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Update on the Implementation of UTShare/PeopleSoft

TO: UTSA Faculty and Staf

FROM: Kathryn Funk-Baxter, Vice President for Business Affairs

DATE: Aug. 20, 2015

SUBJECT: Update on the Implementation of UTShare/PeopleSoft

In my last update to the campus, we announced that a special team was mobilized and a tool was being developed to assist departments with their monthly reconciliation reports. As many of you know, one of the difficulties with our new accounting system is the ability to have an effective, yet simple tool for monthly reconciliations and resolving errors. The Assistant VP/Controller, with assistance from Compliance, OSPA, and PSSC, hired several accounting professionals who have been meeting with departments to assist with the monthly reconciliations. I want to congratulate the many departments who were part of our success story this month. The Laboratory Animals Resource Center (LARC) and Interdisciplinary Learning Teaching (ILT) collaborated and successfully reconciled their accounts. They were grateful for the training which helped them understand terminology. To date, 44 departments have met with the teams; another 24 are scheduled to receive assistance.

For those still in need of assistance, please contact Linda Martinez at 458-6914 for an appointment with a team member.

Another campus accomplishment, according to the UT System tracking, is our 70% data Surge project cleanup completion, which was focused on PeopleSoft Grants and Contracts functionalities.

In addition, we have made progress loading and testing salary encumbrances. For FY 2016, we expect a significant improvement in the ability of departments to track available and uncommitted balances for cost centers. We believe that we have been able to resolve nearly 94% of all the FY 2014 purchase order roll forward encumbrances and we have increased confidence that the FY 2015 roll forward purchase order processes will be easier for the campus. Our teams will be working very hard over the next month to close the fiscal year.

I hope these updates and success stories are both helpful and encouraging. Our teams are diligently working on achieving success and improvement every day.

Our next step is to provide the UTShare Executive Team with sufficient documentation to increase the awareness and urgency for additional PeopleSoft improvements and stabilization. The two lists that we are compiling for them include the “workarounds,” which, as you know, are manual, temporary processes required by our HR and Financial Departments that enable the system to process transactions. These processes require extra effort from everyone on campus and are a great source of frustration. The second is a list of broken or unavailable PeopleSoft functionality. Our ultimate goal is to have enhanced, efficient PeopleSoft functionality.

I will continue to provide periodic updates to you on our progress. In the meantime, I thank you for your continued support and patience with this important initiative.

Annual Enrollment

Annual Enrollment (AE) will be held July 15th - 31st for changes effective September 1, 2015. Make sure your contact information is up-to-date and watch your mail and email for more information from UTSA and the Office of Employee Benefits (OEB). Visit UTSA's website for updates.

The amount employees contribute to Teachers Retirement System (TRS) will increase to 7.2% effective September 1, 2015 and 7.7% beginning September 1, 2016. The employer contribution remains at 6.8%. Visit TRS’s website for more details

Benefits Eligible employees appointed 75% or more (30 hours or more) will be eligible for full time premium sharing effective September 1, 2015. Visit UTSA's HR website for details.

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Updated: 08-27-2015

UTShare PeopleSoft Resources

Single Point Of Contact

For questions about
UTShare/PeopleSoft refer to the

    Contact PSSC

    PeopleSoft Support and Sustainment Center
    • Click the “SPOC” button and submit a ticket
    • Call: 210-458-SPOC (7762)
    • For any policy or business related questions, please contact the Human Resources, Financial Affairs and Purchasing Departments.

    Restricted Access:
    UT System Project SharePoint

    PSSC SharePoint Site

    Office Location:
    North Paseo Building
    5th Floor, Suite 5.122
    One UTSA Circle
    San Antonio, TX 78249
    (210) 458-SPOC (7762)