The fiscal period of March is now closed, and you can run final reports after 10 p.m. tonight when the dashboard updates are complete.
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Hourly time reporting
Payroll has this helpful instruction page (with screen shots) about the online guided learning for hourly time reporting. It’s been sent to employees and supervisors, and you can download it here: Welcome to Time Reporting at Rice
I can’t reproduce screen shots on the blog, but the text is:
We write to introduce you to the – Time Reporting Tasks/Guides for Hourly Employees task list available through Online Guided Learning (OGL). Through video, online guides, tips, and links, the task list equips you with the information to accurately and promptly enter and edit your time, ensuring timely and correct pay.
These materials may be familiar to you as they have been available in the iO EvolutiOn Training Catalog for several years. We have repackaged them to make them more user-friendly and accessible to you right where you need them in iO via OGL. We encourage you to review them as you complete the task list and refer back to them whenever you need a refresher.
If you’re new to Rice, these materials can help you get started reporting your time correctly and on time so please complete the task list during your first pay period. You can come back to the task list to refer to these guides as often as needed.
Select the dotted line to view the guides as Job Aids (printable as PDF) or Video.
(download above for the screen shot)
The OGL Widget is your online tool to guide you in using many functions in iO. We recommend that you explore How to use Guided Learning for additional iO and OGL functionality.
Keep visiting the Time Reporting at Rice OGL Category as we continue to grow the library of information, tools and tips for you.
Please join us on Monday, April 1st at 1pm for a Payroll Office Hour where we will demonstrate these tools and answer your questions.
Meeting ID 924 6828 1719
Passcode 714291
(link in sidebar)
For further assistance, contact us at payroll@rice.edu—we’re here to help!
No office hour today but great topics for April, May, and June
Just a reminder that there is no office hour today since half the world is on spring break. We’ll be back in April (4/10) talking about labor distributions with James Buggs and Rebekah Lindquist, May (5/8) with Emily Villarreal, the university Bursar, and June (6/12) for year-end.
FBDI and Controller’s Office Box folders
The Controller’s Office uses two box folders quite a bit:
- FBDI templates and drop-off
- Controller’s Office resources and reference material
The FBDI folder is where you can pick up templates for general ledger journal vouchers (FBDI) and non-labor cost transfers, labor distribution, and more. This is also where you drop off completed templates (although not LD, there’s a separate process) and can look at previously processed files. The reference material sub-folder holds copies of the chart of accounts, the expenditure type list, a list of Bursar’s Office detail codes, written instructions for the templates, a mapping chart of expenditure type to expense type to account code, and so forth. The Zoom sub-folder holds previous office hour recordings on a range of topics.
The “Controller’s Office resources and reference material” is largely the same stuff except (1) no drop-off spot and (2) the previously processed files are for prior years. The FBDI folder has processed files for FY2024, but the older stuff is archived in this folder. Also, users here are set to “viewer” and not “editor” so no one can accidentally delete all the templates and Zoom recordings (which has happened in the main folder a couple of times.) It’s certainly not critical to have this folder, but if you are searching around for something you dropped off in FY2021 and wonder where it went… this is the answer.
If you are a user in either folder, you have the ability to share with anyone at Rice and add them as a user. To do this, log into Box, go to the folder and click on the blue “share” arrow in the upper right-hand corner. Flor Garica, David Christopher, and Crystal Davis are also happy to add new users if that is easier for you.
February is closed
The general ledger and all subledgers are now closed for February. You can run reports after the dashboard updates at 10 pm tonight.
One more workshop on Finance Dashboard redesign
We’re holding one more in-person workshop on the Finance Dashboard redesign. This is a BYOD (bring your own device/laptop) opportunity at Cambridge Office Building, on Friday March 15 at 10 am.
The in-person workshop is just like the Zoom workshop, except in person. The previous Zoom sessions are available in Box here https://rice.box.com/s/urm6jyo4kpxto3qm5qd2iwn3ulacah0o
You can watch the Zoom webinar or sign up for the in-person workshop here https://ioevolution.rice.edu/events
If none of these meets your needs, I’m also happy to offer individual assistance by Zoom or in person if you want to come over to COB. My hours are generally 7 am to 4 pm and my Google calendar is open to anyone at Rice, or you can of course send me an email, a Zoom chat, or call me (x2478) to schedule.
Choosing the correct org on Finance Dashboard
Duplicate values when selecting chart of accounts values in the prompt boxes on the Finance Dashboard are often caused by selecting multiple hierarchy levels.
This is the org hierarchy:
A President
B Academic or Administrative (Provost or VP)
C Division (Dean or VP)
D Optional sub-level
E Department
# Org (only numbers no letters)
When you select org, you can only choose ONE LEVEL. You can choose C level and select more than one C level, but you cannot select C level and D level. You can choose E level and select more than one, but you cannot select E level and child value.
The computer is going to do exactly what you tell it to do. If you select the E level and the child level, it will show you both of them. When they are the same thing, that means you get double amounts.
Let’s use a real-life example. Let’s say I want to look at my own org, General Accounting. This is the hierarchy:
A0001 President
B7500 Operations Finance & Support
C7003 Finance and Budget
D7500 Controller’s Office
E7500 Controller’s Office
75005 General Accounting
If I select 75005 I get real amounts. If I select E7500 and 75005, I get double. If I select D7500 and E7500 and 75005 I get triple. If I select C7003 and D7500 and E7500 and 75005 I get quadruple.
Now let’s say I want to look at orgs within the Controller’s Office:
E7500 Controller’s Office
75000 Controller
75005 General Accounting
75007 Tax
(Selected values for illustration purposes. Don’t worry, Payroll still exists!)
I can choose EITHER E7500 OR all the child values 75000-75007. If I choose BOTH, then I get double information.
I hope that illustration is helpful, but please let me know if you have questions – crystald@rice.edu or Zoom chat or x2478.
January is closed
The January fiscal period is closed for the general ledger and all subledgers. You can run final reports for January after 10 pm tonight.
Finance dashboard – drill through non-labor encumbrance
I was unable to demonstrate this during yesterday’s office hours, so I wanted to show these screen shots.
The Budget Status now allows you to drill into the detail of non-labor encumbrances (purchase orders.) Alternatively, there is a new tab called Non-Labor Encumbrance Detail where one can query directly.
From the Non-Labor Encumbrance Detail, one can drill into the Related Document column. I’ve circled one of the blue documents that are drill-able to show you where that field is located Non-Labor-Encumbrance-Details
This is the detail available from drilling down, which includes the purchase order number Non-Labor-Enc-Drill-Related-Doc
The purchase order number is drill-able, and this is the information from that action Non-Labor-Enc-Drill-to-PO
There is a helpful guide to status codes here: https://controller.rice.edu/P2P-statuses
Finance Dashboard redesign
The redesigned Finance Dashboard will be available Monday, Feb. 5. The dashboard has been updated for a better user experience. You will find it familiar and easy to use, but the improvements include:
Updated tabs
Old: Budget Status, Budget to Actuals, Journal Detail, Subledger Detail, Wages and Fellow Payments, Labor Distribution Detail, Accounts Receivable, Fund Balance Report, Other Links and Help
New: Budget Status Summary, Budget Status Details, Budget Details, Transactional Summary, Transactional Details, Non-Labor Encumbrance Details, Wages and Fellow Payments, Labor Distribution Detail, Labor Encumbrance Details, Fund Balance Summary
What changed:
- All the features you loved from Budget Status are now on Budget Status Summary (with additional chart segments on Budget Status Detail)
- All the features you loved from Journal Detail are now on Transactional Summary with the addition of vendor name and invoice number or expense report number (with even more information on Transactional Details)
- New! Non-Labor Encumbrance Details for information on open POs
- New! Budget Details for information on budget actions
- New! Labor Encumbrance Detail so you can see what makes up that calculated amount
Updated prompts
Currently different tabs have different prompt (or filter) boxes (where you enter the search terms, the desired org or whatever). The prompt boxes are now consistent, with one box per chart segment. You will select whatever hierarchy level you desire within the box.
For example, if you want the Physics and Astronomy department you will still type or select 24300. It will appear as * * * * * 24300 Physics and Astronomy.
If you want the division you will still type or select C2400. It will appear as * * C2400 Wiess School of Natural Sciences.
The difference is that both of these options are now selected from the same box.
Expanded features
- More opportunities to drill down into encumbrance information.
- Group by parent level account B701/B702/B703 to see salaries/S&E/capital
- Now preventing mis-match of fiscal year and period
- Now available – query by GL code combination
- Fund Balance tab now offers comparative information for prior year
Streamlined experience
- Streamlined transactional detail – one tab or one export rather than two
- Streamlined prompts – all the options are still there, fewer confusing boxes
Carrie put together a great toolkit which is available at https://ioevolution.rice.edu or download here: iO Dashboard Tool Kit (1)
There are four upcoming online office hours for follow-up questions:
VIRTUAL SESSIONS
Monday, February 5 1 pm – 2 pm
Tuesday, February 6 2 pm – 3 pm
Thursday, February 8 10 am – 11 am
Meeting ID 483 218 8671 passcode 698099
https://riceuniversity.zoom.us/j/4832188671?pwd=bTlpU3VUdTFvZ0EwaDQ4bnF2cG9EUT09&omn=99987652987
Wednesday, February 14 1 pm – 2 pm
Regular office hour meeting ID 931 3453 3306 passcode 282821
https://riceuniversity.zoom.us/j/93134533306?pwd=ckNHRXpsR3ZHUThoWU5wWXZLcWlpdz09
The recorded webinar will be available at https://ioevolution.rice.edu and you can sign up there if you would like to attend an in-person session. The dates for those sessions:
LIVE SESSIONS HANDS-ON
Tuesday, February 13 2 pm – 3:30 pm
Wed, February 14 9 am – 10:30 am
Thursday, February 15 1:30 pm – 3 pm
Friday, February 16 9:30 am – 11 am
All at Symonds II lab in Duncan Hall, must register in advance