UNIVERSITY AT ALBANY FINANCIAL SYSTEM SHUT DOWN
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 that all state agencies including
UAlbany, shut down their financial systems for a period of more than one week
to ensure the relatively smooth transition to SFS.
As with all software, the state now needs to implement an
upgrade to the SFS program that will require a shutdown of State and University
financial systems for a period of time. Currently, it is anticipated that
the SFS upgrade will go live to SUNY campuses on October 16, 2015. In
order to allow SUNY System Administration enough time to move all pending
transactions through SFS before the temporary shutdown of SFS for the upgrade,
UAlbany's access to the SUNY and state financial systems will be shut down
on September 25, 2015.
WHAT DOES THIS MEAN FOR UALBANY?
In simplest terms, this means that for almost three weeks or
14 business days, beginning September 25, 2015, the UAlbany Purchasing Office
will not be able to place orders, produce purchase orders or execute contracts.
It also means that the UAlbany Office of State Accounting will not be able to
pay invoices, purchase orders, contracts, travel advances, travel
reimbursements, direct payments or make any other kind of payment. The
Office of State Accounting will also not be able to distribute revenue, move allocations,
process recharges or transfer revenues or expenditures during the shutdown
period. The only exception will be that state payroll will be
processed as usual.
WHICH OF MY ACCOUNTS WILL BE AFFECTED?
The system 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
online ordering systems will remain active during the shutdown
period. Accounts within the Research Foundation, University at
Albany Foundation, University Auxiliary Services Corporation, and Empire Common
Student Housing, Inc. will not be affected by this initiative.
WHEN WILL THE SHUT DOWN OCCUR?
The SUNY Accounting system will shut down close of business
on September 25, 2015 and is expected to re-open on October 16, 2015.
These are currently the estimated dates and we will share updates as they
become available. Therefore, in order to ensure that we can get
transactions into the SUNY system by September 25, 2015, we must implement the
following deadlines here on campus:
Contracts and Purchase Orders Requiring Approval by the
External Oversight Agencies
Any contract that requires external approvals (i. e.
Attorney General, State Comptroller, etc.) must be received in the Purchasing
Office immediately. Due to the late date and the amount
of time AG and OSC require to review and approve requisitions, Purchasing
cannot guarantee approval but will do our utmost to get such purchases
processed at the earliest date possible.
Contracts and Purchase Orders NOT Requiring Approval by
External Oversight Agencies
In order to ensure processing, all requisitions for
contracts and purchase orders that do not require external approval must be
received in the state Purchasing Office by Friday, September 11,
2015. Requisitions received after September 11th will be
processed on a time available basis once all requisitions received prior to
September 11th have been processed.
Travel advances and Travel reimbursements.
All requests for travel advances and reimbursements for
travel that has taken place must be received by the Office of State
Accounting by Friday, September 11, 2015 in order for the traveler to receive
reimbursement prior to the shutdown. Vouchers submitted after September
11, 2015, will be held in Accounting and processed once the enhanced system
has gone live for UAlbany on or about October 16.
Direct Payment Vouchers
All invoices, special charge vouchers and requisitions
must be received in the Office of State Accounting by Friday, September 11,
2015. Payments cannot be processed for items received after that date
until the enhanced system has gone live for UAlbany.
Allocation, Expenditure, Revenue Transfers
All requests to transfer allocation, expenditures or
revenue must be received in the Office of State Accounting by Friday,
September 11, 2015. Requests received after that date will not be
processed until the new system has gone live for UAlbany.
It is critical that we complete as much business as possible
before the shutdown period begins and we ask for your assistance in meeting
this goal. Please be sure to submit all open invoices and required
payments to the Office of State Accounting 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 OCTOBER 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
October 16, 2015, it will take an additional two weeks to complete the re-entry
process. Processing new transactions and correcting or amending old
transactions will be held up considerably during this period.
WHO CAN I CONTACT IF I HAVE QUESTIONS ABOUT THE STATE
FINANCIAL SYSTEM SHUTDOWN?
For questions on purchasing issues, please
contact Gary Miller at email@example.com, and for accounting issues please contact Dave Mason
The SFS implementation in 2012 went
very well in large part thanks to the cooperation and patience of the UAlbany
campus community. We are hopeful that this SFS upgrade goes as
Thank you for your assistance as we
work together through this initiative.
Effective January 1, 2015 the new mileage rate will be 57.5 cents per mile driven.
New York State Travel Card PowerPoint