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</o:shapelayout></xml><![endif]--></head><body lang=EN-US link=blue vlink=purple><div class=WordSection1><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'>Hello All,<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'><o:p> </o:p></span></p><p class=MsoNormal><b><u><span style='font-size:12.0pt;font-family:"Arial","sans-serif";color:red'>I cannot stress enough how important it is for everyone in the School of Plant Sciences to read this email thoroughly and as carefully as possible regarding the transition period and the processes to close out the current University Financial Reporting System and the new financial system UAccess Financial between September and October 2011. I will be sending out weekly reminders regarding this process. But, please pass this email along to every member of your laboratory.<o:p></o:p></span></u></b></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'>This transition process and new Financial System with all of the deadlines and information will affect every single person at the University of Arizona and in the School of Plant Sciences. This will impact on teaching, research and extension activities. Therefore, we must plan accordingly and follow all the guidelines. <b><u>There will not be any exceptions to the Deadlines because we will not have the platform (computerized systems) to perform any type of exceptions. </u><o:p></o:p></b></span></p><p class=MsoNormal><b><u><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'><o:p><span style='text-decoration:none'> </span></o:p></span></u></b></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'>As I have mentioned in the past, the University of Arizona has/is transitioning the former and current legacy systems for Payroll, Human Resources, Student, Financial and Grant Processing. We are two years into the new Payroll / Timesheet process UAccess Employee, and approximately a year into UAccess Student. Now, the University will be going live with UAccess Financial on <b><u>October 4, 2011 (this date is referred to as Go Live)</u></b>. UAccess Financial will replace the current FRS system which is the accounting system for the General Ledger and Sub Ledger financial reports and balance sheets. This systems handles all the budgets and cash which the UA processes. Also, being replaced is the systems and processes, that we purchase items for teaching, research, extension and administration. The Systems and Processes are payments, Purchase Orders, reimbursements (expenses and travel), Arizona BuyWays and the Purchasing Card program. <o:p></o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'>On September 1, 2011, I will be discussing with the Faculty, at the PLS faculty meeting, some of the new policies that we will have to implement due to the system. <b><u>But, I want everyone to have the knowledge of when and what systems / accesses that will be temporarily </u></b></span><b><u><span style='font-family:"Arial","sans-serif";color:red'>shut down</span></u></b><b><u><span style='font-size:10.0pt;font-family:"Arial","sans-serif";color:red'> </span></u></b><b><u><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'>and not available during the transition and Go Live period between the new systems (September 20, 2011 to October 4, 2011.)<o:p></o:p></span></u></b></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'><o:p> </o:p></span></p><p class=MsoNormal><b><u><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'>Major Change on October 1, 2011:</span></u></b><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'> All of the current FRS account numbers that are assigned to you will change. The numbers will be changing in order to accommodate the new UAccess Financial System. The change is small but significant. At the end of September, I will send each faculty member a list of their new account numbers.<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'>First the good news – the Purchasing Card program and your P-Card will work during the transition period with no work stoppage and continue to work the same with the new UAccess Financial Systems (KFS.) All of the current procedures, restrictions and guideline will be in place even when the other purchasing and reimbursement systems are not working during this transition (moratorium) period approximately <b><u>September 20, 2011 to October 4, 2011</u></b>.<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'>Now the deadlines and important information.<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'><o:p> </o:p></span></p><p class=MsoNormal><b><u><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'>Purchase Orders: September 20, 2011:</span></u></b><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'> We will temporarily not be able to create requests to generate Purchase Orders until the new system is functional on October 4, 2011. Which means if you have a quote to purchase an item or items over the $5,000 limit, this must be sent to me for processing no later than the morning of September 20<sup>th</sup>. Please remember you will not be the only one who may need to submit a quote for a PO. Therefore, we can only process the requests in the order that we receive it. I cannot guarantee that it will be approve on time by the various UA Financial Services Office throughout campus as they have to approve the entire UA requests. The computerized system that we process this request will be <b><u>shut down at 5 p.m. on September 20,2011</u></b>. The new platform to do these requests will not be <b><u>available until October 4, 2011</u></b>. This time frame is needed to convert the financial data from one system to the next.<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'>Please note, you cannot purchase an item over $5,000 on your P-card. Nor can you have the purchase of said item broken down smaller incremental charges on our P-Card, that is call pyramiding which is strictly prohibited. Your p-card can be suspended or revoked for this violation.<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'><o:p> </o:p></span></p><p class=MsoNormal><b><u><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'>Expenses Reimbursement to Employees/Vendors and/or Payments to Vendors or Outside Speakers: September 20, 2011: </span></u></b><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'> We will not be able to create a Check Request to reimburse an employee or pay a vendor or approve an invoice for payment on an existing PO from September 20, 2011 until October 4, 2011. Therefore, if you have receipts for reimbursement or an invoice to be paid – turn it in as soon as possible. The 90 day rule for reimbursement being taxable after a 90 day period from the date of purchasing will not have a forbearance due to this inaccessible transition period. <o:p></o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'>During this time there will be PLS invited seminar speakers during this time frame, I have a procedure in place for their reimbursement documents but the payment will be delayed until the new system is functional in October 2011. As well as the payments and reimbursements to the faculty members who will be taking the seminar speakers to dinner during this transaction period. The moratorium is also applicable for payments to research visitors who are receiving some type of stipend from an active UA account of faculty in the School. <o:p></o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'><o:p> </o:p></span></p><p class=MsoNormal><b><u><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'>Travel Expense Reimbursement and Advances: September 20, 2011: </span></u></b><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'>The same as above, we cannot process any travel expense reimbursement or advances between September 20, 2011 and October 4, 2011. Therefore, if you have the receipts and all of the appropriate / required documentation (agenda, itineraries, and such) now, do not wait to turn in your receipts to the Admin Office. During the moratorium period, you can turn in your receipts – we just cannot process them until we Go Live with UAccess Financials on October 4, 2011.<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'><o:p> </o:p></span></p><p class=MsoNormal><b><u><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'>Payments and/ or purchases to UA Department/Units via the Interdepartmental Payment Form (IDB) September 20, 2011: </span></u></b><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'>This is applicable to payments to the UABookstore, ARL, BioCommunications and such. IDB’s will no longer be an acceptable form of Payment to the UABookstore with the new system. <o:p></o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'><o:p> </o:p></span></p><p class=MsoNormal><b><u><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'>Arizona BuyWays: September 23, 2011 Noon: </span></u></b><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'>The Arizona BuyWays website will become inactive and close for all future use on September 23<sup>rd</sup> at 5:00 p.m., but you will need to stop buying and purchasing items at Noon on September 23,2011 in order to allow me and Purchasing time to approve the orders.<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'>Important: Arizona BuyWays will be accessible on October 4, 2011 but not on the same website but through a new portal in UAccess Financial. The purchasing of items will still be the same but the checkout of your shopping cart is drastically different. Therefore, my staff and I will hold training sessions throughout the months of September and October for the new system.<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'>For your part in the process – AZBuyWays and electronic approval, you will need to ensure that your web browsers are functioning properly. Which means clear history, temp files, and cache files – often. Have available to you more than one web browser – such as Internet Explorer, Google Chrome, FireFox, and Safari. Please consult with Mario Marquez and Carlos Acevedo about your web browser. Also, keep your computers free of viruses, and the such.<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'>During the months of September and October, the work load on the Administrative Staff (myself, Joy Rogers-Caron, Renee Ammons, Laura de Steiguer, Gabe Rodriguez, Michael Hawkins and Chris Large) will be immeasurable due to this transition from one system to the next. We will be working overtime to make the transition as smooth as possible for everyone in the School as well as capturing all of the financial data from the old system. Therefore, we ask for your understanding that processes will be slower because we will not have access to our normal operating systems. Once, we Go Live with UA Financial on October 4, 2011, we will have to process all of the financial documents in record speed on the new system in order to get you reimbursement, vendors paid, items order and contracts written with a new web based system. The system is web based with new and bigger servers but with quadruple the amount of users due to the AZ BuyWays portal and the electronic approval process. Therefore, the system will be slow and may crash from time to time. As it did with UAccess Employee and UAccess Student.<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'>The next few months will be a very intense time due to all of the changes in the financial systems and how we operate and function with these systems. Therefore, I will be communicating as often as possible regarding the processes, policies and transition. Please read everything I send about this matter.<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'>As always, please contact me if you have any questions about this new system, deadlines and other information.<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'>Sincerely,<o:p></o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'>Donna-Rae <o:p></o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'><o:p> </o:p></span></p><p class=MsoNormal><span style='font-size:10.0pt;font-family:"Arial","sans-serif"'><o:p> </o:p></span></p><p class=MsoNormal><b><span style='font-family:"Euphemia","sans-serif";color:#403152'>Donna-Rae M. Marquez</span></b><b><i><span style='font-family:"Euphemia","sans-serif";color:#403152'><o:p></o:p></span></i></b></p><p class=MsoNormal><b><span style='font-family:"Euphemia","sans-serif";color:#403152'>Manager, Business & Finance</span></b><b><i><span style='font-family:"Euphemia","sans-serif";color:#403152'><o:p></o:p></span></i></b></p><p class=MsoNormal><b><span style='font-family:"Euphemia","sans-serif";color:#403152'>School of Plant Sciences</span></b><b><i><span style='font-family:"Euphemia","sans-serif";color:#403152'><o:p></o:p></span></i></b></p><p class=MsoNormal><b><span style='font-family:"Euphemia","sans-serif";color:#403152'>The University of Arizona </span></b><b><i><span style='font-family:"Euphemia","sans-serif";color:#403152'><o:p></o:p></span></i></b></p><p class=MsoNormal><b><span style='font-family:"Euphemia","sans-serif";color:#403152'>Forbes 303B</span></b><b><i><span style='font-family:"Euphemia","sans-serif";color:#403152'><o:p></o:p></span></i></b></p><p class=MsoNormal><b><span style='font-family:"Euphemia","sans-serif";color:#403152'>Tucson, Arizona 85721</span></b><b><i><span style='font-family:"Euphemia","sans-serif";color:#403152'><o:p></o:p></span></i></b></p><p class=MsoNormal><b><span style='font-family:"Euphemia","sans-serif";color:#403152'>520.621.8689 Telephone</span></b><b><i><span style='font-family:"Euphemia","sans-serif";color:#403152'><o:p></o:p></span></i></b></p><p class=MsoNormal><b><span style='font-family:"Euphemia","sans-serif";color:#403152'>520.621.7186 FAX</span></b><b><i><span style='font-family:"Euphemia","sans-serif";color:#403152'><o:p></o:p></span></i></b></p><p class=MsoNormal><o:p> </o:p></p></div></body></html>