Getting Ready FIN - University of Michigan, Administrative

SSC Financial Services
coming April 2015
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This presentation is an overview of financial services
that will be provided by the Shared Services Center
(SSC )beginning April 2015. It is designed to give you
foundational information to help you and your unit
prepare for the upcoming transition of services to the
SSC.
More detailed information, including new email
addresses for requesting and inquiring about SSC
In this module:
• New SSC financial services
• What’s changing and what’s staying the same
• What the processes will look like
• What’s next
• Resources
services, will be provided in unit training sessions to be
held closer to the go live date.
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SSC Financial Services – Winter 2015
New Financial Services at the SSC
Overview
Beginning April 2015, the following new financial
transactional services will be provided by the SSC.
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•
Accounting Customer Service
•
Statement of Activity (SOA) Reconciliation
•
Gross Pay (GPR) Reconciliation
•
Expense Report Creation
SSC Financial Services – Winter 2015
New Financial Services at the SSC
Accounting Customer Service
The SSC Accounting Customer Service
team keeps the university’s accounting
•
Accounting Customer Service in SSC will be replacing
system up-to-date, monitors key financial
your Financial Operations coordinator at Wolverine
activity, and helps others at the university
Tower, with new contact email addresses
use it effectively in their jobs every day.
NOTE: There are few changes affecting
units: The name has changed from
Accounting Services Customer Service to
Accounting Customer Service, and these
services will be located at the SSC.
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What’s New?
•
The team will assist units with approver table*
maintenance if requested
•
Units will request ChartFields and journal entries using
new online forms
•
The Endowment Chart Field Request Form is updated
*The approver table is a new M-Pathways tool units may use to delegate AP
and JE transaction approval authority to one or more individuals in their unit.
SSC Financial Services – Winter 2015
New Financial Services at the SSC
Accounting Customer Service Process
• Identify need for
accounting help and
SSC
request assistance
• Request new
ChartFields / journal
entry processing
• Record various financial
activities
Units
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• Provide accounting
training
• Maintain, update the
accounting system
• Create ChartFields/
process JEs if requested
• Use new ChartFields to track
projects, grants, department
spending
• Use new accounting
knowledge in their jobs
Units
SSC Financial Services – Winter 2015
New Financial Services at the SSC
SOA Reconciliation
What’s New?
The SSC SOA Reconciliation team will
reconcile exception based transactions
only. The SOA team will also assist units
with questions that arise from
•
View-Only Access in eReconciliation for units using SSC SOA
reconciliation services*
•
Approver Table: A new tool to enable units to identify
appropriate transaction approvers will be used to automatically
management reports.
reconcile transactions in the reconciliation process
•
Management Reports: Units will look for abnormal patterns and
trends to inform decisions
NOTE: Units will continue to be responsible
for initiating and approving transactions;
budgeting; and reporting
•
Documentation: Units will supply the SSC with supporting
documentation when required
*Units not using Shared Services – such as the U-M Hospital, among others – will
continue to reconcile using eReconciliation.
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SSC Financial Services – Winter 2015
New Financial Services at the SSC
SOA Reconciliation Process
• Use available money to
support the unit’s
SSC
activities
• Initiate and approve
transactions
• Maintain approver
table
appropriately approved
• Maintain / update the
accounting system
Units
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• Verify charges are
• Provide management
reports
• Work with SSC to resolve
discrepancies
• Provide supporting
documentation
• Use new management
reports to inform decisions
Units
SSC Financial Services – Winter 2015
New Financial Services at the SSC
GPR Reconciliation
The SSC GPR Reconciliation team (part of
the SOA Reconciliation team) will
reconcile exception based transactions
What’s New?
•
trends to inform decisions
only. The GPR team will also assist units
with questions that arise from
management reports.
Management Reports: Units will look for abnormal patterns and
•
Documentation: Units will supply the SSC with supporting
documentation when required
NOTE: Units will continue to be responsible
for time entry and approval. Payroll
processing is not changing,
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SSC Financial Services – Winter 2015
New Financial Services at the SSC
GPR Reconciliation Process
• Approve / initiate HR
transactions in
M-Pathways
Units
SSC
discrepancies
• After payroll run, review
weekly, biweekly, monthly
and off-cycle payroll
transactions
• Identify errors
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• Work with SSC to resolve
• Provide supporting
documentation
• Use updated information to
inform decisions
Units
SSC Financial Services – Winter 2015
New Financial Services at the SSC
Travel & Expense Report Creation
Units have an opportunity to use a new
What’s Being Offered at the SSC?
team at the SSC to create expense
reports on behalf of faculty and staff who
•
university faculty and staff who use delegates
prefer to use delegate assistance, or they
can continue to provide these services
Prepare expense reports in Concur on behalf of
•
Reconcile P-Card transactions
through delegates within their unit.
NOTE:
Faculty and staff will still be able to
create their own expense reports in Concur, if
they choose.
The SSC T&E team follows the university’s Travel
and Expense policy (SPG 507.10-1) and will
apply more restrictive unit policies where
requested.
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NOTE:
Units will continue to use the paper
Travel and Business Hosting Expense Report form
and create/request payment requests in
M-Pathways for guests and students who are not
eligible for reimbursement through Concur.
SSC Financial Services – Winter 2015
New Financial Services at the SSC
Travel & Expense Report Creation Process
SSC
• Request Concur
• Notify SSC T&E team of any
expense report
necessary report corrections
preparation
• Provide expense
information and
receipts
• Prepare Concur expense
reports
• Request missing or
additional information as
• Provide supporting
documentation
• Submit and approve
expense reports
needed
Faculty/Staff
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Faculty/Staff
SSC Financial Services – Winter 2015
New Financial Services at the SSC
Travel & Expense - Requesting Services
Faculty and staff requesting expense report creation will email
ExpenseReports@umich.edu and provide the following:
•
•
•
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ShortCode(s)
Business purpose(s)
Receipts/supporting documentation
SSC Financial Services – Winter 2015
New Financial Services at the SSC
Summary of Key Changes
Accounting Services
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SOA / GPR
Reconciliation
• Accounting Customer
Service will be located
at the SSC.
• The SSC will reconcile
exception transactions on
behalf of units
• Contact information will
be provided in unit
training and on the SSC
website.
• Units will maintain the new
approver table
Travel and Expense
Report Creation
• A new group of staff at
the SSC are available to
create Concur expense
reports for those who
request it.
• Units will use new
management reports to
identify trends to inform
decisions
SSC Financial Services – Winter 2015
New Financial Services at the SSC
Unit Training Sessions Coming Soon!
More information about new financial
Unit training information will be sent to members of the
services will be provided at campus-wide
following groups:
training sessions in late February and
March.
Dates, times, locations, and registration
information will be available soon via
email and published in CTools. Training
•
AST SSC Unit Reps
•
SSC Unit Liaisons
•
SSC.hr.updates (opt-in MCommunity Group)
•
SSC.finance.updates (opt-in MCommunity Group)
sessions will be recorded and published
for viewing at a later date.
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University of Michigan Shared Services
New Financial Services at the SSC
Stay Informed!
Join MCommunity groups to stay informed about SSC processes, tips, updates and more.
•
•
For SSC HR updates, join the group: ssc.hr.updates
For SSC Financial updates, join the group: ssc.finance.updates
To join:
• Go to MCommunity (https://mcommunity.umich.edu)
• Click the Log In link to log in
• Type the group name you wish to join in the Search field
• Click Search
• Click Join Group
To opt out of MCommunity group(s):
• Repeat steps 1 through 3 above
• Click Resign
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University of Michigan Shared Services
New Financial Services at the SSC
Resources
CTools:
HR & FINANCE PROCESS SHARING SESSIONS:
Information about the Winter 2015 implementation is
Winter 2015 Implementation HR and Finance process
available on the CTools site and updated regularly as
sharing session recordings are available on the AST UTS
new information becomes available.
website:
To access CTools resources:
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•
Log in to ctools.umich.edu
•
Click Membership
•
Click Joinable Sites
•
Search AST UTS
•
Click Join
click here to watch Finance Process Sharing Session
click here to watch HR Process Sharing Session
University of Michigan Shared Services
We know your time is valuable and hope this presentation is helpful in anticipation of the
New Finance Services being implemented at the SSC. If you have any questions about
upcoming training, please contact the SSC Training Team at ssc.training@umich.edu
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University of Michigan Shared Services