Chart of Accounts: Final Preparations for FY19 Changes Effective July 1, 2018

Dear Rutgers Colleagues,

As we prepare for the July 1, 2018 chart of accounts changes – activating cross validation rules (CVR) and deactivating invalid chart string combinations – it is important to note the following deadlines and actions that you may need to take before July 1. Units are urged to process transactions and conduct activities in Oracle, RU Marketplace, PeopleSoft as early as possible before the deadlines outlined below.

Date

System/Process Activity

Unit Action

Who to Contact

Thu., Jun. 28
4:00 p.m.

PeopleSoft employee charging instructions (ECIs) will be temporarily disabled for fiscal year 2019. Existing fiscal year 2018 ECIs will rollover to fiscal year 2019.

Units will not be allowed to enter ECIs for fiscal year 2019 until July 10, 2018.

If you have questions about employee charging instructions, or the Salary and Wage Redistribution and Justification form, please contact Payroll Services at (848) 445-2113 or payroll@rutgers.edu.

Thu., Jun. 28
5:00 p.m.

Users will not have access to RU Marketplace to enter any transactions.

Complete all transactions no later than 5:00 p.m. Do not enter any new transactions after this time. You may resume entering transactions on July 2 at 8:00 a.m.

If you have questions about requisitions, purchase orders, internal purchase orders, invoices, or expense report transactions, contact procure@finance.rutgers.edu.

Fri., Jun. 29
5:00 p.m.

Units should complete (approve/post) all general ledger, Projects and expense reporting transactions in Oracle no later than 5:00 p.m.

Complete all transactions no later than 5:00 p.m. Do not enter any new transactions after this time. You may resume entering transactions on July 2 at 8:00 a.m.

If you have questions about general ledger, Project or expense report transactions, please contact the Financial Management help desk at (848) 445-2100 finance_helpcenter@finance.rutgers.edu.

Mon., Jul. 2
8:00 a.m.

New cross validation rules are active.

Oracle, RU Marketplace, and PeopleSoft are live to post transactions under valid chart string combinations and new cross validation rules.

Help desk staff for Oracle, RU Marketplace, and PeopleSoft available to answer questions.

Units may resume posting transactions in these systems using only valid chart string combinations. All transactions will be subject to the new cross validation rules.

Please refer to the contacts listed above to determine which help desk you may need to contact with questions.

Mon., Jul. 2 through Fri., Jul. 6 at 4:00 p.m.

PeopleSoft ECI reallocations for fiscal year 2018 will be permitted by departments.

All reallocations will be subject to the new cross validation rules.

 

If you have questions about employee charging instructions, or the Salary and Wage Redistribution and Justification form, please contact Payroll Services at (848) 445-2113 or payroll@rutgers.edu.

Tue, Jul. 10
4:00 p.m.

PeopleSoft access to all ECIs will be resume.

Units may resume posting ECI transactions.

If you have questions about employee charging instructions, or the Salary and Wage Redistribution and Justification form, please contact Payroll Services at (848) 445-2113 or payroll@rutgers.edu.

 

Error Messages for RU Marketplace, PeopleSoft and Oracle (effective July 1, 2018): Please refer to this file to see examples of error messages that you may receive from RU Marketplace, PeopleSoft and Oracle beginning July 1, 2018.

Resources: As a reminder, several resources are available on the University Controller’s website under the chart of accounts initiative page, and the accounting procedures page.

Thank you for your support and involvement in this effort during the past several months as we work to fulfill our commitment to a clean FY19.

 

Regards,

 

Kathy Dettloff, Vice President, Finance and Budget

Ernie DiSandro, Interim University Controller

Nimish Patel, Associate Vice President, Procurement, and Chief Procurement Officer