Transcript (PowerPoint)

University of Louisville
Health Sciences Center
Shared Services
Onboarding Training
March 30, 2016
HSC Shared Services
Agenda
1.
Introduction
2. WAVE 1 Departments – Onboard information Spreadsheet
3. HSC Shared Services Team – Contact information
4. Website & Service Accounts
5. I Drive
6. HR SOP’s
7.
Payroll SOP’s
8. Finance SOP’s
9. Purchasing SOP’s
10. Questions/Comments?
University of Louisville Health Sciences Center
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Proprietary and Confidential. The enclosed information is solely for the use and benefit of the University of Louisville Health Sciences Center and is not intended for reliance by any other person.
HSC Shared Services
WAVE 1 Departments
•
Institute for Sustainable Health and Optimal Aging
•
Biochemistry
•
Pharmacology
•
Microbiology
•
Family and Geriatric Medicine
•
CT Surgery
•
ENT
•
Campus Health
•
EVPHA/SOM
•
Pediatrics
•
Anatomy
•
OBGYN
*Additional departments to be added to this list
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Proprietary and Confidential. The enclosed information is solely for the use and benefit of the University of Louisville Health Sciences Center and is not intended for reliance by any other person.
HSC Shared Services
HSC Shared Services – Contact Information
Leadership
Gary Southard
Executive Director
852-1042
Shelley Dunn
HR Director
852-1037
Kimberly Whitt
HR Partner (Recruitment/Position Management)
852-1051
Kristie Helm
HR Partner (Payroll/Training/Recruitment)
852-1038
Rhonda Woosley
Payroll Business Assistant
852-1040
Ashley Hand
HR Business Assistant Sr.
852-1034
Janet Tomazin
HR Business Assistant Sr.
852-1050
Terry Cutler
Purchasing Director
852-1041
Lana Metzler
Purchasing Partner
852-2707
Dana Thomas
Purchasing Assistant
852-5691
Julie Charles
Purchasing Assistant
852-5700
HR/Payroll Team
Purchasing Team
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Proprietary and Confidential. The enclosed information is solely for the use and benefit of the University of Louisville Health Sciences Center and is not intended for reliance by any other person.
HSC Shared Services
HSC Shared Services – Contact Information Cont.
Finance Team
Denise Hand
Finance Director
852-1039
Joy Jeffries
Finance Partner
852-1305
Twilia Stauffer
Finance Partner
852-1049
Vicki Dixon
Finance Partner
852-1297
Pam Watson
Accountant III
852-5664
Steven Osborne
Accountant III
852-5678
Deborah Young
Accountant III
852-5681
Bob Eason
Accountant III
852-5685
Crystal Alvey
Accountant III
852-5688
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Proprietary and Confidential. The enclosed information is solely for the use and benefit of the University of Louisville Health Sciences Center and is not intended for reliance by any other person.
HSC Shared Services
Website and Service Accounts
24 hour turnaround for service account requests
Human Resources
Purchasing
(502) 852-1037
(502) 852-1041
[email protected]
[email protected]
Med Center One, Suite 360
Med Center One, Suite 280
Payroll
Finance
(502) 852-1037
(502) 852-1039
[email protected]
[email protected]
Med Center One, Suite 360
Med Center One, Suite 280
http://louisville.edu/hsc/evpha/shared-services
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Proprietary and Confidential. The enclosed information is solely for the use and benefit of the University of Louisville Health Sciences Center and is not intended for reliance by any other person.
HSC Shared Services
I:Drive to OnBase Transition
IT has developed an OnBase document storage solution for Shared
Services.
Until the OnBase solution is launched, please send all backup
documentation to the associated HSC Service Account.
Anyone not on UofL network?
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Proprietary and Confidential. The enclosed information is solely for the use and benefit of the University of Louisville Health Sciences Center and is not intended for reliance by any other person.
HSC Shared Services
Onboarding Spreadsheet
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Proprietary and Confidential. The enclosed information is solely for the use and benefit of the University of Louisville Health Sciences Center and is not intended for reliance by any other person.
HSC Shared Services
Human Resources
– Recruitment & Compensation SOPs
•
Hiring and Staff Recruitment
•
Hiring of Temporary Staff
•
BA3 entry of pay docs and any updates – in process
•
Entry of PAR’s and JDC’s
•
Reclassification of Position
•
In-Range Adjustment
•
Extension of Existing J1 Visa
•
New Hire with J1 Visa
•
Separation – Reduction in Force (RIF)
•
Separation – Voluntary
•
Status Change
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Proprietary and Confidential. The enclosed information is solely for the use and benefit of the University of Louisville Health Sciences Center and is not intended for reliance by any other person.
HSC Shared Services
Grid for Applicants
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Proprietary and Confidential. The enclosed information is solely for the use and benefit of the University of Louisville Health Sciences Center and is not intended for reliance by any other person.
HSC Shared Services
Applicant Information Sheet
University of Louisville Health Sciences Center
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Proprietary and Confidential. The enclosed information is solely for the use and benefit of the University of Louisville Health Sciences Center and is not intended for reliance by any other person.
HSC Shared Services
Request form for Temporaries/Tutors
University of Louisville Health Sciences Center
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Proprietary and Confidential. The enclosed information is solely for the use and benefit of the University of Louisville Health Sciences Center and is not intended for reliance by any other person.
HSC Shared Services
Request for Reclassification or In-Range Adjustment to Position
University of Louisville Health Sciences Center
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Proprietary and Confidential. The enclosed information is solely for the use and benefit of the University of Louisville Health Sciences Center and is not intended for reliance by any other person.
HSC Shared Services
J-1 Visa Processing Checklist
University of Louisville Health Sciences Center
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Proprietary and Confidential. The enclosed information is solely for the use and benefit of the University of Louisville Health Sciences Center and is not intended for reliance by any other person.
HSC Shared Services
Terminations/Transfers
University of Louisville Health Sciences Center
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Proprietary and Confidential. The enclosed information is solely for the use and benefit of the University of Louisville Health Sciences Center and is not intended for reliance by any other person.
HSC Shared Services
Human Resources
– Payroll and Timekeeping SOPs
•
Payroll/Timekeeping for Classified Staff
•
Supplemental Pay & X-Pay
•
Monthly Leave Request
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Proprietary and Confidential. The enclosed information is solely for the use and benefit of the University of Louisville Health Sciences Center and is not intended for reliance by any other person.
HSC Shared Services
Payroll – Bi-weekly payroll
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Proprietary and Confidential. The enclosed information is solely for the use and benefit of the University of Louisville Health Sciences Center and is not intended for reliance by any other person.
HSC Shared Services
Electronic Timesheet Demo
University of Louisville
Attendance and Leave Time Sheet
Employee ID
Employee First Name
Employee Last Name
Department
Department ID
Standard Hours/Week
Pay Period Begin Date
9999999
Please Type First Name
Smith
Pediatrics
9999999999
37.50
Lunch Policy: A meal period shall be permitted no later than five hours and no sooner than three
hours from the beginning of the work shift. It shall be of at least 30 minutes
Week #1
DAY
Date
In
Out
In
Out
In
Out
Hours Worked
Regular Hours
Overtime (Reg)
Hours (Premium)
Bank Comp Time
Comp Hours Banked
Holiday Worked
Worked Hours
University Holiday
Holiday Hours
Differential Code 1
Differential Hours
Differential Code 2
Differential Hours
Leave Code 1
Leave Hours
Leave Code 2
Leave Hours
Leave Code 3
Leave Hours
Totals
SAT
1/0/1900
SUN
1/1/1900
SAT
SUN
MON
1/2/1900
0.00
0.00
0.00
0.00
0.00
0.00
MON
0.00
0.00
0.00
0.00
0.00
0.00
0.00
Week #2
TUE
1/3/1900
TUE
WED
1/4/1900
0.00
0.00
0.00
WED
0.00
0.00
0.00
0.00
0.00
0.00
0.00
THU
1/5/1900
FRI
1/6/1900
THU
FRI
DAY
Date
In
Out
In
Out
In
Out
0.00
0.00
0.00
0.00
0.00
0.00
0.00
TOTALS
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
Comments:
Hours Worked
Regular Hours
Overtime (Reg)
Hours (Premium)
Bank Comp Time
Comp Hours Banked
Holiday Worked
Worked Hours
University Holiday
Holiday Hours
Differential Code 1
Differential Hours
Differential Code 2
Differential Hours
Leave Code 1
Leave Hours
Leave Code 2
Leave Hours
Leave Code 3
Leave Hours
Totals
SAT
1/7/1900
SUN
1/8/1900
SAT
SUN
MON
1/9/1900
TUE
1/10/1900
0.00
0.00
0.00
0.00
0.00
0.00
MON
0.00
0.00
0.00
TUE
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
Yes, I would like to donate leave to the Shared Leave Program. More information about this
at the following webpage.
http://louisville.edu/hr/policies/per419
Donation Type
Yes/No
Sick Leave Donation
Annual Leave Donation
Employee Signature
Date
Supervisor Signature
Date
Week
Week 1
Week 2
Total
Total Hours Recorded
REG
OTS
0.00
0.00
0.00
0.00
0.00
0.00
Week
Week 1
COM
0.00
CPA
0.00
OT1
0.00
0.00
0.00
LEAVE
0.00
0.00
0.00
Leave Hours Recorded
HOL
SLV
0.00
0.00
University of Louisville Health Sciences Center
DIFF
0.00
0.00
0.00
SCK
**For more information on time and attendance policies please reference the following web
http://louisville.edu/hr/policies
Total
0.00
0.00
0.00
VAC
0.00
Please ensure you obtain appropriate approvals from your supervisor and submi
time sheet in a timely manner.
0.00
NON
0.00
Total
0.00
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Proprietary and Confidential. The enclosed information is solely for the use and benefit of the University of Louisville Health Sciences Center and is not intended for reliance by any other person.
HSC Shared Services
Monthly Payroll
https://louisville.edu/hr/forms/leave-request/fg_base_view_p3
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Proprietary and Confidential. The enclosed information is solely for the use and benefit of the University of Louisville Health Sciences Center and is not intended for reliance by any other person.
HSC Shared Services
Finance SOPs
•
Account Reconciliation
•
Cash Receipts and Deposits
•
Charge Transfer Request (formerly IUT’s and JV’s)
•
Payroll Funding Changes
•
PAR’s
•
Online or Paper Expense Transfer Requests
•
Journal Vouchers (as needed)
•
Travel – (To be Updated for Newly Developed T&E Module)
•
Tuition and Scholarships
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Proprietary and Confidential. The enclosed information is solely for the use and benefit of the University of Louisville Health Sciences Center and is not intended for reliance by any other person.
HSC Shared Services
Account Reconciliations
University of Louisville Health Sciences Center
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Proprietary and Confidential. The enclosed information is solely for the use and benefit of the University of Louisville Health Sciences Center and is not intended for reliance by any other person.
HSC Shared Services
Financial Statement
University of Louisville Health Sciences Center
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Proprietary and Confidential. The enclosed information is solely for the use and benefit of the University of Louisville Health Sciences Center and is not intended for reliance by any other person.
HSC Shared Services
Financial Statement- (continued)
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Proprietary and Confidential. The enclosed information is solely for the use and benefit of the University of Louisville Health Sciences Center and is not intended for reliance by any other person.
HSC Shared Services
Financial Statement-(continued)
University of Louisville Health Sciences Center
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Proprietary and Confidential. The enclosed information is solely for the use and benefit of the University of Louisville Health Sciences Center and is not intended for reliance by any other person.
HSC Shared Services
Financial Statement- (continued)
University of Louisville Health Sciences Center
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Proprietary and Confidential. The enclosed information is solely for the use and benefit of the University of Louisville Health Sciences Center and is not intended for reliance by any other person.
HSC Shared Services
Monthly Overall Speedtype Report
University of Louisville Health Sciences Center
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Proprietary and Confidential. The enclosed information is solely for the use and benefit of the University of Louisville Health Sciences Center and is not intended for reliance by any other person.
HSC Shared Services
Purchasing SOPs
• Requisition/PO
• Procard
• RFD
University of Louisville Health Sciences Center
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Proprietary and Confidential. The enclosed information is solely for the use and benefit of the University of Louisville Health Sciences Center and is not intended for reliance by any other person.
HSC Shared Services
Web Order Form
• Bolt on to PeopleSoft – much simpler than current requisition
process.
• Originator: theoretically, anyone in the department who wishes to
place an order for a good or service.
• Department Approver/Department Financial Analyst (DFA):
departmentally-assigned person to act as the liaison with Shared
Services. This individual will approve order requests (PO or
Procard).
• Department Approver/DFA = approver on department-held cards.
University of Louisville Health Sciences Center
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Proprietary and Confidential. The enclosed information is solely for the use and benefit of the University of Louisville Health Sciences Center and is not intended for reliance by any other person.
HSC Shared Services
Work Flow: Requisition/PO
•
Originator completes web order form.
•
Form feeds into PeopleSoft and generates a Shared Services Order Number.
Originator & DFA receive an email notification.
•
DFA approves web order form. (Speed type, account code, amount, etc.,
plus a Personal Service Contract (PSC) Number or subgrant contract
number, when applicable).
•
SSP approves web order form.
•
Web order form populates the fields in PeopleSoft Requisition, thus no
further departmental approvals are necessary.
•
Web order form data uploads into BA3.
•
Department responsible for sending all supporting documents (packing
slips, invoices, etc.), to SSP, which can be attached to the web order form.
University of Louisville Health Sciences Center
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Proprietary and Confidential. The enclosed information is solely for the use and benefit of the University of Louisville Health Sciences Center and is not intended for reliance by any other person.
HSC Shared Services
Work Flow: Procard
SSP-held card
• Originator completes web order form.
• Form feeds into PeopleSoft and generates a Shared Services Order
Number. Originator & DFA receive and email notification.
• DFA approves web order form (Speed type, account codes, amount,
etc.).
• SSP places order and approves web order form.
• Web order form data uploads into BA3.
• Department responsible for sending all supporting documents
(packing slips, invoices, etc.) to SSP, which can be attached to the web
order form.
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Proprietary and Confidential. The enclosed information is solely for the use and benefit of the University of Louisville Health Sciences Center and is not intended for reliance by any other person.
HSC Shared Services
Procard Scenario:
Procard:
Web Order Form:
Cardholder: SSP Business Center Assistant
Originator: Anyone
Reallocator: SSP Business Center Assistant
DFA: Person assigned responsibility
for speed type and legitimate business
purpose
Approver: SSP Partner
SSP maintains Transaction Summary Log (TSL) via BA3 Log.
University of Louisville Health Sciences Center
8/7/2016
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Proprietary and Confidential. The enclosed information is solely for the use and benefit of the University of Louisville Health Sciences Center and is not intended for reliance by any other person.
HSC Shared Services
Work Flow: Procard
Department-held card
• Originator completes web order form and indicates that a procard
order has already been placed. “Confirmation only” order.
• Form feeds into PeopleSoft and generates a Shared Services Order
Number. Originator & DFA receive and email notification.
• DFA approves web order form (Speed type, account codes, amount,
etc.).
• SSP approves web order form.
• Web order form data uploads into BA3.
• Department responsible for sending all supporting documents
(packing slips, invoices, etc.) to SSP, which can be attached to the
web order form.
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Proprietary and Confidential. The enclosed information is solely for the use and benefit of the University of Louisville Health Sciences Center and is not intended for reliance by any other person.
HSC Shared Services
Work flow: Procard
Department-held card - (continued)
• SSP reallocates speed type and account code, as needed
• SSP validates bank statement to BA3 log (TSL) and ensures that
supporting documentation is present for each transaction
• SSP sends log to Cardholder and Card Approver for signature
• SSP signs log
• Documentation forwarded to SSF for reconciliation
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Proprietary and Confidential. The enclosed information is solely for the use and benefit of the University of Louisville Health Sciences Center and is not intended for reliance by any other person.
HSC Shared Services
Procard order exceptions for departments
The Department may maintain a ProCard and place an order under the
Circumstances listed below. A “Confirmation Only” order must be entered by the
Department.
•
The order needs to be placed outside normal SS business hours (i.e., evenings and weekends).
•
The order requires individual login/password.
•
Conference registration
•
Membership dues
•
Subscriptions
•
Licensing
•
The order requires specialty specific knowledge:
•
Scientific items
•
Lab/clinic items
•
Hotel reservations for non-UofL employees.
•
Business meals
•
Catering
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Proprietary and Confidential. The enclosed information is solely for the use and benefit of the University of Louisville Health Sciences Center and is not intended for reliance by any other person.
HSC Shared Services
Procard scenario
Procard:
Web Order Form:
Cardholder: Employee X
Originator: Employee X or Y
Reallocator: SSP Business Center Assistant
DFA: Person assigned responsibility
for speed type and legitimate business
purpose
Approver: DFA
SSP maintains Transaction Summary Log (TSL) via BA3 Log.
University of Louisville Health Sciences Center
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Proprietary and Confidential. The enclosed information is solely for the use and benefit of the University of Louisville Health Sciences Center and is not intended for reliance by any other person.
HSC Shared Services
RFD
Request for Disbursement
April 1, 2016 – RFD will be replaced with Payment Request Form in
PeopleSoft
• Payments to vendors only – not employee reimbursements
• Not the same as the new Travel & Expense (T & E) module
• SSP applicability – TBD
University of Louisville Health Sciences Center
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Proprietary and Confidential. The enclosed information is solely for the use and benefit of the University of Louisville Health Sciences Center and is not intended for reliance by any other person.
HSC Shared Services
Questions/Comments?
University of Louisville Health Sciences Center
8/7/2016
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Proprietary and Confidential. The enclosed information is solely for the use and benefit of the University of Louisville Health Sciences Center and is not intended for reliance by any other person.