18
UWinsite Finance “Top Tips from the First 100 Days” Gillian Heisz, Controller and Stream Lead, UWinsite Finance [email protected]
UWinsite Finance
“Top Tips from the First 100 Days”
Gillian Heisz, Controller and Stream Lead, UWinsite [email protected]
What is UWinsite Finance? Will I use it?
UWinsite Finance is the state-of-the-art financial information system implemented on campus on February 1, 2018.
Mastering Taxes
The system will do the work for you, the trick is remembering…when to include HST, and when not to include HST.
When working in Procurement
Always use a pre-tax amount!
When working in Expenses
Always use an after tax amount!
The system calculates the tax at our rebated rate for the purpose of the budget check.
Don’t worry, AP will pay the total invoice (including taxes) when the time comes!
Important Differences for Projects Processing
Access to Transact Against Grant Accounts
• Unique security exists
• People charging grants who are NOT the PI must be approved by the PI (required for Tri Council compliance)
• Set up by Research Finance
Action: If you will be charging grants where you are not the PI, email approval to [email protected]
Use “Project Number” Box on PO’s and Expense Reports ONLY
815123
1.1 TRAVEL
The Account box should not be touched. It will get overridden when the report is submitted.
Remember, Project = Grant!
To see an inventory of all of your expense reports in ANY status (saved, submitted, approved, etc.)
- In Expenses Module (the wallet), click the Magnifying Glass
- Then click “Advanced”
A list of every expense report you have submitted, including status, will appear.
Reviewing the Status of all of your Expense Claims
Achieving Success when Issuing PO’s
#1 Changing the Account String instead of typing in Project Number
#2 Leaving the Supplier Site field blank
#3 Not indicating which VP will approve when over $100,000
#4 Forgetting to “Receive”
815123 S.Aversa
Check out our 5-min video on Procurement; covers a Projects example but applicable for all http://www.uwindsor.ca/finance/494/uwinsite-finance-top-issues-week-one
Creating New Vendors Successfully
http://www.uwindsor.ca/finance/glossary-policies-procedures-forms
We pay our vendors by EFT. We will request the banking
information ON YOUR BEHALF.
Please warn your vendors that we will be contacting them as
this can delay the process.
We are required by law to collect HST numbers. Please include to speed up the process.
Engage. Renew. Advance.9
Consider where you need a Contingent Worker
Contingent Workers must also be Vendors in UWinsite Finance
Add a vendor
Create a user and security
Provide training on Expenses
Get bank info
Consider whether contingent worker status is necessary.
If occasional (especially) one time cost reimbursement only, set up as a temporary supplier instead, and either do the Payment Request form (PO-06) or have the
individual “invoice” you.
Only these yellow steps required when you are adding a vendor rather than contingent worker
• A travel advance can be requested in the Expense module, under Actions.
• Advances are cleared against the first expense report submitted after the travel end date.
• It is important to remember to submit your expense report in a timely manner and include the expense items from the advance in your expense report.
Engage. Renew. Advance.11
Requesting and Clearing a Travel Advance
Feel free to Query Research Grants Live!
From the home page, click “Project Financial Management”. A list of your grants will appear. Click on the grant you want to review.
Click on the “Task” menu (right hand side of screen, box with lines in it) and then click “Manage Project Financial Plan”
From there your grant statement appears! The “Planned in Project Currency”
column is your budget. The “ITD Actual in Project Currency”
is your ACTUALS from INCEPTION TO DATE. This includes any payroll commitments outstanding.
Mastering Journal Entries & PCard Transactions
Review our new JE guide, just posted at http://www.uwindsor.ca/finance/686/how-create-journal-entry
• Don’t forget your back up• Remember JE’s are not routed for approval. We require this back up to support
your entry, and validate that it has been appropriately approved where required
• For natural accounts, where there is a “6” there must be a “7”• This ensures our internal transactions properly eliminate and our financial
statements balance
• Please use caution when moving transactionson Centre Suite. Check that you are updating allsegments, are using your new accounts, are not forgetting any ‘digits’, etc.
Delegation within the System
Use “Reassign” function to share information with those who need it, to add more layers of approval or to correct a workflow issue.
See more at: http://www.uwindsor.ca/finance/499/delegating-your-expense-approval-authority
• Delegation of authority in the system should be carefully considered• Am I comfortable with
this person acting on my behalf?
• Am I restricting what this individual can do by delegating to them?
• Is this delegation necessary?
Making Design Changes to Improve Efficiency
Security is currently established at the Department level for all users.For example, a Faculty Member in History can charge anything in FAHSS, but cannot
charge the Provost’s office.
Since go live we have run into several issues with this security model.
We appreciate users feedback on this issue!
This is causing there to be manual workarounds and sub processes in areas including Faculty recruiting and relocation costs, Student recruiting and Shared costs for student conference travel (a student in Chemistry may have a trip partially funded by Chemistry and by Graduate Studies).
Effective Summer 2018, the security controls will be changing for all general users
1. Obtain permission from an account holder to charge their account.
2. Ask for their account number
3. Complete your expense report, using the combination of accounts
4. The expense report will be routed to all budget owners
Report Relief… On its Way
We are facing many challenges when it comes to getting you the best possible and most timely reports.
Challenges closing
Maximizing the data we can get from the integrations
PCard automation
Security issues
Design and deployment of correct and effective reports
We continue to work to get you the reports you need as soon as possible and appreciate your patience. We want to ‘get it right’.
If you are still missing reports, please put in a ticket. We hope to have resolved all remaining report issues and have full deployment during Summer 2018.
What is the Fastest Way for me to Master UWinsite Finance?
We’ve Gone Viral!Check out our YouTube
Videos… over 10,000 hits!
Invite us over!(to your building to
provide custom training)
Office Hours?Let us stop by and give you
a 20 minute tutorial
Can I have your Number?Save our COA Translator as
a Favourite
Handy HandoutsThere are many one-page handouts online to help
Phone a Friend!Many of your colleagues
are UWinsite masters
http://www.uwindsor.ca/finance/resource-listing
More Change is Afoot in Finance!
Release 13 is coming August 2018
Monitor our website for more information, training opportunities, etc. http://www.uwindsor.ca/finance/345/uwinsite-finance
Easier expense report reviewing!
Procurement mobile app!
