Your APSS Update: June 2023

With FY23 ending, we know that you are managing multiple deadlines and priorities. During this busy season, University Shared Services strives to always provide outstanding customer service and be a trusted partner.

In this article, you will find key fiscal year end tips and dates to close out your year smoothly. We are happy to share the functionality of the US Bank Access Online tool for cardholders, allowing for ease in monitoring transactions, as well as the ability to sign up for fraud alerts. To communicate the most efficient processes, we are highlighting T&E features and functionality. As always, we end our newsletter with a fun tech tip. This one will ensure you are ‘in the know’ for the best Outlook hacks! 

Stay safe and have a great summer!

Sincerely,

Tracy Greenup,
University Shared Services Director

Table of Contents:

• Fiscal Year closing deadlines
• Fraud alerts through U.S. Bank
• T&E Approval functionality: Notes and attachments
• Tech Tip: Outlook 2023 hacks

Fiscal Year closing deadlines

By June 30:

• Ideally all accounts payable and receivable transactions related to FY23 are entered and approved by this date. If that occurs no accrual entry will be needed to post the activity in FY23. However, we know this is not always realistic due to circumstances beyond our control.
• Review the Unpaid ERs and Unapproved Voucher reports in WebApps to ensure transactions are approved by this date.  
  • Log into FSPRD.UMSYSTEM.EDU and choose FIN Financial reports.
  • Choose AP & T&E Monitoring Reports
  • Enter the Dept ID or Dept Node for your review.
• Outstanding Purchase Order balances owed in FY23 should be reviewed. PO inquiry allows you to see the open POs that may need to be paid or closed prior to June 30, as well as vouchers applied to the PO.
  • Navigate to AP & Supplier Tile> Choose Purchase Order Inquiry> Enter the PO number you wish to review.
  • PO to be closed – email SUA@umsystem.edu
  • PO to be paid – email invoices to umprocimagingvouche@umsystem.edu 

By July 12:

• If invoices or support for FY23 transactions come in after June 30, you still have until 5 p.m. on July 11 to have the transaction entered AND approved. These transactions will be included in the automatic accruals for FY23. This will include Non-PO Payment Requests/PO Vouchers/T&E Travel Reimbursements and One Card Reconciliations.

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Sign up for fraud alerts through U.S. Bank's online tool

Log into WebApps and using your university credentials, select US Bank Access Online.

You can review all your cardholder account activity, authorizations, and declines. Here, you can select to get text and email messages for potential fraud, account activity and purchase alerts. 

To set up account alerts:

• Select My Personal Information. The screen will display as shown below. 
• Click the Account Alerts link. The account Alerts screen will display.

• Type or update your email address in the Email field. 
• Type or update your mobile telephone number for text alerts.
• Select the account you want to set the alerts for
• On the Fraud Alerts tab, you will select the Email and/or Text check box to receive the alerts for the account when the system detects suspicious activity. 
• The Terms and Conditions check box will need to be marked and then click the submit button. 

Tip: If you are using text message enrollment only, you will receive a text message to confirm the alert setup.

Additional alerts and notification training can be found on the Access Online: Web-Base Training.

Reach out to ftss@umsystem.edu or onecard@umsystem.edu for additional questions or guidance.

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T&E Approval functionality: Notes and attachments

When opening an Expense Report to review, approvers will now have easier access to all prior approval or denials comments, as well as additional supporting information comments that may be needed for review.

Choose the funding button to update a chartfield string or PS account. Along with the ability to update funding, if an approver determines an additional attachment is needed, they can navigate to the to the expense details page, and attach any additional documents needed. Choose the expense details, to drill further into the ER. Once the link is selected, it will open and replace the previous view tab. From here attachments can be added at the header level.

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Tech Tip: Outlook 2023 hacks

To apply the “Work Less” theory, make the most out of Outlook’s functionality. Here are a few actions you may not know about! 

You can have Outlook automatically file an email.

Then you can read them all at one time without distraction.

• Create a Folder: Ctrl + Shift + E
• Automate Filing into the folder
• Right-click the Email, click “Rules”,
• Choose “Always move messages from”
• And select your new folder

Get up to speed on the full email string, and review previously sent messages you may have already filed.

• Right click the email you are wanting to review, and choose find related > and then choose ‘messages in this conversation’.
  • This will let you see past messages containing previously sent attachments or review the email string to determine if a resolution has already been reached by other parties.
• You can then file appropriately.

Stage emails to deliver during traditional business hours!

• Before hitting sent on that email, choose the options prompt, and then the icon in the lower right of the Voting buttons.
• You can then choose not to deliver until a later time.
• Choose Close, and then hit send!

Got a tech tip? Email ftss@umsystem.edu and let us know! 

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