News


GURU News Announcement for week ending April 19, 2024

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 TaxUL2002 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


News Published: 3:33 PM - 04/19/2024


GURU News Announcement for Week Ending March 29, 2024

GURU News Announcement for week ending March 29, 2024



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



BUSINESS RESOURCES:



YEAR-END CLOSING SCHEDULE - The 23/24 fiscal year Year-End Closing Schedule is available. Please use this document as a checklist to plan what you and your team eed to do to comply with year-end closing activities/tasks.



PROCEDURES:



CR2055 Preacquisition Screening of Federally-Funded Capital Property – editorial changes: Last sentence added to last paragraph in procedure subsection, as approved by Manager of Financial Reporting.



CR2081 Short-Term Student Loans - Editorial changes: Department of Education new federal regulation disallowing transcript financial holds. All references to transcripts removed from the document. Financial holds will continue to impact a student’s ability to enroll/register in a future semester and/or receive a diploma.



FN2005 Depositing Cash Revenues - Editorial Changes: SIMBA KB article Cash Deposit Journal Entry renamed to Creating a Journal Entry for Incoming Funds and all hyperlinks to KB article updated.



FN2015 Labor Distribution (formerly CR2015) - Procedure completely rewritten to update current business process, procedure renumbered and retitled from CR2015 to FN2015, and effort certification business processed moved to Procedure FN2064 Effort Certification (see below).



FN2064 Effort Certification - new procedure



FORMS:



Vehicle Accident Report - updated to reflect current business processes.



MASTER DATA:



The following General Ledger Accounts are no longer available for use for transactions within SIMBA:




  • GL 13010310 Travel Advance Return

  • GL13010860 Accounts Receivable - Non-Employee PCard



The above General Ledger Accounts have been replaced with with following GLs:




  • GL 13010311 Travel Advance Return Open Item Managed (OIM)

  • GL 13010861 Accounts Receivable - Non-Employee PCard Open Item Managed (OIM)



The auto-clear functionality has been enabled on these GLs which allows business areas to easily reconcile outstanding advances



Any bookmarks or "Saved as Favorite" links to any of the above documents will need to be refreshed to access the updated documents.



Effective: March 29, 2024


News Published: 2:46 PM - 03/28/2024


GURU News changes

GURU News Changes



The Office of Systems & Procedures has received notification from Central IT that GURU News Announcements would be migrating from Listserv to O365 distribution lists. FIS IT diligently worked on implementing a new process for the publication of GURU News Announcements and the maintenance of the distribution list. In order to maintain the accuracy of the distribution list, it is imperative that end-users subscribe and unsubscribe from the distribution list using the following processes:



Subscribing to GURU News Announcements - This is a self-initiated process:



 




  1. Go to the GURU Website

  2. Click the Help tab (located in the blue bar above the word GURU)

  3. Click Subscribe to GURU News  button (located above Technical Support wording). User is required to sign in through web access.

  4. If subscribing, the Access ID field will be pre-populate - click subscribe button

  5. If unsubscribing, the Access ID field will be pre-populated - click "Remove from Mailing List." 



Effective: March 28, 2024


News Published: 1:46 PM - 03/28/2024


GURU News Announcement for week ending March 15, 2024

GURU News Announcement for week ending March 15, 2024


GENERAL LEDGER (GL) ACCOUNT 13010311 Travel Advance Return Open Item Managed (OIM):


When an expense report is processed in SAP Concur for a travel advance and funds are due back to the University, the Cash Advance Return is recorded on the SIMBA ZW document as a debit to the Travel Advance Return GL. The existing GL 13010310 has been replaced with GL 13010311 Travel Advance Return OIM to take advantage of the automatic system clearing capabilities. The interface posts the debit to 13010311 using the Business Area listed on the expense report header, Fund 1100000001, and Grant NOTRELEVANT. The PERNR of the advance holder is captured to identify the receivable responsibility. When the Cash Advance Return funds are deposited, the following cash deposit journal entry YC document is recorded:




  • Debit


    • GL assigned to the bank where the funds were deposited

    • Business Area = 4-digit business area # for the area making the deposit

    • Fund = 1850000001 (all bank clearing GL accounts must use this fund)

    • Grant = NOTRELEVANT

    • Assignment = bank location code



  • Credit

  • GL 13010311 Travel Advance Return OIM

  • Business Area = the business area from the expense report header, captured on the ZW document line item for the return

  • Fund 1100000001

  • Grant = NOTRELEVANT

  • Text = TR ADV return [name of advance holder]

  • PERNR = PERNR of the advance holder


    • Use the Fiori HCM PERNR Details tile in SIMBA to locate PERNR numbers


  • Assignment = 8-digit PERNR of the advance holder


    • If the PERNR is less than 8 digits, enter leading zeros (i.e., PERNR = 123, Assignment = 00000123)



If the individual is no longer an active employee, the PERNR field is to be left blank, but the Assignment field is still completed as noted. The Assignment field is used during the GL auto-clearing process.


GL ACCOUNT 13010800 Name Change:


The name of GL 13010800 has changed from Petty Cash/FO Op Fund to Long-Term Advance. This change was necessary to align with current business processes.


Effective: March 15, 2024


News Published: 8:05 AM - 03/15/2024


GURU News Announcement for week ending February 9, 2024

GURU News Announcement for week ending February 9, 2024


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


FORMS:


The following form has been updated to document current business processes:



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.


Effective: February 9, 2024


News Published: 3:19 PM - 02/09/2024


GURU News Announcement for week ending January 19, 2024

GURU News Announcement for week ending January 19, 2024


The following document has been updated and is available for use:


PROCEDURES:


Procedure FN2002 Processing Returned Checks (formerly CR2002) has been updated to document Central Accounts Receivable business processes.


The file name has been changed from CR2002 to FN2002 and any “Bookmarks” or “Saved As Favorite” links must be refreshed or updated to access the current version of the document.


Effective: January 19, 2024.


News Published: 2:46 PM - 01/19/2024


GURU News Announcement for Week Ending January 5, 2024

GURU News Announcement for Week Ending January 5, 2024



Happy New Year from the Office of Systems & Procedures!



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



FORMS:



The University Guest Presenter Agreement form now has the electronic signature fields enabled. Both the Guest Presenter and the University official authorized to sign the form will be able to add their digital ID to the form.



To access the version of the form containing the digital ID fields, click the “Form Download” icon on the link above, click the “Download” icon located in the upper right corner of the screen, and save the document in a location of your choosing. Open and complete the PDF version of the form from the saved location. The form instructions linked above provide details on the file naming conventions required.



It is important to note that once a signature has been applied to an Adobe PDF it is considered an approved form and no further revisions to the form are possible. Once the Guest Presenter adds their digital ID, the University official authorized to sign the form (usually the Financial Officer) may add their digital ID; however, they will not be able to add their name and title. It is permissible to leave these fields blank as the digital ID will contain the name.



Any prior “saved as” favorites or bookmarks will need to be refreshed in order to access the new version of the forms. The new version is dated 1/2/2024.


News Published: 2:19 PM - 01/05/2024


GURU News Announcement for week ending December 8, 2023

GURU News Announcement for week ending December 8th


Procedures


The following procedure has been reviewed and updated:


Procedure IA2005 Sale of Food and Beverages at Intercollegiate Athletic Facilities Events has been reviewed and updated.


Business Resources


The following business resources have been updated and are available for use:



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


Effective: 12/8/2023


News Published: 11:46 AM - 12/09/2023


Accessing GURU documents with Google Chrome

Accessing GURU documents with Google Chrome


It has been brought to the attention of the Office of Systems & Procedures that fill-and-print forms on GURU created with Adobe Acrobat, do not function appropriately when accessed using Firefox and/or Microsoft Edge. After some research, it has been determined that a work-around is not currently available.


In order to access any of the forms on GURU and have the fill-and-print functionality available, the end-user must access the GURU website using Google Chrome.


If, upon opening a PDF in Google Chrome, the "Fill & Sign in Acrobat" bar does not appear in the upper right-hand corner of the screen, it will be necessary to enable Adobe Acrobat extension on that computer.


Please visit the Enable Adobe Acrobat extension for Google Chrome webpage for instructions to enable individual computers.


Please submit a GURU Technical Support Form for additional assistance.


Thank you, in advance, for your understanding and patience.


Effective 4/7/2021

News Published: 2:31 PM - 04/07/2021


Functionality of forms when using "Print to PDF" option

Functionality of forms when using "Print to PDF" option



It has been brought to the attention of the Office of Systems & Procedures that the functionality of the “print to pdf” option (clicking the printer icon and select PDF) when a form contains fill-and-print form fields has changed. When a document is saved using the “print to pdf” option, the “fill-and-print” form fields on the saved version are inactive. If you entered information on the web-version, saved the document, and now need to add or modify the information saved, that functionality is unavailable. Also, if you selected “print to pdf” by clicking the printer icon on the web-document page, before entering any information, the document contains the same issue (i.e., unable to add information).



The good news is that the “download” icon (arrow pointing down) option is working appropriately. To create a version in which entering information is possible, complete the following steps:



  1. Open the desired form

  2. Click the arrow pointing down (upper right-hand corner) and download the document

  3. Open the document that you just downloaded

  4. Before entering any information on the form, Click File, “Save As” and rename the downloaded document

  5. Open the renamed version of the form

  6. Complete all information and click “Save”



If you continue to encounter any issues with saving forms, please submit an AskGURU HelpDesk ticket

.

News Published: 1:59 PM - 02/25/2021


Enabling Adobe Acrobat extension for Google Chrome

Enabling Adobe Acrobat extension for Google Chrome


The Office of Systems & Procedures is in the process of adding signature boxes to forms appearing on the GURU website. It has been brought to our attention that no all computers across the University are configured to allow for applying digital ID's or electronic signatures.


If, upon opening a PDF in Google Chrome, the "Fill & Sign in Acrobat" bar does not appear in the upper right-hand corner of the screen, it will be necessary to enable Adobe Acrobat extension on that computer.


Please visit the Enable Adobe Acrobat extension for Google Chrome webpage for instructions to enable individual computers.


News Published: 3:21 PM - 02/05/2021


Unsubscribe from GURU Listserv

Unsubscribe from GURU ListServ


Follow the steps below to unsubscribe yourself from the GURU Listserv:



1.) Click the link below.

Unsubscribe from GURU Listserv

2.) Leave the subject of the email blank.
3.) Leave the body/message of the email blank.
4.) Send the email.

You should receive an email confirming your removal from the list.

News Published: 2:14 PM - 06/12/2018





GURU News Announcement for week ending December 1, 2023

GURU NEWS ANNOUNCEMENT FOR WEEK ENDING DECEMBER 1, 2023



BUSINESS RESOURCES:



Decommissioned GL List Updates – GLs 52300100 IT Services – Internal and 52300130 – IT Services – Internal – Video have been removed from the decommissioned list. These GLs are available for use and the Procurement Search Tool has been updated to reflect this information.



PROCEDURES:



The following procedures have been updated:





  • CR2019 Accounting for Capital and Non-Capital Property (Equipment and Facilities) – editorial changes as approved by Subject Matter Expert – Manager of Property Inventory


    • Acquisition by Construction section - interest expense statement expanded to include "until the project is placed in service"

    • Construction (Work) in Progress section - Building added to the beginning of the first sentence. Second sentence amended to include "until the project is fully or partially placed in service"

    • Equipment Acquired by Acquisition - new section added


  • CR2068 Property Inventory: Recording, Tracking, and Depreciation – editorial changes


    • Interest Lifespan within the Building Component table updated


  • FN2005 Processing Cash Revenues (formerly CR2005)


    • Procedure numbering changed from CR2005 (CR = Controller) to FN2005 (FN = Financial) to better align with financial policies

    • IBIS business processes replaced with SIMBA business processes

    • Addition of the Remote Deposit Capture business process




FORMS:



The following forms have been updated:





Any bookmarks or “Saved As Favorites” links will need to be updated in order to access the new version of the documents.



Effective: 12/1/2023


News Published: 12/01/2023


GURU News Announcement for Monday, November 13th

GURU News Announcement for Monday, November 13th



New Procurement Sole Source Justification Electronic Form



On Monday, November 13th, the Procurement Sole Source Justification electronic form will be launched as part of the Procurement Strategic Transformation. This new electronic form replaces the now decommissioned PDF document. As an electronic form with timestamps and audit trails, a new form must be initiated each time a sole source justification is needed.



Any Bookmarks or “Saved as Favorites” links will need to be updated to reflect these new links. The decommissioned PDFs have been removed from the GURU website and attempts to access will return an error message. Any PDFs downloaded to desktops will need to be deleted, as they will no longer be accepted.



Questions pertaining to the Sole Source Justification electronic form and/or business process should be directed to Office of Central Procurement

Effective:11/13/2023

News Published: 11/13/2023



Permission to Possess/Use Alcoholic Beverages form decommissioned

Permission to Possess/Use Alcoholic Beverages form decommissioned



The Permission to Possess/Use Alcoholic Beverages Form has been decommissioned effective October 1, 2023. Please see Policy AD18 Possession, Use, and Distribution of Alcoholic Beverages for the current business process.



Effective: October 1, 2023

News Published: 09/29/2023


GURU News Announcement for Week Ending August 11, 2023

GURU News Announcement for week ending August 11, 2023



Business Resources:



SIMBA Chart of Accounts - the Financial Officer information for Information Sciences and Technology has been updated.



Forms:



On Monday, August 14th, several new or updated forms and processes will be launched as part of the Procurement Strategic Transformation. The following forms are either new or have been updated:



NEW Central Procurement PDF Forms:



  • University Guest Presenter Merchandising Addendum - University Guest Presenter Merchandising Addendum - a new PDF form to be completed, along with the University Guest Presenter Agreement, when a Guest Presenter has merchandise to sell in association with a live presentation occurring at the University. Solicitation or sale of merchandise by Guest Presenter is prohibited without the prior approval of the University. This form must be signed by an authorized University official after the individual has signed the form. The University signature must be obtained before the event takes place by attaching the Merchandizing Addendum along with the associated Guest Presenter Agreement to the new Procurement Contract Request Intake Form.


  • University Guest Presenter Recording Agreement University Guest Presenter Recording Agreement - this is a new PDF form used to formalize arrangements with Guest Presenter who will be digitally recording themselves giving a presentation to be presented at the University in a mutually agreed upon digital format. This form must be signed by an authorized University Official after the individual has signed the form. The University signature must be obtained before the event takes place by attaching the Agreement to the new Procurement Contract Request Intake Form.



UPDATED Central Procurement Forms:



The following forms have been converted from PDF documents to electronic forms within ServiceNow:




  • Procurement Contract Request Intake Form –this electronic form replaces the now decommissioned Contract Cover Sheet. As an electronic form with timestamps and audit trails, a new form must be initiated each time a contract is sent for review.

  • Procurement Purchase Order Change Form – the electronic form replaces the now decommissioned PDF Purchase Order Change Form. When Central Procurement updates the ServiceNow ticket, the end-user is notified that the requested changes have been made. As an electronic form with timestamps and audit trails, a new form must be initiated each time a purchase order change is requested.



Any Bookmarks or “Saved as Favorites” links will need to be updated to reflect these new links. The decommissioned PDFs have been removed from the GURU website and attempts to access will return an error message. Any PDFs downloaded to desktops will need to be deleted, as they will no longer be accepted.



UPDATED Forms:



  • Non-Employee Information Form – this form has been updated to reflect changes pertaining to the W-9 form. The Non-Employee is required to register with PaymentWorks, the University’s third-party supplier registration system, to obtain a SIMBA Supplier Number. The Non-Employee’s personal identifiable information (PII) remains confidential, as the Non-Employee is required to upload their completed W-9 form, and any additional information, into PaymentWorks. This form is completed by a party external to the University and therefore requires a legal signature. The individual must provide a hand-written signature after completing the form.

  • University Guest Presenter Agreement – this is an existing form that has been updated. For Business Areas other than Student Affairs, this form may be used as a substitute for the Speaker Agreement to formalize arrangements with Guest Presenter who will be speaking or presenting live at the University (whether in person or virtually via Skype, WebEx, Zoom, etc.). The form is to be signed by a party external to the University and therefore requires a legal signature. The individual must provide a hand-written signature. This form must also be signed by an authorized University official after the individual has signed the form. The University signature must be obtained before the event takes place.



News Published: 08/11/2023


GURU News Announcement for week ending July 14, 2023

GURU News Announcement for July 14, 2023



Business Resources:



General Ledger Accounts Decommissioned List



REMINDER: The General Ledger Accounts Decommissioned List is a new Business Resource available for end-users. The list contains those General Ledger (GL) Accounts that have been (or are in the process of being) decommissioned in SIMBA and/or SAP Concur and are no longer to be used. Where appropriate, a replacement GL account has been indicated for use. If any of these GLs are used on a transaction within SIMBA, the Financial Officer will be receiving email notifications to post correcting entries. These correcting entries must be processed and through the approval process before the completion of the month-end close process.



SIMBA Chart of Accounts



The SIMBA Chart of Accounts has been updated to reflect two Business Areas in the process of being decommissioned effective June 30, 2023. Business Areas 5220 General and Academic Officers and 7850 VP for Administration should no longer be used on any type of transactions. Please contact the Financial Officer to determine the Business Area number to be used.

News Published: 07/14/2023


GURU News Announcement for June 30, 2023.

GURU News Announcement for June 30, 2023



Business Resources:



General Ledger Accounts Decommissioned List



The General Ledger Accounts Decommissioned List is a new Business Resource available for end-user. The list contains those General Ledger (GL) Accounts that have been (or are in the process of being) decommissioned in SIMBA and/or SAP Concur and are no longer to be used. Where appropriate, a replacement GL account has been indicated for use.



SIMBA Chart of Accounts



The SIMBA Chart of Accounts has been updated to reflect budget executive changes effective July 1, 2023.

Procedures:



Procedures CR2012 Endowment Spending Stewardship and CR2021 Accountability of Contributions from Non-Governmental Sources have each had editorial changes. The administrative functions of the Office of Gift Planning will be housed within the newly created Office of Gift Acceptance. The title of the Office of Gift Planning was updated to the Office of Gift Acceptance within each procedure. These changes are effective July 1, 2023.



Forms:



The Promotion and Tenure Forms have been updated for the 2023/2024 academic calendar. It is important to note that as of July 1, 2024, these forms will no longer be located on GURU. Instead, they will be produced within Activity Insight using data entered in Activity Insight. If you have questions about how to produce the forms, please email AI-Support@psu.edu.

News Published: 06/30/2023