Muleriders,

SAU is in the process of upgrading our  30-year-old legacy administrative software system to Jenzabar One (J1). We were fortunate to fund this much-needed upgrade through HEERF, which has enabled us to enhance our services to students.  Over the past year, module managers across campus have been working diligently to rebuild data connections and perform process validations to ensure a smooth transition through the first two testing phases. Our final data migration pass is scheduled soon and will require a two week system blackout period beginning September 26, during which some functionality in Poise and mySAU will be limited or unavailable. Several training sessions will be scheduled during the two week period and staff will be on hand to answer any questions you might have.

As part of this transition, several financial services deadlines and procedural changes will affect campus operations. Please review the following information carefully.

Purchasing and Payroll

• Bank of America Travel and Purchasing Cards: The transaction log will continue to be submitted through a spreadsheet; however, a new template will be distributed to all departments on October 1. The revised process encourages scanned supporting documents and receipts to be submitted by email along with your transaction log.  Please remember to copy your supervisor and liaison on the submission.
• Accounts Payable: Check payments will be unavailable during this period, but will resume once the new system is in place. For any urgent payment needs, please email financialservices@saumag.edu.  If possible, we kindly ask that you delay payments not yet due until after the system transition.  Please be aware that some adjustments may be necessary. Our office will have to manually adjust blanket purchase orders to reflect remaining amounts due as soon as possible following go-live.
• Travel: Beginning today, please use the attached travel permit form for any new travel requests.  The form is also located on the Financial Services Travel website.  In addition to the travel permit form, please send an email notice to SAUTravel@saumag.edu for any rental or SAU vehicle needs during this time.  Travel cash advances will be processed as normal with an approved travel permit.
• WEX Card: Statements will be processed with the normal deadlines.

• Payroll: All payroll will be processed in accordance with the posted Payroll Schedules.   Employees should continue to submit timesheets and leave requests under the current procedures.
• Processes will resume on October 16: Purchase orders, petty cash requests, travel expense reimbursements, and check processing will resume.
• For more information, please email SAU Purchasing.

Budget

•  During the blackout period, account lookup in Poise and mySAU may be unavailable.  Budget adjustments will resume in the new system once the transition is complete.
• Please be aware that some adjustments may be necessary. Our office will have to manually adjust budgets to reflect available balances as soon as possible following go-live.
• For more information, please email Financial Services.

Student Accounts and Cashier

• Hand receipts will be issued for payments made at the cashier window, and payments will also be accepted through the Partial Pay option on mySAU.
• Approved petty cash requests can still be claimed at the cashier window.
• Student refunds will be will resume once the system transition is complete.
• For more information, please email Student Accounts.

Thank you for your attention to these updates and your flexibility during this transition!

 

Contact Information

Financial Services – (870) 235-5008
Shawana Reed, Vice President for Finance – (870) 235-5008