking of Retroactive Expenditure Transfers (RETs).

 

When does this new process take effect?

 

Effective immediately RETs not previously submitted to University Payroll or RFM may now be submitted online.

 

Will paper RETs continue to be accepted via campus mail?

 

During this transition time, we will accept either the electronic or the paper RETs. However, please do not send both. The preferred method is the new online process as it offers clear advantages over submitting a paper RET through campus mail which includes the following:

  • Ensures the sender that the RET has been received

  • Ease of use - a simple email with attachments is all that is needed

  • Track the RET movement in Right Now Service and the progress from submission to posting in GEMS

  • Ensures that the RET does not get misplaced or overlooked

How do I start using the new process?

 

Please see these instructions. 

 

Please contact your Senior Grants Specialist in RFM or Payroll Representative for assistance if needed.

 

 

 

GEMS Pro Technical Issues  Posted 8/06  Amended 9/15/06

Windows 2000 or WinXP SP1 users attempting to access the GEMS Pro web address are experiencing a shut down of the browser or a shut down shortly after beginning the PeopleSoft session. This occurs when using the application directly or via the eUSF Administrative Portal https://eusf.admin.usf.edu .

Information Technologies has determined that this is due to a flawed Microsoft patch that was recently released and NOT GEMS itself.

Users who need assistance with installing the fix/patch, should contact their local department tech support personnel.

 

 

 

Travel Module Posted 3/07

 

Announcement From the Office of the Executive Vice President

As part of our continuing effort to improve travel accounting and reporting capabilities, USF will be implementing the PeopleSoft Travel Module in May 2007.

The Travel Module will provide:

An electronic approval workflow to reduce processing time and allow travelers or their designees to easily track the status of expense report submissions.

Auto-filled General Services Administration (GSA) meal allowance rates upon destination city selection, eliminating the need for preparers to obtain rates from the GSA website.

Built in audit controls and error notification at the point of entry, eliminating time-consuming returns and corrections.

Reporting capability that will afford managers flexible, detailed, up-to-the-minute travel expense information.

Under the new process, expense reports will be entered and submitted through FAST, and then approved through an electronic workflow. Although the process will not be entirely paperless upon the implementation of the new module, future enhancements towards a more paperless environment will be considered at a later date. We are confident that this Travel Module, with enhanced business processes/procedures, will allow for faster reimbursement. Training opportunities, presentations and demonstrations will continue to be announced as we approach our targeted go-live date.

Project updates, notices and training information will be provided regularly through the USF Travel Listserv. If you have questions about the implementation, please contact the *EBS Department & PeopleSoft Functional Project Director, J.R. Reed, at jrreed@admin.usf.edu, or (813) 974-5457, or the Business Project Manager, Joy Morton, at jmorton@admin.usf.edu, or at (813) 974-5684. *UPDATED

 

   See the new Travel Department Web Site - www.usf.edu/controller/travel

 

 

 
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Last Updated/Reviewed 5/20/08