UNIVERSITY AT ALBANY FINANCIAL SYSTEM SHUT DOWN
THIS WILL AFFECT YOUR ABILITY TO DO BUSINESS
WHAT IS THE ISSUE?
As you may
recall, in 2012 the State of New York implemented a new financial system called
the Statewide Financial System (SFS). The
implementation of SFS in 2012 required all state agencies, including UAlbany to
shut down its financial system for a period of over one month to insure the
relatively smooth transition to SFS.
Unfortunately, the state now needs to implement an upgrade to the SFS
program that will require another shutdown of state and University financial
systems for a period of time. The latest
estimated dates we have received are that the SFS upgrade will go live to
SUNY campuses April 13, 2015. To allow SUNY
System Administration enough time to move all pending transactions to the upgraded
SFS we have been notified that UAlbany's access to the SUNY and State financial systems will be shut down on March 24, 2015.
WHAT DOES THIS MEAN FOR UALBANY?
terms, this means that for a minimum of 2 1/2 weeks or 13 business days, the
UAlbany Purchasing Office will not be able to place orders, produce purchase
orders or execute contracts. It also means that the UAlbany State Accounting
Office will not be able to pay invoices for purchase orders, contracts, travel
advances, travel reimbursements, direct payments or any other kind of
payment. The Accounting Office will not
be able to distribute revenues, move allocations, process recharges or transfer
revenues or expenditures during the transition and shut down periods. The only exception will be that state
payroll will be processed as usual.
WHICH OF MY ACCOUNTS WILL BE AFFECTED?
shutdown and move to the enhanced SFS applies to all State appropriated funds
including: State, State legislative
appropriations, DIFR, IFR, SUTRA, and capital.
State payroll will continue to be processed and paid and State
procurement cards, travel cards and on-line ordering systems will remain
active during the shutdown period. Accounts
within the Research Foundation, University at Albany Foundation, University
Auxiliary Services Corporation, and Empire Commons Student Housing, Inc. will not
be affected by this initiative.
WHEN WILL THE SHUT DOWN OCCUR?
Accounting system will shut down close of business on March 24, 2015 and is
expected to re-open approximately April 13, 2015. These are estimated dates that we will confirm
as soon as they are finalized. Therefore, in order to insure that we can get
transactions into the SUNY system before March 24, 2015, we must implement the
following deadlines here on campus:
Contracts and Purchase Orders Requiring Approval
by the External Oversight Agencies
that requires external approvals (i. e. Attorney General, State Comptroller,
etc.) must be received in the Purchasing Office IMMEDIATELY. Because control
of the external approval process for contracts is beyond campus control and
processing/approval times varies by state agency, we cannot insure that
submission at this point will guarantee approval in time. We will, however, do our utmost to get
these purchases processed before the shutdown. If you are uncertain as to which contracts
require OSC or Attorney General approval, please ask the Purchasing Office staff
Contracts and Purchase Orders NOT Requiring
Approval by External Oversight Agencies
In order to
ensure processing before the shutdown all requisitions for contracts and
purchase orders that do not require external approval must be received in the
Purchasing Office by Tuesday, March 3,
2015. Requisitions received after
March 3 will be processed on a time available basis.
Travel advances and Travel reimbursements.
for travel advances and reimbursements for travel that has taken place must
be received by the State Accounting office by Friday, March 13, 2015
in order for the traveler to receive reimbursement prior to the
shutdown. Vouchers submitted after March 13, 2015, will be held in
Accounting and processed once the enhanced system has gone live for UAlbany
on or about April 13th.
Direct Payment Vouchers
invoices, special charge vouchers and requisitions must be received in the State
Accounting Office by Friday, March 13, 2015. Payments will not be processed for items
received after that date until the enhanced system has gone live for UAlbany.
Allocation, Expenditure, Revenue Transfers
to transfer allocation, expenditures or revenue must be received in the
Accounting office by Friday, March 13,
2015. Requests received after that
date will not be processed until the new system has gone live for UAlbany.
realize that we simply will have no opportunity to process your transactions if
you miss the deadlines. The spring
session is a critical time of year with commencement, exam finals and other year end
activity, so please think through what purchases and payments you will need to
make for these activities and get your transactions into Purchasing and
Accounting now. Once the current
financial system goes off line on March 24th we will have NO means of making
purchases until the system goes live again on approximately April 13, 2015,
assuming there are no issues with the implementation of the enhanced system.
critical that we complete as much business as possible before the transition
and shutdown periods begin and we ask your cooperation in meeting this
goal. So please be sure to submit all
open invoices and required payments to the State Accounting Office prior to the
deadline listed above so that payment can be made prior to the system shutdown.
WHAT WILL HAPPEN WHEN THE ENHANCED STATE FINANCIAL SYSTEM COMES ON LINE
IN APRIL 2015?
Once the conversion to the new system
is complete, the Purchasing office will need to re-encumber all contracts and
purchase orders in the new SFS. Assuming
the SUNY system is back live on approximately April 13, 2015, it will take an
additional two weeks to complete the reentry process. Processing new transactions or correcting or
amending old transactions will be held up considerably during this period.
THIS SEEMS LIKE A TREMENDOUS IMPACT ON OUR BUSINESS AT UALBANY. ISN'T THERE ANY WAY TO AVOID THIS
As part of SUNY and the State of New
York, we are mandated to use the State financial system as our system of record
for all financial transactions. As such,
we have no choice but to cooperate with this transition to an enhanced SFS system
and to participate in the system shutdown period.
THE CONSEQUENCES FOR FAILING TO PROCESS
PROCUREMENTS AND PAYMENTS IN A TIMELY MANNER PRIOR TO THE MARCH 24 SHUTDOWN
DATE WILL INCLUDE, BUT NOT BE LIMITED TO:
Staff will wait for travel payments for weeks until
the system comes live again in April
Vendors will not get paid timely will which cause the
University to incur interest and late payment penalty costs, which could be
charged against departmental accounts and vendors may then choose to no longer
do business with the University due to the delayed payments
Items and services needed for academic year-end
activities such as commencement will NOT be able to be procured prior to the
So PLEASE prepare for this nearly month
long shutdown properly!
WHO CAN I CONTACT IF I HAVE QUESTIONS ABOUT THE STATE
FINANCIAL SYSTEM SHUTDOWN?
on purchasing issues, please contact Gary Miller at email@example.com and for accounting issues
please contact Dave Mason at firstname.lastname@example.org.