*REMINDER*Department Activity Questionnaire Due COB Tomorrow
HR/Payroll Operations Transitioning Back to AAOU SSC
WE HAVE SOME VERY IMPORTANT INFORMATION TO SHARE...I APOLOGIZE IN ADVANCE FOR THE LENGTHY MESSAGE BELOW.
TO ENSURE A SMOOTH TRANSITION OF RESPONSIBILITIES FROM YOUR DEPARTMENT BACK TO THE AAOU SSC, PLEASE READ ALL OF THE INFORMATION BELOW THOROUGHLY AND IN ITS ENTIRETY, AND TAKE THE NECESSARY ACTIONS AS SOON AS POSSIBLE:
Good Afternoon AAOU SSC Departments!
The AAOU SSC will be fully staffed as of Monday, May 8th 2023. We are planning to begin the transition of departments back to shared services full operations using a phased in approach over the course of the next 4-12 weeks. The goal is to have all departments resume full-service operations by the end of July 2023.
We anticipate four (4) phases of re-onboarding with the first phase commencing as early as PR-2023-026, and the final phase with PR-2024-003.
The first step in our re-onboarding plan, is to complete an audit of all department activity that has occurred starting with PR-018 (the first period departmental staff took on the HR/Payroll duties) through the current period (PR-023) to verify all required reports, files and supporting documentation has been appropriately saved to the shared Google Drive folder(s).
Our audit will determine which departments are ready to be phased back into shared services full operations, and those with no outstanding items will be prioritized to resume full-services in the earlier phases.
As we begin our audit we will be contacting departments individually to inform you of your department's current status, expected re-onboarding timeline, and to advise of any outstanding items required and due date, before re-onboarding can occur for your department.
IT IS VERY IMPORTANT THAT ALL REQUIRED FILES AND SUPPORTING DOCUMENTATION IS SAVED FOR ALL TRANSACTIONAL ACTIVITY, TO ENSURE UNIVERSITY AUDIT COMPLIANCE AND ADHERENCE WITH RECORD RETENTION POLICIES.
Please take some time as soon as possible, to review your department's activity during the period of PR-018 through PR-023 and ensure all files are up to date, and all supporting documentation has been saved to the appropriate folders on the shared Google Drive (i.e Time Entry folders for all time entry actions and reports, Personnel folders for all personnel changes, such as new hires, terminations, pay rate changes, etc).
Upon completion of our audit, we will contact you and there will be a very quick turnaround to provide any outstanding items at that point, so ensuring everything is in working order now, will help streamline the process for all involved.
To help you prepare for the audit of your departments activity and related files:
Please make sure the following items are accounted for (items with an asterisk* are only required to be saved if the report was applicable to your department, or if your department had such activity); i.e. a department that does not have any benefit eligible employees will not have a Detailed Leave Report available to save). Items not marked with an asterisk* are required for all departments (i.e. all departments should have a Time Entry report and Completed Report saved):
- Time Entry Reports for PR-018 through PR-023
- Detailed Leave Reports* for PR-018 through PR-023
- Time Entry BURST Reports for PR-018 through PR-023 which include:
- Completed Report
- Error Report*
- Data Alert Report*
- Incomplete Report*
- Submitted Report*
- Time Entry Adjustments (if applicable):
- Paper Timesheets*
- Pay Schedules*
- Payroll Adjustment Forms*
- Time Entry Correction Forms*
- Preliminary Gross Pay Report for PR-018 through PR-023
- Final Gross Pay Acknowledged in PeopleSoft HR System for PR-018 through PR-022
- Personnel Files Updated for any of the following actions:
- New Hires*
- Terminations*
- Leave Payouts*
- Pay Rate Changes*
- Personnel Changes*
- Payroll Advances*
In addition to the above, please complete the questionnaire linked below, no later than COB, Thursday, May 11, 2023:
If you have any questions for us in the interim, please submit a
General Inquiry RT Ticket, and one of our team members can further assist you.
We want to take a moment to thank all of you for your partnership, patience and understanding over the past few months. We greatly appreciate each of you, and the temporary roles you have taken on during this transitional period for the AAOU SSC (we understand how challenging this time has been for everyone involved). We look forward to *fully* servicing each of your areas once again, in the coming weeks/months; and to our continued partnership.
Thank you,
AAOU SSC Team
Colleagues,
As you all are aware, we have yet to receive specific implementation guidance for the Merit effective 07/01/2023. As a result, your working budget files will not be due this Thursday, May 11. Upon receiving the merit guidance, we will notify you of a due date.
The expectation remains that your working budget files should be close to finalized at this time and once the HR guidance is received you will be able to quickly update and finalize your working budget file to meet our deadline.
Please let us know if you have any questions or concerns.
Best,
Martina Buckley, CPA CIA
Associate Provost for Financial Management and Chief of Staff
Office of the Provost
UMBC: An Honors University
Administration Building, Rm 1001B
1000 Hilltop Circle
Baltimore, Maryland 21250
Telephone: 410 455 6578
]]>
Colleagues, As you all are aware, we have yet to receive specific implementation guidance for the Merit effective 07/01/2023. As a result, your working budget files will not be due this...
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OPSSC - Office of the Provost Shared Services Center
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AAOU Shared Services Center
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Tue, 09 May 2023 18:04:55 -0400
*IMPORTANT*AAOU SSC HR/Payroll Update*DEPT ACTION REQUIRED*
HR/Payroll Operations Transitioning Back to AAOU SSC
WE HAVE SOME VERY IMPORTANT INFORMATION TO SHARE...I APOLOGIZE IN ADVANCE FOR THE LENGTHY MESSAGE BELOW.
TO ENSURE A SMOOTH TRANSITION OF RESPONSIBILITIES FROM YOUR DEPARTMENT BACK TO THE AAOU SSC, PLEASE READ ALL OF THE INFORMATION BELOW THOROUGHLY AND IN ITS ENTIRETY, AND TAKE THE NECESSARY ACTIONS AS SOON AS POSSIBLE:
Good Afternoon AAOU SSC Departments!
The AAOU SSC will be fully staffed as of Monday, May 8th 2023. We are planning to begin the transition of departments back to shared services full operations using a phased in approach over the course of the next 4-12 weeks. The goal is to have all departments resume full-service operations by the end of July 2023.
We anticipate four (4) phases of re-onboarding with the first phase commencing as early as PR-2023-026, and the final phase with PR-2024-003.
The first step in our re-onboarding plan, is to complete an audit of all department activity that has occurred starting with PR-018 (the first period departmental staff took on the HR/Payroll duties) through the current period (PR-023) to verify all required reports, files and supporting documentation has been appropriately saved to the shared Google Drive folder(s).
Our audit will determine which departments are ready to be phased back into shared services full operations, and those with no outstanding items will be prioritized to resume full-services in the earlier phases.
As we begin our audit we will be contacting departments individually to inform you of your department's current status, expected re-onboarding timeline, and to advise of any outstanding items required and due date, before re-onboarding can occur for your department.
IT IS VERY IMPORTANT THAT ALL REQUIRED FILES AND SUPPORTING DOCUMENTATION IS SAVED FOR ALL TRANSACTIONAL ACTIVITY, TO ENSURE UNIVERSITY AUDIT COMPLIANCE AND ADHERENCE WITH RECORD RETENTION POLICIES.
Please take some time as soon as possible, to review your department's activity during the period of PR-018 through PR-023 and ensure all files are up to date, and all supporting documentation has been saved to the appropriate folders on the shared Google Drive (i.e Time Entry folders for all time entry actions and reports, Personnel folders for all personnel changes, such as new hires, terminations, pay rate changes, etc).
Upon completion of our audit, we will contact you and there will be a very quick turnaround to provide any outstanding items at that point, so ensuring everything is in working order now, will help streamline the process for all involved.
To help you prepare for the audit of your departments activity and related files:
Please make sure the following items are accounted for (items with an asterisk* are only required to be saved if the report was applicable to your department, or if your department had such activity); i.e. a department that does not have any benefit eligible employees will not have a Detailed Leave Report available to save). Items not marked with an asterisk* are required for all departments (i.e. all departments should have a Time Entry report and Completed Report saved):
- Time Entry Reports for PR-018 through PR-023
- Detailed Leave Reports* for PR-018 through PR-023
- Time Entry BURST Reports for PR-018 through PR-023 which include:
- Completed Report
- Error Report*
- Data Alert Report*
- Incomplete Report*
- Submitted Report*
- Time Entry Adjustments (if applicable):
- Paper Timesheets*
- Pay Schedules*
- Payroll Adjustment Forms*
- Time Entry Correction Forms*
- Preliminary Gross Pay Report for PR-018 through PR-023
- Final Gross Pay Acknowledged in PeopleSoft HR System for PR-018 through PR-022
- Personnel Files Updated for any of the following actions:
- New Hires*
- Terminations*
- Leave Payouts*
- Pay Rate Changes*
- Personnel Changes*
- Payroll Advances*
In addition to the above, please complete the questionnaire linked below, no later than COB, Thursday, May 11, 2023:
If you have any questions for us in the interim, please submit a
General Inquiry RT Ticket, and one of our team members can further assist you.
We want to take a moment to thank all of you for your partnership, patience and understanding over the past few months. We greatly appreciate each of you, and the temporary roles you have taken on during this transitional period for the AAOU SSC (we understand how challenging this time has been for everyone involved). We look forward to *fully* servicing each of your areas once again, in the coming weeks/months; and to our continued partnership.
Thank you,
AAOU SSC Team
Colleagues,
As of this evening, we have not received merit guidance from HR. Hopefully, we will receive it in the coming days. Thus, we are updating the due date from this Thursday, May, 4, 2023 to next Thursday, May 11, 2023.
We expect that your working budget files should be close to finalized at this time and once the HR guidance is received you will be able to quickly update and finalize your working budget file to meet the next Thursday, May 11, 2023 due date.
Finally, CBO has provided a Merit Planning tool similar to what was provided last year. This is a planning tool ONLY. It will be available to you via the shared Box folder tomorrow morning.
Please let us know if you have any questions.
Have a good evening.
Best,
Martina Buckley, CPA CIA
Associate Provost for Financial Management and Chief of Staff
Office of the Provost
UMBC: An Honors University
Administration Building, Rm 1001B
1000 Hilltop Circle
Baltimore, Maryland 21250
Telephone: 410 455 6578
]]>
Colleagues, As of this evening, we have not received merit guidance from HR. Hopefully, we will receive it in the coming days. Thus, we are updating the due date from this Thursday, May, 4,...
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OPSSC - Office of the Provost Shared Services Center
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AAOU Shared Services Center
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Tue, 02 May 2023 18:02:37 -0400
UPDATE: FY24 Budget - True Up
Colleagues,
We have received several questions about true-up. I contacted the Central Budget Office and below is the information CBO provided.
==
The "true up" for both COLAs is for vacant lines. For merit, we allocated an additional amount for all units so that folks had a little more flexibility in awarding merit.
Best,
Martina Buckley, CPA CIAAssociate Provost for Financial Management and Chief of Staff
Office of the Provost
UMBC: An Honors University
Administration Building, Rm 1001B
1000 Hilltop Circle
Baltimore, Maryland 21250
Telephone: 410 455 6578
]]>
Colleagues, We have received several questions about true-up. I contacted the Central Budget Office and below is the information CBO provided. == The "true up" for both COLAs is for...
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OPSSC - Office of the Provost Shared Services Center
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AAOU Shared Services Center
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Thu, 27 Apr 2023 10:40:38 -0400
*Important* All Funds Budgeting - Additional Information
Colleagues,
As you complete your FY24 Working Budget files, below is some additional information related to all funds budgeting.
- Fund 1111: Must balance to $0 (as it always has)
- Fund 1112: Must balance to $0
- Funds 1113-1116: Do not have to balance to $0; however, if there is a deficit balance, please provide an explanation
- Funds 1253 and 1263: Must balance to $0
Let us know if you have any questions.
Best,
Martina Buckley, CPA CIA
Associate Provost for Financial Management and Chief of Staff
Vania Cruz
Director
Michael Renda, CSSYB
Assistant Director
]]>
Colleagues, As you complete your FY24 Working Budget files, below is some additional information related to all funds budgeting. Fund 1111: Must balance to $0 (as it always has) Fund...
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OPSSC - Office of the Provost Shared Services Center
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AAOU Shared Services Center
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Thu, 20 Apr 2023 16:25:34 -0400
Shared Service Center Update
Good Afternoon AAOU SSC Departments,
The shared services center is please to announce we have finalize recruitment for our vacancies, and have received acceptance of offer letters for four (4) new hires. One of which has already started with us, this past Monday (4/10/23), the other three (3) new hires are scheduled to start with us on Monday, May 8th.
Please join us in giving Rachel Garcia, who started with us on Monday, as our Business Operations Coordinator, a warm welcome to the AAOU SSC!
Over the next month, we will be working to get all new hires the necessary system access, which includes the completion of the Paw Procurement System, (PAW) and PeopleSoft Finance Security Access Forms. Some of these forms may require department approval once routed, so if you receive a request to approve an access form for your department via DocuSign, please do not overlook the email, please take a moment to review and approve the form.
We will send a more formal update and welcome to all of our new hires once everyone has started with us in May, with additional details about a timeline and plan to resume full operations for all AAOU SSC departments.
For now, if you happen to receive a DocuSign for your approval for the
Paw Procurement System (PAW) and PS Finance Departmental Approval Security Access form for Rachel Garcia, please review and approve the form. If you have any questions about the form feel free to contact me directly at
vcruz@umbc.edu.
For your reference, this form is giving Rachel approval access to the following functions AAOU SSC handles on behalf of all AAOU SSC departments:
-Requisitions
-Invoices/Payment Requests
-Journal Entries
-Budget Transfers
Thank you,
AAOU SSC Team
]]>
Good Afternoon AAOU SSC Departments, The shared services center is please to announce we have finalize recruitment for our vacancies, and have received acceptance of offer letters for four (4)...
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OPSSC - Office of the Provost Shared Services Center
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AAOU Shared Services Center
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Wed, 12 Apr 2023 14:01:26 -0400
IMPORTANT: FY2024 Working Budget Files
Colleagues,
We are excited to kick off the FY2024 budget process! As one of the first steps in this process, we are sharing your FY2024 Working Budget files so that you can start making any necessary adjustments to salary lines and updating your operating revenues and expenses. Your Working Budget files can be found in our shared Box folder (FY24 folder/FY24 Working Budget File folder). We encourage you to begin updating your file ASAP as there will be a quick turnaround this year.
Later this month, we will send you a preliminary State Support control number. Your control number will be calculated using your current FY2023 budget as the starting point and will be adjusted to cover your mandatory FY2024 expenses (COLA, merit, and minimum wage). Your completed and balanced budget file is due to the AAOU SSC staff (Vania, Mike, and Martina) by Thursday, May 4, 2023.
Should you receive any additional resources through the strategic budgeting process, your file will be sent back to you in June, and you will be given time to make those adjustments at that point.
Detailed instructions for completing your FY2024 Working Budget file have been embedded in the first tab of the file. We also encourage you, or members of your team, to join the Central Budget Office (CBO) team for one of the two training sessions they are holding later this month (links below).
IMPORTANT UPDATES:
All Funds Budgeting
For FY2024, we will be required to budget for all self-support and restricted funds (1112-1116, 1253, 1263). Thus, the FY24 Working Budget files should include all estimated self-support and research activity. The CBO has provided Trend Data by fund and account in the Working Budget files to assist with this task.
Turnover Expectancy
Beginning last year, Turnover Expectancy was budgeted as a percent of total State Support salaries. We made the decision to budget this at the division level for FY2023 and will continue this in FY2024, with the exception of those units/departments that had previously established Turnover Expectancy budgets. This is subject to change in future fiscal years as we perform further analysis to determine the best methodology.
Finally, a series of time slots has been created between May 2nd and May 4th. Should you wish to schedule time with the AAOU SSC staff to help address concerns regarding your working file, please use the following link:
https://calendar.google.com/calendar/u/0/selfsched?sstoken=UUNZbVhZbTE4UV9nfGRlZmF1bHR8MWVjMTA3OTJlNWY5ZjdiYTFmNmRkNWQ2YjM5NjQ1NjM
We are here to answer any questions and provide assistance. Thank you in advance for your assistance in the FY2024 Working Budget process!
Training Sessions:
Tuesday, April 18:
Best,
Martina Buckley, CPA CIAAssociate Provost for Financial Management and Chief of Staff
Vania Cruz
Director
Michael Renda, CSSYB
Assistant Director
UMBC is reintroducing it's annual budget trainings, as it had done prior to COVID. This year there are two training sessions being offered, and the links to those trainings can be found below:
Tuesday, April 18:
Thursday, April 20:
We highly encourage all department staff involved in budget planning to attend one of the meetings, to ensure a smooth working file process for FY24.
Thank you,
Mike Renda
Assistant Director
]]>
Good Afternoon, UMBC is reintroducing it's annual budget trainings, as it had done prior to COVID. This year there are two training sessions being offered, and the links to those trainings can be...
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OPSSC - Office of the Provost Shared Services Center
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AAOU Shared Services Center
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Wed, 05 Apr 2023 15:15:07 -0400
The AAOU SSC is Hiring!
Interested in joining our team...
Good Afternoon,
The Academic Affairs Other Units, Shared Services Center (AAOU SSC) within the Office of the Provost is hiring! We have undergone an internal restructure and currently have four (4) Regular Full-Time Staff position available:
2- Payroll & Hiring Business Services Specialists (Non-Exempt)
1- Administrative & Operations Coordinator (Exempt)
1- Business Operations Coordinator (Exempt)
The AAOU SSC is a centralized group that provides payroll and hiring, finance and budget assistance to departments under Academic Affairs. We serve as the subject matter experts on the University payroll, hiring and general business processes.
If you or someone you know are looking for new opportunities, please view our current openings on the UMBC jobs page here:
This position is open to both internal and external applicants. We are willing to train the right candidates as long as the minimum required qualifications are met for the position applied.
Regardless of skills and prior experience, all new hires will go through an extensive training program and will have an opportunity to experience dedicated one-on-one training with current Subject Matter Experts, individualized trainings, as well as designated team trainings throughout the course of the program. Live training opportunities, as well as access to all written and recorded training materials and resources will be available, to support our hires in their new role.
If you are not interested in this opportunity but know someone who may be, please forward this along! Please also consider posting this to your personal LinkedIn pages, as this will help our postings receive more exposure, which may assist us with successful recruitment and filling of our vacancies.
Thank you,
AAOU SSC Team
]]>
Good Afternoon, The Academic Affairs Other Units, Shared Services Center (AAOU SSC) within the Office of the Provost is hiring! We have undergone an internal restructure and currently have...
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OPSSC - Office of the Provost Shared Services Center
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AAOU Shared Services Center
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Wed, 25 Jan 2023 14:06:21 -0500