Dartmouth Finance Collaborative

April 2024

Register and mark your calendar for the 2024 Spring Finance Information Forum!

Or Go to https://dartgo.org/FinInfoForum to register

Project Updates: 

• Kronos to the Cloud - Demo
  • Know as UKG
  • Coming this May
• OnBase Upgrade
  • Coming this May
  • No substantial change
  • The new Unity Client will be pushed to desktop users and RDS
• Agiloft IRA Reports - Demo
  • Coming this May
  • Contract Details, such as, contract amount, type, effective and end date, etc.
  • See spend down of contracts and institutional agreements

Policy Updates

• PCard Policy has been updated to clarify the need for the PCard eForm and receipt requirement prior to the sweep date. PCards that sweep unapproved with be tagged as noncompliant. 
• Reminder for tipping. The Business Expense Policy states that tips should not exceed 20% for meals, lodging, etc. 

Other Topics

• Searching for Vendors in OnBase
  • Use the % before and after the vendor name.
  • Use the drop down list which is generated from Oracle
• Question about selecting the correct vendor
  • Vendors need to make sure the remittance (Pay to) clearly states who should be paid, particularly if there multiple pay sites for a vendor
  • If there are vendor pay sites that should be removed, reach out to the FInance Center. 
  • Payment Works FAQ for both Vendors and Department

March 2024

Register and mark your calendar for the 2024 Spring Finance Information Forum!

* Go to https://dartgo.org/FinInfoForum to register! 

Project Updates:

• Kronos to the Cloud
  
  • Coming in April 2024
  • New look and feel for non-exempt biweekly paid employers
  • New dashboard, notifications, timecard review and other features
  • Training and guidance will be forthcoming
• OnBase Upgrade
  • Coming in May 2024
  • No substantial change
  • The new Unity Client will be pushed to users and RDS will be updated

Inside Dartmouth's Budget Course

• Registation ends March 15, 2024
• Session dates and times are as follows:
  
  • Tuesday, April 30, 2024, 6:00 - 8:00 p.m.
  • Tuesday, May 7, 2024, 6:00 - 8:00 p.m.
  • Tuesday, May 14, 2024, 6:00 - 8:00 p.m.
• More information on the F&A Inside Dartmouth's Budget site

Policy Updates

• Code of Ethical Conduct
  • Name updated from Code of Ethical Business Conduct
• Print Policy being updated (already updated in P2P Guide)
  • PCard/Corporate cards allowable for print purchases <$4999
  • Trademark Policy must be adhered to when using Dartmouth word marks and logo 
    (this includes clothing and other Dartmouth merchandise)
• How we Pay Students Stipend Guidance
  
  • Undergraduate Internships and Fellowships paid through AP (7002/7005)
  • All Graduate Student Stipends paid through Payroll (7005)
  • Non-student Post-doc Fellowships paid through Payroll (7006) - not in guidance
• Mobile Communication Stipend and Device Forms are being updated
  
  • Employee attests to understanding the policy on the form
  • Submits through General Request eForm
  • Approval processed on the General Request eForm
  • Working to merge Dartmouth and Geisel forms. 

Reminder for Vendor Invoices

• Vendor Invoices should clearly identify:
  • Business Name or D.B.A remittance must match the registered name within PaymentWorks
  • Bill To: Dartmouth College (or Trustees of Dartmouth College)
  • Invoice Number (each invoice should have a unique invoice number)
  • Invoice Date
  • Contract Number* (if available)
  • PO Number* (if available)
  • WO Number (if working with Campus Services or FO&M)
  • Date or dates of when the goods and/or services were provided
  • Description of goods and/or services provided
  • Invoice Amount Due
  • Department
  • Department Contact

Other Updates

• COVID-Mitigations expenses has been discontinued
  • All hand-sanitizer and other previous “COVID-mitigation” expenses should be coded as normal operational supplies
• Agiloft IRA Reports coming soon - reports are in development
• New project just started!! Finance Website Chatbot leveraging Dartmouth's LLM, to provide natural language to assist in searching for guidance on the Finance site
  • In collaboration with Research Computing, Library, Web Services, and others Finance is working on a proof of concept to build a chatbot using website information. The hope is that we will be leverage this new tool across the institution. 

February 2024

Reminder: Check out BigThink+ 

From last month, check out new resources: 

• Reporting Credit Card Fraud
• Finance Reports for Clean-up and outstanding Corporate and Procurement Card transactions

Policy and Process Updates

• Honorarium Payments (and all forms) the amount field is the US dollar value - what is going to post in the GL regardless of if the payment is will be issued in foreign currency
• Mobile Communication Stipends - Any monthly stipend >$50 requires additional justification
  
  • New form has been updated and approval and routing will be done through the General Request eForm, using the Request Type "Communication Stipend"
• Sole Source Justification Form, new selection for "lowest price not chosen".
  • Must attach bids, quotes, pricing information and explain rationale for not selecting lowest bidder below
• Car Rental Clarification coming soon
  
  • Dartmouth Employees and Students
    • All Dartmouth employees and students are required to become Approved Drivers if they are driving on behalf of Dartmouth
    • Enterprise/National Car rental service recommended in lieu of driving personal vehicles (significant cost savings to rent vs mileage)
    • Employees should use their Corporate Card when booking car rentals
    • Employees and students should not purchase CDW insurance, since this is included in the rental costs
  • Non-Dartmouth Employees and Students (Dartmouth Guests) Car Rentals should:
    • use the Dartmouth-Other code
    • book and pay for their own rental
    • purchase the Collision/Damage waiver insurance
    • submitting for reimbursement. 

Coming Soon: 

• Agiloft Contract Number on the Payment Request to be relocated and provide a list of contracts that may have invoice payments applied against them. Not MSA's and amendments. This will allow us to provide accurate contract spend down reports within IRA. 
• Kronos is moving to the Cloud with a planned April release. 
• OnBase is being upgrade with a planned May release. 

January 2024

Happy New Year! 

Oops! We forgot to record this session. Sorry. 

Public Announcements: 

• Reminder: Monday, January 1 should be listed as HOL for biweekly paid employees
• Standard Mileage Rate for 2024 increased from .655 to .67
• New Duo coming, but has been delayed
• News from IDE: MLK events coming!  Check out BigThink+

New Resources now available:

• How to Pay Research Participants
• IRA GL Transaction Reports now offers details on AP payments by clicking on the invoice number within IRA

Discussion: 

Corporate Card and PCard Processing

• Submission of receipts and expenses as soon as possible is always encouraged
• For PCards, you do not need to wait to receive notification from the Finance Center that the transaction has posted
• To clear them in the system, they do have to be posted, so if you are allocating your own expenses within iExpense or in A&S within PCard Maintenance system the transaction does require the transaction has posted when doing the reallocation
• Dartmouth Credit Card Fraud Reporting
• Corporate Card & PCard Notifications & Reports

December 2023

Agiloft Navigation, Dashboard and Table Searching, Views, and Reports

Video Contents:

• 4:00 - Agiloft Navigation for Power Users (Department Admin/Approvers)
• 5:30 - Department Admin Dashboard
• 7:00 - Searching Agiloft vs. Searching a specific table
• 8:00 - Sorting multiple columns and readjusting the column display
• 10:30 - End-User visibility to see their own contracts/PIA
• 11:00 - Power-User Dept Admin
• 19:00 - Creating a Custom Search
• 24:40 - Creating Custom Views
• 28:00 - Exporting Tables
• 30:00 - Automating Reports to send to email
• 39:22 - Switching dashboards from Dept Admin to Approver, Independent Contractors, Signature Authority
• 40:00 - Searching Independent Contractor
• 41:45 - Navigating to other Tables through the Pendo Box
• 43:00 - Viewing Employee System Access from the Employee record
• 45:00 - PO vs. Contracts

November 2023

OnBase Troubleshooting and Agiloft Contract discussion

Video Contents:

• 10:00 - OnBase Connectivity Issues
• 14:00 - Rehires and Org Permissions
• 17:00 - Payment Request eForm Contract Number
• 20:00 - Future OnBase Projects
• 22:00 - Vendors and PaymentWorks
• 28:00 - Agiloft Contract Amendments - updating the original contracts
• 29:00 - Agiloft Contract Types for Master Agreements vs standard Purchase agreement
• 44:00 - Agiloft System Access
• 45:00 - Finance Best Practices

October 2023

OnBase Unity Client through RDS

Video Contents:

• 7:30 - Department Admin vs. Department without Payroll
• 9:00 - Uploading documents within RDS
• 13:20 - Adding Additional Admin Access
• 15:00 - Resetting Approval in Additional Information Queue
• 20:30 - Adding Items to the Favorites on the Ribbon
• 24:00 - Adding Queries to your Personal page
• 26:00 - Document Retrieval searching for specific keyword searching
• 29:00 - Generating CVS reports from OnBase Unity Client
• 33:00 - Customizing and Changing views within the Workflow queue
• 41:00 - AP Payment Request eForm Pending Submission
• 43:00 - Finance Center process for AP Payment Request Indexing
• 47:00 - AP Payment Request eForm Pending Submission
• 49:00 - PaymentWorks - Vendor Maintenance
• 55:00 - Querying a vendor payment or Anticipated Payment Date

September 2023

OnBase Navigation and Custom Queries

Video Contents

• 18:22 - OnBase Personal Page
• 18:50 - Custom Queries
• 20:15 - Visibility based upon Department Admin vs Department Admin without Payroll
• 23:30 - Updating the eForm as approver
• 26:00 - Adding an Org in the Department Administrator Access
• 27:30 - Payment Request Queries
• 30:00 - Using "*" as a while card vs. on the Payment Request Vendor field you may use "%" (for vendor only)
• 31:30 - Searching Department
• 33:30 - Duplicating fields
• 38:30 - New Vendors on the Payment Request eForm
• 46:30 - Adding documents to an already submitted eForm