New Business Resource available on GURU

2024 Calendar Year-End Dates

The 2024 Calendar Year-End Dates is a set of timely activities that are necessary to close out the calendar year. Meeting the deadlines noted in each section is crucial. Contact information is included within each section.

Any one wishing to add information to this document is asked to submit a GURU Technical Support Request form and include the information to be included. 

GURU News Announcement for week ending November 22, 2024

Credit by Exam and Credit by Portfolio Assessment changes:

Risk Management Forms:

Risk Management Forms – the following forms have been updated to reflect the Office of Risk Management’s new office location/mailing address:

•    Vehicle Accident Report

•    Incident Report

 

Federally Funded Preacquisition Screening Certification:

Federally Funded Preacquisition Screening Certification PDF is being decommissioned at the end of the calendar year. Contact Property Inventory to schedule training on the usage of the new electronic form.

University Guest Presenter Agreement:

University Guest Presenter Agreement - Effective October 21st the University Guest Presenter Agreement has been converted to an electronic form. Please contact the Adobe Sign Team for access to the Adobe Sign website and for training by submitting the e-Signature - ServiceNow Request form. The PDF form will continue to be available on the GURU website while end-users receive access and training; however, the PDF will be decommissioned at the end of fiscal year (June 30th, 2025). Please arrange for access and training before the end of the fiscal year.

The J. Jeffrey and Ann Marie Fox Graduate School name changes:

The J. Jeffrey and Ann Marie Fox Graduate School name changes – the following documents have been updated to reflect the graduate school name change:

•    English Fluency Certification for Graduate Assistants form

•    Terms of Offer of a Graduate Assistantship form

•    Procedure FN2012 Endowment Spending Stewardship

•    Procedure GS2001 The J. Jeffrey and Ann Maire Fox Graduate School Application Fee

•    Procedure GS2003 Thesis Charges

•    Table of Stipends for Graduate Assistants

 

Procurement Search Tool Updates:

The following general ledger accounts (GL) having no identifiable procurement methods (i.e., PO, Pcard, Out-of-Pocket reimbursement, and/or Non-PO Invoice) have been removed from the Procurement Search Tool. Each of these GLs are only permitted for use with the direct billing process (i.e., journal entries).

1.    52574000 IRB Fee Expense

2.    52610100 AG Related Services – Internal

3.    52610700 Health – Medical Services – Internal

4.    52611000 Staffing Services – Internal

5.    52611100 Training Services – Internal

6.    52611400 Clinical Trial Pass Thru Fee

7.    52612100 Internal Services – Events

8.    52641000 Specialized Service Center Costs

9.    52641100 SVC Research Animal Care – Bill to User

10.    52641200 SVC Research Animal Vet Service – Bill to Use

 

Goods Confirmation

Today (11/5) is the last day to complete Goods Confirmations before the PSUbuy Go-Live blackout period begins.  You are able to complete your Goods Confirmation up until 4 p.m. today in Shop OnLion.  

If you are unable to complete your Goods Confirmations today or receive your goods after 4 p.m. today, please HOLD and WAIT until after go-live on November 12. After go-live, we will share information with instructions on how to complete a Goods Confirmation in PSUbuy if your Purchase Orders (POs) converted as well as a reminder on how to complete a Goods Confirmation in Shop OnLion if your POs did not convert. 

The Shop OnLion tile will remain in SIMBA for a while so that activities like Goods Confirmations can be completed/closed out but all new activity will be completed in PSUbuy after November 12th. 

Important Dates:  

• Nov. 5: Carts must be converted into purchase orders, and Goods Confirmations are due by 4 p.m. 


• Nov. 6-7: System and Procurement cleanup activities are completed.  


• Nov. 8-11: Conversion and implementation activities are completed. 


• Nov. 12: PSUbuy launches.   

If you have questions, please do not forget to tag Support - PSUbuy in your replies in the PSUbuy Change Network TEAMS channel. 

GURU News Announcement for week ending November 1, 2024

The following updates have been made to the GURU website for the week ending November 1, 2024:

PROCEDURES:

Procedure AA2011 The Arts Ticket Center Ticket Sales has completed its required review and has been published.

Procedure UL2006 Inactive Records Center – Non-Permanent Records Storage (formerly LI2006) underwent a complete review and was renumbered to better reflect process ownership.

FORMS:

Federally Funded Preacquisition Screening Certification PDF is being decommissioned at the end of the calendar year. Contact Property Inventory to schedule training on the usage of the new electronic form.

BUSINESS RESOURCES:

SIMBA Chart of Accounts – Research Administrators updated. Any business area not having an identified Research Administrator may submit an GURU Technical Service Request form to identify the RA for that business area.

GL 52390301 Event Costs – Employee Only name changed to removed “Direct Bill Default” and Procurement Search Tool payment methods updated.

GURU News Announcement

PROCEDURES:

FN2005 Processing Cash Revenues - The check endorsement information has been updated to reflect the current requirements for endorsements appearing on the back of checks issued to the University. Treasury Operations and Financial Accounting and Reporting vetted and approved the changes. Any business area having an endorsement stamp will need to purchase a new stamp reflecting the updated necessary information.

FORMS:

University Guest Presenter Agreement - Effective October 21st the University Guest Presenter Agreement has been converted to an electronic form. Please contact the Adobe Sign Team for access to the Adobe Sign website and for training by submitting the e-Signature - ServiceNow Request form. The PDF form will continue to be available on the GURU website while end-users receive access and training; however, the PDF will be decommissioned at the end of fiscal year (June 30th, 2025). Please arrange for access and training before the end of the fiscal year.

Federally-Funded Preacquisition Screening Certification Form - The Federally-Funded Preacquisition Screening Certification form is an electronic form with interactive form fields and built-in workflow. After the form has been reviewed and approved, the end-user will receive a PDF version of the completed form via email. Please contact Property Inventory (email CCOpropertyInv@psu.edu) to schedule training on the use of the electronic form. The PDF version will be available until the end of the 2024 calendar year, after which it will be decommissioned.

PSUbuy Updates:

PSUbuy Web-Based Training Now Available - 

You can see information about web-based training, quick reference guides and more on the LRN landing page for PSUbuy.   Content directly from this page was copied below to provide a preview of what is available on the site. 

All users are strongly encouraged to complete the PSUbuy Overview course before completing any additional training. The PSUbuy Overview course provides an overview of the procurement features in PSUbuy and will introduce you to key concepts related to the new system. 



If you are going to be a Shopper in PSUbuy, you must complete the Guided Buying courses to gain access to the system. This set of courses will walk you through the purchasing process, starting with the creation of a requisition to the receipt of goods. Completing the Final Knowledge Check will confirm your completion of the Guided Buying training. 

Guided Buying

• Guided Buying: Requisition


• Guided Buying: After Submission


• Guided Buying: Individual Receiving or Central Receiving


• Guided Buying: Final Knowledge Check

For other roles, such as Buyers, Approvers, and AP/Invoice/Accounting, select from the list of Central Procurement courses to gain proficiency in your job functions within PSUbuy. Completing the Final Knowledge Check for each of these trainings will demonstrate your knowledge of the requisite topic.

Approvers are encouraged to take the Requisition Approvals course but it is not required to have approver access in PSUbuy. 

A limited number of live sessions were offered to pre-identified users, any remaining spots are now available for anyone to register for.  You can search for live (virtual or in-person at TSB - University Park) sessions by utilizing the LRN search function.   

Example: If you are looking for live PSUbuy Guided Buying courses.  Start typing PSUbuy in the search field and it will start to populate options. You can filter using the calendar icon to show "events" which includes these live courses.   NOTE: Waitlists are available for live sessions but joining a waitlist does not guarantee a spot. You will be notified if you are taken off of a waitlist and added to a course. 

Additional live training sessions will continue to be offered after go-live. 

GURU News Announcement for week ending September 27, 2024

Forms:

The Request for Cash Advance form has been updated to allow the form to be completed electronically when an advance is returned. The new version has an effective date of 9/26/2024.

PSUbuy:

Important Dates

• Oct. 9: Live training session invitations will be distributed via email.


• Oct. 14: Web-based training courses open on the Learning Resource Network (LRN).


• Oct. 30: Shopping closes — no new carts can be created after 4 p.m. EST.  


• Nov. 5: Last day to process carts into purchase orders. No new purchase orders (POs) can be created after 4 p.m. EST.  


• Nov. 6-7: System and Procurement cleanup activities are completed.


• Nov. 12: PSUbuy Launch.

To prepare for the transition:

• Shop proactively before the blackout period begins at 4 p.m. EST on Oct. 30.


• If necessary, check purchasing card limits and request an increase by submitting a “Request for P-card Services” in SAP Concur.


• Join the PSUbuy Change Network to stay informed about announcements, events, and other important information.


• Watch for email communications from procurement@psu.edu or the Shop OnLion Listserv about training, important dates, pre-launch actions, cleanup activities, and more.  


• Suppliers will continue to receive information from Penn State Central Procurement and SAP.  

Policy Site Migration:

We are excited to announce that testing of the latest version of the policy site has gone well and has been completed. The new site will go live on Wednesday, October 2.

In preparation for the production migration, the admin section of the website (i.e., staff login) will be unavailable for revisions on Monday September 30th and Tuesday, October 1st. The site will be available for the public to view but no changes to the policies will be permitted during this time. The production migration will take place on Wednesday, October 2nd between 5:00 a.m. – 7:00 a.m. After the migration is complete, you may login to make edits. 

GURU News Announcement for week ending August 30, 2024

The following documents have been revised and are available for end-users:

 PROCEDURES:

FN20270 Program Income (formerly CR2070) - this procedure was completely rewritten to document SIMBA business processes. The document and the file have been renumbered from CR2070 to FN2070. Any associated "saved as favorites" or bookmarks will need to be updated to access the new version of the procedure.

FORMS:

Gift Reporting and Transmittal Form Instructions - the form instruction page has been updated to reflect the Office of Gift Acceptance address change.

GURU News Announcement for week ending August 16, 2024

PROCEDURES:

The following procedures have been reviewed and published:

EM2002 Processing Official Transcripts (formerlly RC2008) - this procedure underwent a complete review to update current business processes and the document was renumbered and renamed from RC2008 Sale of Official Transcripts and Other Registrar Office Income to EM2002 Processing Official Transcripts to more accurately reflect the process owner (Enrollment Management) and the contents of the document.

FN2016 Processing Long-Term and Short-Term Advances - this is a new procedures detailing the business processes for requesting long-term and short-term advances.

PP2005 Office of Physical Plant Project Requests and Billings - this procedure underwent a complete review to update current business processes.

The Office of Systems & Procedures thanks each of these review committee members for their dedication to these document reviews. Any "saved as favorites" or bookmarks need to refreshed or updated to access the current version of the documents.

A MESSAGE FROM CENTRAL PROCUREMENT:

As many of you know, the University is modernizing its procurement software, slated to replace Shop OnLion in October 2024. As indicated in recent communications, the new system will be powered by SAP Ariba and be known as PSUbuy.  

What are the benefits of PSUbuy? 

• Simplified navigation with a unified window and customizable dashboard  


• Direct processing of purchase order changes within the system  


• Ability to attach goods confirmations to specific line items  


• Real-time notifications for shoppers regarding shipments, invoices, and payments  


• Automated alerts to suppliers when discrepancies arise between invoices and purchase orders  


• Integration with SIMBA and Maximo (Office of Physical Plant application) 


• And more! 

When is this change happening? 

Go-live is planned for October 2024.  

What do I need to do to prepare? 

• Watch for communications from the PSUbuy project team and myself, your designated “Core Champion.” I’ve volunteered to be part of the PSUbuy Change Network and will be working to keep you informed.     


• Subscribe to the SIMBA newsletter and Shop OnLion listserv (if you have not already). Project updates will be provided regularly via these publications.  


• Be on the lookout for Role-Based Information Sessions. These sessions will highlight upcoming process changes and preview future state experience through the lens of key procurement roles (buyers, shoppers, approvers, etc.). Details will be available in early August. All sessions will be recorded and published for those unable to attend.  

Will there be training? 

• Yes. All Penn State end-users will have access to self-paced learning, offered through a recommended learning path, and a library of reference and support materials. Frequent users may have the opportunity to participate in live training experiences. 


• Materials will be published approximately three weeks prior to go-live, and live training will also occur during this time. 


• Criteria are being developed to determine who will have access to live training before the go-live date. Frequent system users will be prioritized, and the project team will partner with business area representatives to confirm. 

Who do I contact with questions? 

If you have any questions, please email procurement@psu.edu. 

GURU News Announcement for week ending August 9, 2024

PROCEDURES:

The following procedures have been updated and published:

FN2027 Service Center Accounting is a new procedure providing accounting information pertaining to service centers. This new procedure has an effective date of July 30^th.

FN2049 Reporting Moving Expenses Compensation (formerly CR22049) has been updated to reflect SAP Concur and SIMBA business processes. The document was also renumbered to reflect that it is a financial (FN) document.

Any "saved as favorites" or bookmarks will need to be updated to access the new documents.

Effective: August 9, 2024

GURU News Announcement for Week Ending June 28, 2024

The following GURU documents have been updated and added to the GURU website with July 1, 2024 effective dates:

Business Resources

Quasi Endowment Decision Tree – this is a new document which provides guidance for the establishment of new quasi-endowment funds, and additions to existing quasi-endowment funds.

SIMBA General Ledger Account List – this is a new searchable resource displaying the complete list of General Ledger Accounts use in the System for Integrated Management, Budget, and Accounting (SIMBA).

Table of Stipends for Postdoctoral Appointments – The FY 2025 information has been added to the table and FY 2022 information has been archived.

Forms

The following forms have been updated:

Foreign National Information Request (formerly Alien Information Request)

Promotion & Tenure 

Receipt for Petty Cash Expended

Refund Request

Request for Cash Advance 

Request for Travel Advance

Substantiation for Lost or Unobtainable Receipts

The following form has been decommissioned:

Alien Information Request Form – this form has been decommissioned and replaced with an electronic process.  Please see the Foreign National Information Request (above) or the Foreign National Employee Information webpage on the Payroll website for complete details.

Procedures:

The following procedures have been updated to reflect current business processes:

BS2013 Multimedia and Print Center

BS6001 State College Regional Airport Manual of Accounting Procedures

FN2012 Endowment Spending Stewardship

GS2003 Thesis Charges

IA2007 Football Program Sales

OE2001 Processing Contributions to WPSU (formerly CN2015)

PP2004 Physical Plant Maintenance and Operations Job Cost Systems and Payroll Procedures

RS2003 Stone Valley Recreational Area Sales and Accountability

RS2015 Collection of Fees at University Pools

Other

Procurement Search Tool – The Procurement Search Tool has been updated to display General Ledger (GL) Accounts that have been decommissioned. If a GL has been decommissioned, the title of the GL will display that information and provides the alternative for use. The Search Tool is also being updated to remove those GLs that may not be used with a procurement method. Only those GLs having a procurement method identified will now appear in the Search Tool. See the SIMBA General Ledger Account List business resource for a complete list of GLs available for use in SIMBA.

BUSINESS RESOURCES

Fiscal Year-End Close – as a reminder, please consult the 2023-2024 SIMBA Year-End Closing Schedule for upcoming deadlines. Deadlines for next week include:

• Friday, June 14^th by 5 P.M. - All invoices to be charged to the 2023-2024 fiscal year are due in Central Procurement.


• Sunday, June 16^th by 5 P.M. – All Purchase Order Change Forms for existing orders are due in Central Procurement.

Decommissioned General Ledger Accounts List – Please note that a GL cannot be blocked for use in SIMBA if the GL has open commitments (i.e., PO, GRIR, incomplete Parked Document, or Funds Commitments). When completing transactions, please verify that the GL does not appear on this list. Once all transactions have cleared on a GL, the SIMBA Team blocks the GL from use in the system. The more diligent end-users are with not using the GLs and clearing up open commitments, the faster the GL can be blocked. The following GLs still have open commitment items preventing the block from being applied:

• 52210110 - use 52210100


• 52210111 – use 52210101


• 52213080 - use 52213081


• 52241010 - use 52241011


• 52241020 - use 52241021


• 52241060 - use 52241061


• 52241080 - use 52241081


• 52241100 - use 52241101


• 52241180 - use 52241181


• 52241280 - use 52241281


• 52241320 - use 52241321


• 52241360 - use 52241361


• 52242000 - use 52242001


• 52361600 – use 52361601


• 52361670 - use 52361671


• 52390100 - use 52390101


• 52571030 – use 52571031


• 52601230 – use 52601231


• 52571030 - use 52571031

New GL – GL 52301400 IT Artificial Intelligence (AI) has been added. Use this GL when purchasing integration of AI capabilities or products (for example, natural language processing [NLP], cognitive systems, and analytics), applications, or systems, as well as licenses for AI. All requirements with accompanying contracts must be sent to the Office of Central Procurement for review and signature.

PROCEDURES

Procedure GS2001 Graduate School Application Fee has been updated to reflect current SIMBA business processes.

GURU News Announcement for week ending May 31, 2024

BUSINESS RESOURCES:

Fiscal Year-End Close – as a reminder, please consult the 2023-2024 SIMBA Year-End Closing Schedule for upcoming deadlines.

Decommissioned General Ledger Accounts List – the Decommissioned General Ledger Accounts List has been updated. Please use the identified replacement GL. Please note that a GL cannot be blocked for use in SIMBA if the GL has open commitments (i.e., PO, GRIR, incomplete Parked Document, or Funds Commitments). When completing transactions, please verify that the GL does not appear on this list. Once all transactions have cleared on a GL, the SIMBA Team blocks the GL from use in the system. The more diligent end-users are with not using the GLs and clearing up open commitments, the faster the GL can be blocked. The following GLs still have open commitment items preventing the block from being applied:

• 52210110 - use 52210100 or 52210101


• 52213080 - use 52213081


• 52241010 - use 52241011


• 52241020 - use 52241021


• 52241060 - use 52241061


• 52241080 - use 52241081


• 52241100 - use 52241101


• 52241180 - use 52241181


• 52241280 - use 52241281


• 52241320 - use 52241321


• 52241360 - use 52241361


• 52242000 - use 52242001


• 52361670 - use 52361671


• 52390100 - use 52390101


• 52390140 - use 52390141


• 52571030 - use 52571031

OTHER:

Ask an Expert: Purchase Order Change Form – As the end of the fiscal year approaches, Central Procurement invites shoppers to pop in to Ask an Expert: Purchase Order Change Form.

• Between 11 a.m. and 12 p.m. Fri., May 31


• Zoom Link

Connect with a buyer in a breakout room to determine what service to request and how to complete the form fields.

• Decrease/Release Encumbrance: Change one or more lines without canceling the purchase order.


• Modifications to Account Assignments: Cost Center or Intern Order Cost Objects.


• Cancel: All lines and the entire order.

To ensure an efficient and effective submission, shoppers can also connect with the buyer listed on the purchase order to determine the proper form selection before submitting.

GURU News Announcement for week ending May 24, 2024

The following documents have been updated and are available for use:

BUSINESS RESOURCES:

Table of Stipends for Graduate Assistants

The 24/25 Table of Stipends for Graduate Assistants is now available. In accordance with record retention requirements, the 21/22 table has been removed from the site.

Fiscal Year-End Close

As a reminder, please consult the 2023-2024 SIMBA Year-End Closing Schedule for upcoming deadlines.

PROCEDURES:

Procedure GP2009 Education Abroad Programs Fiscal Procedures has been updated to reflect current business processes and replace IBIS information with SIMBA terminology.

The file names have been updated and any “Bookmarks” or “Saved As Favorite” links must be refreshed or updated to access the current version of the documents.

OTHER:

As we enter the Memorial Day weekend, take a moment to pause and remember those who gave their last full measure for this country. “Our flag does not fly because the wind moves it. It flies with the last breath of each solider who died protecting it.” – Unknown

Effective: May 24, 2024

YEAR-END CLOSING

Purchase Order Option Line Guidance Forms

A reminder that the last day Central Procurement can accept Purchase Order Option Line Guidance Forms for exercising Purchase Order Option lines on existing Purchase Orders that must start in the new fiscal year is Friday, May 31^st by 5 p.m.

Open Encumbrances

Finance offices should review all open Purchase Orders for their business area. Any open purchase orders from previous fiscal years need to be resolved before May 31^st by 5 p.m. See the SIMBA: Shop OnLion Purchase Order Commitment KB article for additional information on displaying open purchase orders.

Goods Confirmations

Goods Confirmations should be completed accurately (i.e., if the goods were received centrally or by shoppers prior to fiscal year-end, the goods receipt/goods confirmation should be on that date). If the goods receipt was not entered in the appropriate fiscal year, the shopper or central office should be completing the goods receipt and notifying the user’s finance office that an accrual should be made for the expense. Users should review “Blocked Invoice No GR Report” to determine outstanding goods confirmations.

Decommissioned GLs

For those business areas having been notified of open encumbrances, goods confirmations, or parked documents on general ledger accounts being decommissioned, these items need to be resolved by the May 31^st deadline (see open encumbrances and goods confirmations above). GLs cannot be blocked for use in SIMBA if the GL has open encumbrances, outstanding goods confirmations, or parked documents. Please refer to the General Ledger Accounts Decommissioned List for the complete list of GLs being decommissioned.

GURU News Announcement for week ending April 19, 2024

The following document has been revised and are available for use:

Procedures:

UL2002 University Press Processing the Canadian Goods and Services Tax - UL2002 last underwent editorial changes in July 1992. Since that time the IBIS financial system was replaced with the SIMBA financial system. This document was completely reviewed to update current business processes.

UL2003  Depositing Library Receipts and Processing Student Charges and Credits - Procedure UL2003 last underwent editorial changes in November 2007.  Since that time the IBIS financial system was replaced with the SIMBA financial system. This document was completely reviewed to update current business processes.

Any "Saved as Favorites" or bookmarks need to be updated to access the newest version of the document.

Effective: April 19, 2024