The Bottom Line

A Quarterly Newsletter from the Division of Finance http://www.finance.upenn.edu/default.asp March 2017

Additional Newsletters Office of Research Services

http://www.upenn.edu/researchservices/newsletter.html

Prior Issues of The Bottom Line http://www.finance.upenn.edu/ftd/bline.shtml

Over-Procurement The University relies on PO Managers to ensure that Purchase Orders adhere to approved Purchase Order amounts and are not exceeded beyond authorized transaction levels. We recognize that certain PO amounts are established based on estimates and may have final amounts that result in a variance. In these cases a new Purchase Order is not required. As guidance, if there is a material difference (>$1,000) that exceeds 5% of the originally authorized PO amount, a new Purchase Order should be created for that additional purchase amount.

Continued on Page 5

BEN FINANCIALS REMINDERS

Access

When onboarding new employees, please make

sure that they or their supervisors know which

BEN Financials responsibilities they will need.

When onboarding new employees, please make

sure that they have a Penn e-mail address in the

Penn Directory, if they’re going to be using BEN

Financials.

On the eForm website, you can track the current

status of your eForm and whose approval queue

it’s sitting in at:

http://www.upenn.edu/computing/da/eforms/track

RequestStatus-020812.pdf

BEN Buys

Invoice alerts are sent to the PO Buyer. There is a

great reference guide for managing these at:

http://www.finance.upenn.edu/ftd/documentation/

QRG_markpo.pdf

Invoice holds can be looked up by anyone with

Invoice Inquiry or PO Manager responsibility by

going to Invoice Inquiry > Enter PO # and click

Find. Second section, third tab is the “Holds” tab.

BEN Balances

Five of the seven BEN Financials segments are

numeric only

o The “Org” segment has one alphanumeric

value: org “SUSP” is used to post certain

suspense balances.

o The “Program” segments can be alphanumeric.

Examples of program values with alphanumeric

values instead of only numeric values are:

Capital Projects, Countries, and Massive Open

Online Courses. If entering a range of Program

values, please use 0000 - ZZZZ instead of 0000

- 9999.

Continued on Page 2

In This Issue… BEN Knows ................................... Page 11

Comptrollers

Phila Residents - Earned

Income Tax Credit ...................... Page 3

Did You Know ............................... Page 11

Human Resources

Additional Pay and eTimeSheet ... Page 4

Information Systems and Computing

Training for Business Objects ....... Page 9

ISSS Webinars & Workshops ........... Page 10

Purchasing Services

Promotional Preferred Suppliers .. Page 5

Mobile Alerts for Travel Card ....... Page 6

Quarterly Quiz ............................... Page 10

Research Services

PennERA Tips and Reminders ...... Page 7

Effort Reporting Deadlines .......... Page 8

2

IINNDDEEPPEENNDDEENNTT CCOONNTTRRAACCTTOORRSS

RREEMMIINNDDEERR As most of you know there have been changes

to the handling of Individual Service Providers

(ISP) including Independent Contractors. A new

web page was set up, training is ongoing and

communications have been sent out (see below).

http://www.hr.upenn.edu/service-provider-

classification

http://www.finance.upenn.edu/ftd/Bottom_Line

/Dec16.pdf

In January Disbursements started monitoring

PDA Forms for ISP activity.

January 2017 • All new ISP’s must follow the new process

and be set up using a Service Provider

Questionnaire (SPQ)/PO

• Any PDA Forms for new ISP’s will be

rejected

• PDA Forms will be processed for limited

engagement ISP’s, a limited engagement

authorization form must accompany the PDA

Form, these suppliers will be set up as “one-

time only payment” and they will be

deactivated after they are paid

• A new ISP should be set up by Purchasing

and a PO should be in place prior to any

services rendered.

July 2017 • All new and existing ISP’s must follow the

new process and be set up using a SPQ/PO

• Any PDA Forms for ISP’s (with the excep-

tion of limited engagement ISP’s) will be

rejected

Should you have any questions please contact

the Worker Classification Help Desk at:

workerclassification@upenn.edu

To register for an upcoming instructor-led

class, go to http://knowledgelink.upenn.edu/ The Bottom Line March 2017

BEN FINANCIALS REMINDERS

Continued from the previous page

BEN Balances

Lawson accounts should be used for all UPHS interfund entries: for both CNAC 210 (HUP) and for Fund 014003(CPUP). Accounting Operations has posted detailed information on how to do journal entries using the UPHS interfund at: http://www.finance.upenn.edu/comptroller/accounting/#AcctOp

We’re working to make sure that only the appropriate Object Codes are able to be used in each responsibility. A listing of all Object Codes available in eachresponsibility will shortly be posted. The listing of Object Codes available to be used in BEN Deposits is already posted at the very bottom of http://www.finance.upenn.edu/ben/bendep/documentation/guidelines.shtml

Object Codes are restricted by Journal Entry responsibilities. (Different Object Codes are available to use in different Journal Entry responsibilities.) When using a Journal Entry responsibility to query on an existing journal, any journal entry lines with a restricted Object Code can’t be seen. You need to switch to a different Journal Entry responsibility to see the “missing” journal lines, or inquire on the journal entry using the GL Inquiry responsibility, then go to Inquiry>Journals.

The General Ledger Object Code listing is updated frequently with information about how to use each Object Code. http://www.finance.upenn.edu/comptroller/accounting/gloc/

BEN Knows

Check ou the updated BEN Knows website!

http://www.finance.upenn.edu/benknows/brow

se_topics

Office of the Comptroller

3

7The Bottom Line March 2017

What is EITC?

EITC is a Federal Tax refund available to working

individuals and families. The average credit

amount in Philadelphia is over $2,500, so hurry

and find out if you’re eligible.

The deadline to file is April 18, 2017!

How do I know if I’m eligible?

• You (and your spouse, if filing a joint return)

have a valid Social Security number (SSN).

• Your 2016 earned income is within the limits

below.

• You are 25 to 65 years of age OR

• You have a qualifying child.

Here’s all you need to do:

1. File your federal tax return

2. complete the EITC form.

It’s free.

We know you want your tax refund ASAP. But to

avoid paying service fees of up to 40 percent of

your refund, skip the for-profit tax prep services

and file with the City of Philadelphia’s free, IRS-

certified tax preparers. That way, you’ll get back

the full amount of your refund.

Your benefits are safe.

EITC does not count as income. So no matter how

much you get back, you’ll still be eligible for any

government assistance programs you’re enrolled

in.

There’s still time.

If this is your first time filing for EITC, you should

know that your income for 2013, 2014, and 2015

is also eligible. So you could get back even more

than this year’s maximum of $6,269. File for 2013,

2014, and 2015 to get up to four times the

maximum return. Call 215.686.9200 or visit

www.YouEarnedItPhilly.com for help.

2016 Income Eligibility Based on Filing Status

# Qualifying

Children Single

Married

(Filing Jointly) Maximum Benefit

None $14,880 $20,430 $506

1 $39,296 $44,845 $3,373

2 $44,648 $50,198 $5,572

3 or more $47,955 $53,505 $6,269

Office of the Comptroller

PPHHIILLAADDEELLPPHHIIAA RREESSIIDDEENNTTSS –– EEAARRNNEEDD IINNCCOOMMEE TTAAXX CCRREEDDIITT FFrroomm tthhee CCiittyy ooff PPhhiillaaddeellpphhiiaa

The deadline is April 18—don’t wait!

4

The Bottom Line March 2017

Improvements to Additional Pay and eTimesheets were implemented on January 25. The changes, described below, were the result of feedback received during the first to phases of the Human Capital Management Project. Thanks to all the participants who helped map current processes and identify improvement oppor-tunities during these early stages of the HCM Project.

AADDDDIITTIIOONNAALL PPAAYY 1. Next-in-Line Routing View for Additional Pay Once an additional pay has been submitted (no longer in draft mode) the next-in-line approvers will be displayed. This allows you to see where a current request is in the approval process. This includes pre-work routing also. The example below shows the Home Org Non Faculty and the Paying Org Non Faculty as approved. The additional pay is now waiting for the Home School/Center Approval and lists both individuals who can approve.

In addition, Security for Viewing requests have been enhanced so that all users/approvers in the approval path, no matter where in the routing, will be able to find and view requests in-process.

2. Allowance Changes Allowances will now follow Additional Pay Process without Pre-work requirements. This streamlines and simplifies the allowance payment process. On January 25, any in-process Allowance requests that had been submitted became draft Additional Pay requests, defaulting to the Paying Org workflow as drafts.

EETTIIMMEESSHHEEEETTSS 1. eTimesheet Deadline Extended

Deadlines for employees, supervisors and Org Administrators to submit timesheets are changing. This change is being made as eTimesheets is deployed more widely and there is a need to provide more flexibility for employees working on weekends. This change also allows more flexibility to set internal soft deadlines within individual School/Centers or Departments.

Changes to the deadlines are as follows (Reflects a normal week where payroll runs on Monday. Changes to the payroll run date will result in changes to these deadlines): Important Note: To support these expanded deadlines, the payroll feed that occurs each Monday (or Tuesday on weeks where a holiday occurs) will change. Instead of running hourly between 9 a.m. and 12 p.m., the payroll feeds will occur hourly between 10 a.m. and 1 p.m.

2. eTimesheets Email Notification Improvements

Email notifications sent from the eTimesheets system are also improved as follows:

Supervisors will now only receive emails when they have

an action to take. This focuses the email notifications to

when an employee submits the timesheets or when an

Org Administrator rejects it.

The emails will no longer reference specific deadlines for

employees or supervisors. Instead, the emails will instruct

the recipient to refer to their specific School/Center

deadlines for submission. This more generic instruction

allows School/Centers to set soft deadlines that meet

their business needs.

The timing of the email reminders are changing to

support the extended deadlines above. Note: Not all

email times are changing, but the complete list of

reminders is being provided for reference. This reflects a

normal week where payroll runs on Monday. Changes to

the payroll run date may result in changes to the timing

of notifications. o Employee reminder will be sent on Thursday at 5 a.m.

o Supervisor reminder will be sent on Friday at 5 a.m.

o Secondary Supervisor reminder will be sent on Friday at

2 p.m.

o Org Administrator reminder to be sent on Monday at 8

a.m.

Time Sheet Required by…

Current Deadline New Deadline

Employee Thursday, 5 p.m. Sunday, 9 p.m.

Supervisor (Primary or Secondary)

Friday, 1 p.m. Monday, 10 a.m.

ORG Administrator

Monday, 12 p.m. Monday, 1 p.m.

Payroll (UMIS) Monday, 3 p.m. Monday, 3 p.m. (no change)

Additional Pay and eTimeSheet Improvements

5

The Bottom Line March 2017

Purchasing Services

Penn Purchasing Services has announced the

selection of three preferred suppliers now

available to the University community for the

purchase of promotional items and apparel. These

companies are Promoversity, Geiger, and

Proforma.

The suppliers were carefully chosen after a

rigorous RFP process led by Purchasing Services

that included:

- engaging key stakeholders from across the

University to ascertain the criteria they seek

when selecting and working with a promotional

products company;

- benchmarking data pertaining to the top

companies in this sector;

- analyzing vendor spend recorded by Penn

departments; and

- soliciting proposals from more than twenty

companies and selecting the suppliers that

most closely matched Penn’s requirements.

In earning preferred supplier status, these

three best-in-class suppliers offered pricing,

service, and support that will deliver excellent

value to the Penn community. Promoversity, Gei-

ger, and Proforma are also able to develop

customized, creative solutions, using their

respective product portfolios that contain a wide

range of unique items to tailor a proposal to meet

the needs of their clients. Of particular

importance, each of these companies adheres to

recognized sustainable and socially responsible

practices.

Should these three designated organizations

not meet a particular need, additional licensed

suppliers are available. Penn staff and faculty can

find additional licensed and approved promotional

items suppliers by clicking here.

Members of the Penn Community are

reminded of the importance of working with

licensed promotional items suppliers as these

companies have agreed to adhere to the

University’s Code of Workplace Conduct for Penn

Licensed Product Manufacturers, which outlines a

set of production standards and labor practices.

Questions may be directed to Purchasing

Services by contacting Jason Evans. He can

reached at 215-573-7248 or jevans5@upenn.edu.

Following an audit discovery and a broad review

of our POs, we have identified certain POs that have

been significantly over-procured. For example, a PO

that was approved for $100,000, but has incurred

services (or had goods fulfilled) in the amount of

$120,000, would be considered significantly over-

procured, and would require a new PO. It should be

noted that shipping/freight charges that are not

matched to the purchase order are not counted toward

that variance.

To help address this over-procurement issue, Penn

has taken certain actions. The first action was to

finally close purchase orders since July 2013 that were

over-procured by >20% and >$5,000. Detailed lists for

purchase orders that met this criteria were distributed

to Senior BA’s and the purchase orders have been

finally closed.

The second action was to create a report and

extract in BEN Financials to allow School and Center

Administrators and PO Managers to monitor purchase

orders that have been over-procured. The report

(017.Over Procured Purchase Order Report) and

extract (018.Over Procured Purchase Order Extract) are

now available in the PO Manager responsibility.

If you have any questions, please contact

Purchasing Services at: procure@exchange.upenn.edu.

Over-Procurement

Continued from Page 1

ANNOUNCES PROMOTIONAL ITEMS PREFERRED SUPPLIERS

6

The Bottom Line March 2017

Penn Purchasing Services is pleased to share that

participants in the Penn Travel Card program now have

the ability to receive real-time text or email notifications

about activity occurring on their travel credit card.

Alerts may be set up online, such as those indicating

suspicious activity, at the same site cardholders access

about their card’s PIN number, Global Card Access:

www.bofaml.com/globalcardaccess.

These new mobile alerts allow Bank of America, the

credit card provider, to communicate with cardholders

faster and more effectively, while providing enhanced

visibility to important account details such as the credit

card’s current balance and available credit line. These

notifications also can help reduce fraudulent activity by

giving cardholders the ability to rapidly respond to any

suspected unauthorized transactions.

The below chart outlines the types of mobile alerts

that are available.

HHOOWW TTOO RREECCEEIIVVEE TTEEXXTT MMEESSSSAAGGEE AALLEERRTTSS

When card users select ‘text message’ as their

preferred communication method, they will be asked to

complete a two-step process to register that telephone

number for text alerts.

First, cardholders will be asked to accept the terms

and conditions, acknowledging they are responsible

for any possible fees their mobile phone provider

assesses to send or receive texts.

Second, after accepting the terms, a text message

will be sent to the designated device pending

registration, to confirm that this number was

intended to be set up to receive alerts related to

their corporate credit card.

SSUUSSPPIICCIIOOUUSS AACCTTIIVVIITTYY AALLEERRTT NNOOTTIIFFIICCAATTIIOONN

PPRROOCCEESSSS

Should cardholders receive notification about

suspicious activity on their credit card account, the

bank’s process is as follows:

Bank of America triggers a notification to the

specified contact(s) using the method(s) the

cardholder established for this alert within the

Alerts application.

Cardholders have four hours to respond to the

initial fraud alert outreach. If more than one

contact method to receive alert notifications was

established, cardholders only need to respond

through one channel. Should they reply from more

than one channel, the last response the bank

receives will take precedence. Once a response is

received, the account status will be updated near

real-time.

At the end of the four hours if no response has

been received, the contact(s) will receive another

notification advising the cardholder to call Fraud

Servicing at a phone number provided in the

message.

If the alert through any of the automated channels

is successfully sent, then Bank of America will consider

the message as received. A hold will remain on the

account until the bank hears back from the designated

contact(s).

If you are interested in

receiving mobile alerts and

have not yet established an

account profile, please

register here, and follow the

steps provided. Ensure

that you have your Penn

Travel Card handy to

complete the registration

process (card number,

expiration date and security

code) along with your

verification ID. Your

verification ID is the first

four numbers of your Penn ID number and your home

zip code.

Questions about this new offering can be directed to

Bank of America’s customer service team at 1-888-449-

2273.

MOBILE ALERTS FOR PENN TRAVEL CARD NOW AVAILABLE

7

The Bottom Line March 2017

SSUUBBMMIISSSSIIOONN AANNDD AAPPPPRROOVVAALL WWIINNDDOOWW

EENNHHAANNCCEEMMEENNTTSS

A new “visual” has been added to the proposal

submission screen so that users can now “see”

when the submission process has been fully

completed and the proposal successfully moved on

to the routing and approval steps. Users should

wait until the “submitting” screen refreshes before

exiting or navigating within the record.

Similar to the submission screen, a new

“visual” will also appear in the Review Dashboard

when users approve a proposal. After confirming

their decision and clicking ‘save’, users should not

close the window until the below screen

disappears and they see the dashboard refresh.

This will ensure that the proposal record has

moved on to the next set of approvers.

IIMMPPOORRTTIINNGG AA SSUUBBCCOONNTTRRAACCTT RRRR__BBUUDDGGEETT

One of the great features of PennERA is the

ability to import a detailed subcontract budget into

the subcontract section of a proposal. Make sure,

however, that the following fields are NOT

populated with zeros (0) if no funds are going to

be requested:

• Total Funds requested for all Senior Key Persons in the attached file (Section A)

• Total funds requested for all equipment listed in the attached file (Section C)

PPRROOVVIIDDIINNGG AA DDEEPPAARRTTMMEENNTT NNAAMMEE FFOORR

SSUUBBCCOONNTTRRAACCTT PPEERRSSOONNNNEELL

Identify a department name when adding

subcontract personnel. This information cannot be

added later. Do not use “TBD” or “N/A” or a Penn

ORG number. The Department Name is especially

important for Key Personnel, as this is a field on

the Senior/Key Person form.

• If importing a subcontract, select (or create a

new) department name on the mapping screen

before importing the subcontract.

If manually entering a subcontract, as you

create or add new personnel, always include

the department name.

If you see the name in the list of personnel

already present for a particular subcontractor,

do not select an existing name that has “TBD”

as the department or shows no department

name: Always pick an existing name that has

the correct department associated with that

name.

It is not necessary to have all the address

information as subcontract personnel are added:

This can be provided later.

PennERA Tips and Reminders

Continued on Page 8

8

The Bottom Line March 2017

AADDDDIINNGG PPEERRSSOONNNNEELL IINN DDEETTAAIILL BBUUDDGGEETTSS

In all records, Personnel should be added only

from the Budget Items screen, not from the

Personnel screen. There is functionality in the

Personnel “Add” feature that Penn does not use.

In S2S records, personnel who have no effort, such

as Other Significant Contributors, will not appear

in the Budget section of the RR Budget data. These

personnel will appear only in the Senior/Key

Person form.

AADDDDIINNGG PPEERRSSOONNNNEELL SSUUMMMMAARRYY BBUUDDGGEETTSS

For S2S submissions which use a Summary and

not Detailed Budget, when adding Personnel from

the Personnel tab (see above), when the screen

refreshes and brings you to the detailed

salary/appointment entry screen do not enter

detailed salary information. Enter only the effort

requested on the proposed project.

SSUUBBMMIITTTTIINNGG RREECCOORRDDSS FFOORR RREEVVIIEEWW

When submitting a proposal for routing and

approval, users will receive a route preview screen

which displays the current routing path prior to

clicking the final “Submit” button. If this path does

not look correct, click the ‘Refresh Route’ link.

If the route still does not appear to be correct

after refreshing, an update to the record or the

permanent routing path may be needed. In this

case, do not submit the record, but send a message,

for assistance in resolving the issue to the

PennERA Help Desk at:

PennERAHelp@lists.upenn.edu

SSEETTTTIINNGG UUPP AA GGEENNEERRIICC RREECCOORRDD WWHHEENN

PPEENNNN IISS AA SSUUBBCCOONNTTRRAACCTT

When Penn is a subcontract, make sure the

following information is correctly provided:

• The Proposal Sponsor identified during

proposal creation is the institution to which we

will be submitting our information.

• The source of funds that “flow through” to

Penn from the Proposal Sponsor is called the

Originating Sponsor and is identified on Setup

Questions.

• Even if the Originating Sponsor is a federal

source, do NOT select a funding opportunity

number (used ONLY for S2S submissions to

Grants.gov).

• If the flow-through source (Originating

Sponsor) is Federal, answer YES to the

question, “Is this a US federal sponsored

project?”

• Always answer NO to the question, “Will this

be a proposal to PHS, NIH or one of the

branches of NIH?” We (Penn) are NOT

directly submitting our proposal to any of

these agencies.

GGEETTTTIINNGG HHEELLPP

Please check out our Quick Reference Guides

(QRG) for importing subcontracts:

http://www.upenn.edu/researchservices/pdfs/Q

uickRef%20Subcontract%20Import.pdf

and our User Guide at our reference website:

http://www.upenn.edu/researchservices/PennE

RA.html

Write to PennERAHelp@lists.upenn.edu with any

questions you have about this information.

PennERA Tips and Reminders

EEffffoorrtt RReeppoorrttiinngg DDeeaaddlliinneess The remaining FY17 deadlines can be found here:

http://www.upenn.edu/researchservices/effortreporting.html

Continued from Page 7

9

Training Opportunity: Business Objects Introduction and Adanced Classes

The Bottom Line March 2017

We have two BusinessObjects / WEBI classes

coming up in April (Introduction and Advanced).

These are for anyone who needs to query the data

warehouse so you may want to share this

information with your business office.

Seats are limited. To purchase a seat, please

email your name, PennID#, budget code, and

business administrator's email to:

learnit@isc.upenn.edu

The deadline to register March 6, 2017.

Please address any questions to:

learnit@isc.upenn.edu

AAPPRRIILL 33,, 22001177 ((MMOONNDDAAYY)) || 99::3300 -- 44::3300 PP..MM..

BBUUSSIINNEESSSSOOBBJJEECCTTSS CCLLAASSSS IINNTTRROODDUUCCTTIIOONN

This hands-on instructor-led course will give

students the skills to create comprehensive

BusinessObjects Web Intelligence reports. Students

will learn how to analyze information, distribute

information, and use the major reporting features of

Web Intelligence.

Who Should Attend: This course is designed for

business users who need to generate effective

reports using BusinessObjects Web Intelligence.

Prerequisites: No prior reporting experience is

required. Familiarity with Microsoft Office is

helpful.

Fee: $450

Course Topics: After completing the course,

student will be able to:

Understand BusinessObjects terminology and

features

Understand the InfoView portal

Build complete BusinessObjects reports

Restrict data using conditions and filters

Use various presentation styles

Location: ISC Training Lab 220 @ Sansom Place

West

AAPPRRIILL 44,, 22001177 ((TTUUEESSDDAAYY)) || 99::3300 -- 44::3300 PP..MM..

BBUUSSIINNEESSSSOOBBJJEECCTTSS CCLLAASSSS AADDVVAANNCCEEDD

This hands-on instructor-led course will give

students the skills to create advanced

BusinessObjects Web Intelligence reports. Students

will learn how to analyze information, distribute

information, and use the advanced reporting

features of Web Intelligence.

Who Should Attend: This course is designed for

business users who need to generate effective

reports using BusinessObjects Web Intelligence.

Prerequisites: Prior BusinessObjects Web

Intelligence reporting experience or training is

required. Familiarity with Microsoft Office is

helpful.

Fee: $450.00

Course Topics: After completing the course,

student will be able to:

Understand Business Objects terminology and

features

Analyze data

Use advanced query techniques

Use report functions

Create report variables

Use the If Then Else statement

Use calculation contexts

Report from multiple data sources

Location: ISC Training Lab 220 @ Sansom Place

West

Quarterly Quote “Without continual growth

and progress such words

as improvement,

achievement and success

have no meaning”

Benjamin Franklin

10

The Bottom Line March 2017

International Student and Scholar Services (ISSS)

is pleased to offer the following

workshops and webinars in Spring 2017:

Online Webinars for Department Administrators

Overview of Hiring Foreign Nationals

Marcy 3rd 10:30 a.m. – 12:00 p.m. Go Here to Register

View a past presentation for the Overview of Hiring Foreign Nationals webinar

J-1 Scholar Workshop March 10th 1:00 p.m. – 2:30 p.m. Go Here to Register

H-1B Webinar March 24th 10:30 a.m. – 12:00 p.m. Go Here to Register

In Person Workshops for Department Administrators

H-1B Workshop March 7th 12:00 p.m. – 1:30 p.m. Go Here to Register

J-1 Scholar Workshop March 10th 1:00 p.m. – 2:30 p.m. Go Here to Register

Overview of Hiring Foreign Nationals

March 31st 1:30 p.m. – 3:00 p.m. Go Here to Register

Instructions: The following questions can be answered based solely on information contained

in this issue of The Bottom Line.

To participate in the contest, please submit your answers via email to

doftraining@pobox.upenn.edu no later than August 1, 2017

The Winner will receive a gift certificate for lunch for two to the University Club

1. What first action was taken to address the issue of ‘over-procurement’?

2. List one step when a Travel cardholder receives a notification about suspicious activity,

3. Name one PennERA tip or reminder and briefly describe.

4. What date is the H-1B Workshop in March?

5. List two BEN Financials reminders – pick two that perhaps you were unaware.

Last Quarter’s Winner

Congratulations!!

Gina Krewer

Grants Manager

Division of Gastroenterology

Quarterly Quiz

March 12th 2:00 a.m.

11

The Bottom Line March 2017

http://www.finance.upenn.edu/benknows/

…ISC has recently updated its training lab. The lab features a new 75’’ Samsung monitor, a modern instructor station, 14 Dell Optiplex workstations with high-speed Internet connectivity and on-site technical support. The lab is available for both day and evening rental to members of the Penn community, private companies, and nonprofit agencies at reasonable rates. To schedule a tour or to receive information on discounted daily, weekly and extended session rates contact us at (215) 573-3102 or learnit@isc.upenn.edu.

…For For information regarding BEN Financials, PennWorks/Payroll/Personnel, Additional

Pay, Concur, Petty Cash, Space@Penn, etc. training, go to the following link:

http://www.finance.upenn.edu/ftd/Training_&_Access_Forms.pdf

BEN

Knows

Accessing BEN Financials – New End Users New BEN Financials end-users must successfully complete BEN Financials training and submit a BEN Financials Access Request eForm within 60 days of completing training. If the 60 day requirement is not met, the eForm will be disapproved and routed back to the Requestor. The end-user will need to be retrained and submit a new eForm upon completion.

The BEN Financials Access Request eForm can be obtained at the following URL: http://www.upenn.edu/computing/da/eforms/

To access the form: Expand section under BEN Financials Select ‘BEN Financials Access Request eForm’ If you are not currently authenticated into a U@Penn secured site, you will be prompted to enter your PennKey

and Password

IMPORTANT: Once the form has been processed by Financial Systems, an email will be sent to the individual who initiated the request. Be sure the “Initiator” is the end-user requesting access. The email will contain

your BEN Financials username and detailed instructions on how to generate your password. You can also get detailed instructions by clicking here for the “Self-Service

BEN Financials Password Generation” documentation.

Tip: It is best not to submit your eForm in advance of training as the eForm will be rejected back to the Requestor until the training has been completed.

Did You Know…