Department of Finance and Administration

AASIS Announcements

AASIS Production Unavailable To All Users On January 12, 2024

Posted Date: 01/02/2024

Due to scheduled maintenance, the AASIS Production System will be unavailable to all users for 7 hours on Friday, January 12, 2024, between 5:00 pm and midnight.

We apologize for any inconvenience.

Christmas & New Year Plus 2024 Holiday Payment Run Schedules

Posted Date: 12/20/2023

The Christmas & New Year’s Day holiday payment run schedule is as follows:

Thursday evening, December 21, 2023	Last regular payment run before Christmas
Tuesday evening, December 26, 2023	First regular payment run after Christmas
Thursday evening, December 28, 2023	Last regular payment run of 2023
Monday evening, January 1, 2024	First regular payment run of 2024

In addition, the payment run schedule for all calendar year 2024 holidays is listed below.

2024
Holiday	Day	Date	Last Payment Run	Next Payment Run
New Year's Day	Monday	1/1/2024	Thursday, 12/28/2023	Monday, 1/1/2024
Dr. Martin Luther King Jr's Birthday	Monday	1/15/2024	Thursday, 1/11/2024	Monday, 1/15/2024
George Washington/Daisy Bates	Monday	2/19/2024	Thursday, 2/15/2024	Monday, 2/19/2024
Memorial Day	Monday	5/27/2024	Thursday, 5/23/2024	Monday, 5/27/2024
Juneteenth	Monday	6/19/2024	Thursday, 6/13/2024	Monday, 6/19/2024
Independence Day	Thursday	7/4/2024	*Sunday, 6/30/2024	*FYE activity dependent
Labor Day	Monday	9/2/2024	Thursday, 8/29/2024	Monday, 9/2/2024
Columbus Day	Monday	10/14/2024	Thursday, 10/10/2024	Monday, 10/14/2024
Veteran's Day	Monday	11/11/2024	Thursday, 11/07/2024	Monday, 11/11/2024
Thanksgiving Day	Thursday	11/28/2024	Tuesday, 11/26/2024
	Friday	11/29/2024		Sunday, 12/01/2024
Christmas Eve	Tuesday	12/24/2024	Sunday, 12/22/2024
Christmas Day	Wednesday	12/25/2024		Wednesday, 12/25/2024

Thanksgiving Holiday Payment Run Schedule

Posted Date: 11/13/2023

Due to the Thanksgiving holiday on Thursday, November 23, 2023 and Friday, November 24, 2023, the regularly scheduled payment runs for Wednesday and Thursday nights will not be processed.

After the normal payment run on Tuesday, November 21, 2023, the next scheduled payment run will be on Sunday evening, November 26, 2023.

2023 Holiday Payment Run Schedules

Posted Date: 01/11/2023

The holiday payment run schedules for the remainder of calendar year 2023 are listed below.

Holiday	Day	Date	Last Payment Run	Next Payment Run
Dr. Martin Luther King Jr's Birthday	Monday	1/16/2023	Thursday, 1/12/2023	Monday, 1/16/2023
George Washington/Daisy Bates	Monday	2/20/2023	Thursday, 2/16/2023	Monday, 2/20/2023
Memorial Day	Monday	5/29/2023	Thursday, 5/25/2023	Monday, 5/29/2023
Juneteenth	Monday	6/19/2023	Thursday, 6/15/2023	Monday, 6/19/2023
Independence Day	Tuesday	7/4/2023	*Friday, 6/30/2023	*FYE activity dependent
Labor Day	Monday	9/4/2023	Thursday, 8/31/2023	Monday, 9/4/2023
Columbus Day	Monday	10/9/2023	Thursday, 10/5/2023	Monday, 10/9/2023
Veteran's Day (Observed)	Friday	11/10/2023	Wednesday, 11/08/2023	Sunday, 11/12/2023
Thanksgiving Day	Thursday	11/23/2023	Tuesday, 11/21/2023
	Friday	11/24/2023		Sunday, 11/26/2023
Christmas Day (Observed)	Monday	12/25/2023	Thursday, 12/21/2023
	Tuesday	12/26/2023		Tuesday, 12/26/2023

Due to the Dr. Martin Luther King, Jr's Birthday on Monday, January 16, 2023, the regularly scheduled payment run for the previous Sunday night will not be processed.

After the normal payment run on Thursday, January 12, 2023, the next scheduled payment run will be on Monday evening, January 16, 2023.

Thanksgiving Holiday Payment Run Schedule

Posted Date: 11/14/2022

Due to the Thanksgiving holiday on Thursday, November 24, 2022 and Friday, November 25, 2022, the regularly scheduled payment runs for Wednesday and Thursday nights will not be processed.

After the normal payment run on Tuesday, November 22, 2022, the next scheduled payment run will be on Sunday evening, November 27, 2022.

Open Enrollment Benefit Processing Dates for 2023

Posted Date: 10/05/2022

Voluntary products for the 2023 plan year should be created with the payroll period start date of 12/25/2022. This is the first payroll period in the new calendar year.

Use Transaction Code PA30, IT0377 (Miscellaneous Plans), to create employee records for these semi-monthly plans.

For all employees hired after 01/01/2023 of the new plan year who enroll in a voluntary product, master data should be created with the ‘pay period begin date’ of the period for which the first deduction should begin.

Flexible Spending Accounts (FSA)
FSAs for the 2023 plan year must have a begin date of 01/01/2023.

For all employees hired after 01/01/2023 who are eligible for participation in a Flexible Spending Account, master data should be created with the ‘receive warrant date/pay date’ of the period for which the first deduction should begin.

Employees currently enrolled in Flexible Spending will have to be re-enrolled for plan year 2023 to continue the benefit.

The AASIS Service Center will end all current Flexible Spending Account records with an end date of 12/31/9999 on October 27, 2022 with an effective date of 12/31/2022 for pay period 26 pay date.

Health Spending Accounts (HSA)
New HSAs for 2023 plan year must have a begin date of 12/25/2022

Any new HSA enrollments and/or changes during open enrollment will be keyed by the appropriate agency HR representative.

Open Enrollment AASIS Data Entry
Agency Human Resource representatives will be able to start keying Open Enrollment changes on November 7, 2022. Any Open Enrollment changes keyed in AASIS prior to this date will be removed.

For additional questions concerning Open Enrollment or Benefits, please contact the Employee Benefits Division (EBD).

New Functionality for Outline Agreement: Target Value Field

Posted Date: 08/09/2022

Change

When an Outline Agreement (OA) is created, the Target Value field will now be automatically calculated and will no longer be editable.

Definition of Terms

Target Value: The Target Value of an OA represents the value of the contract as currently released. This is the amount of the actual commitment to the vendor over the validity period of the contract from the original validity start date through the current validity end date. It does not include any potential extensions or renewals which have not been executed.

Total Projected Cost (TPC): The Total Projected Cost of an OA is the sum of the Target Value plus the value of any potential renewals or extensions over the anticipated life of the contract. The anticipated life of the contract is no more than 7 years unless otherwise allowed by law.

Background

Previously, the system calculated the minimum value allowed in Target Value field. It was calculated based on the sum the values of all the OA line items. The line item value was a simple calculation of the target quantity times the net price. This calculation included blocked lines (those with a padlock icon). The value in the Target Value field could be changed by the user to a higher amount.

New functionality

The lines are now calculated in the following way to represent the true value of the contract.

The value of each open (not blocked, not deleted) line is calculated by multiplying the target quantity by the net price for the line.

The value of all blocked lines is calculated using only the value of all Purchase Orders (POs) that have been released for that line. It doesn’t include any quantity not released on a PO.
The Target Value field will be automatically calculated by the system and cannot be changed by the user.

Hard Error Added to Purchase Orders Issued Against Agency Outline Agreements

Posted Date: 07/05/2022

The warning message that currently alerts agency personnel that a Purchase Order exceeds the Outline Agreement (Contract) has been changed to a hard error.

Agencies will continue to receive the warning message for purchases made against a State Contract.

This change has been implemented to help prevent overspending on purchases made against Agency Contracts.

The hard error is triggered when:

1. The Purchase Order line item quantity and price exceeds the Contract line item quantity and price.

For example, line item 1 on the Agency Contract lists 10 as the quantity, with the price of $50.00 for each material. Line item 1 on the Agency Purchase Order cannot exceed 10 ordered materials nor can the price exceed $500.00.

2. The Purchase Order entries have exceeded some contract line item quantity and prices while some of the Purchase Order line items have fewer or no purchases against the defined quantity and price.

In other words, agencies can no longer use different quantity/price combinations on Purchase Orders, while remaining under the total quantity/price established by the Contract.

For example, an agency Contract contains four (4) line items, each with a quantity of five (5) and the price of $100.00. Agencies cannot “balance” spending by adjusting quantities and/or prices between all line items; i.e., purchasing seven (7) quantities at $100.00 on line item 1, and purchasing three (3) quantities at $30.00 on line item 2.

3. The Purchase Order(s) total cannot exceed the target value [sum of line items] of the Agency Contract.

For example, the Agency Contract contains two (2) line items. Line item one (1) lists 5 as the quantity, with the price of $100.00 for each material. Line item two (2) lists 10 as the quantity, with the price of $500.00 for each material.

The total target value of the Contract is $5,500. Agency Purchase Orders made against the above Agency Contract cannot exceed the line item quantity and amounts nor can they exceed the total target value [sum of line items] of the Contract.

Purchase Order A orders a total of three (3) material units against Line Item 1 of the above Agency Contract.

Purchase Order B orders a total of two (2) material units against Line Item 1 of the above Agency Contract.

Purchase Order C can still order materials against line item 2 of the Agency Contract but not from Line Item 1.

Procurement - Agency Tips for Fiscal Year End Closing

Posted Date: 06/23/2022

Clarification: Agency Procurement Processes Following Fiscal Year End Closing

Once Fiscal Year End has been completed, and AASIS is made available to agencies on 07/05/2022, all procurement processes will continue as they are currently defined. This means agencies will continue entering procurement documents in AASIS per established business processes and agency roles for Purchase Requisitions, Purchase Orders and Outline Agreements will remain unchanged until further notice.

Procurement - Agency Tips for Fiscal Year End Closing

IMPORTANT NOTE: Due to Recent Timeline Changes, Fiscal Year End will not be impacted by the ARBuy implementation.

Review the Agency Procurement Fiscal Year-End Job Aids (listed below) for instructions on cleaning up all open commitments for this year’s efforts.

CRITICAL TRANSACTIONS used for year-end clean-up:

ZOPENREQ – List of open Purchase Requisitions (PRs)
MB5S – Display list of GR/IR balances
ME32K – Block or delete Outline Agreement (OA) lines; change OA validity end date
ZPO_OPEN_INV – List of Purchase Orders (POs) with open invoices
ZPO_PARTGR_IR – PO partially received and/or invoiced
ME52N – Close or delete PR
ME22N – Close PO
ME2K – Purchasing Documents per Account Assignment
ME5K – List Display of PRs

Additional instructions for year-end clean-up of OAs:

OAs must be output in ME9K.
OAs with outstanding POs must have validity dates opened in order to close those POs and then the validity dates changed back. If an OA has a validity date past 6/30/2021, it will show on the Transparency website. Change OAs via ME32K.
For assistance with statewide contracts, call the Office of State Procurement buyer.

Agency Year End Carry Forward Exclusions

Agency Year End Checklist

Year End Transactions

Safeguards Against Contract Overspending Coming July 5th

Posted Date: 06/23/2022

Office of State Procurement has requested an AASIS program change that will help safeguard against inadvertent contract (Outline Agreement) overspending. This change goes into effect on 07/05/2022 and is focused on Agency Contracts.

Purchases made against a State Contract are not affected by this change because quantities listed on state contracts are estimates and do not represent firm commitment to vendors.

Program Overview

The warning message that currently alerts agency personnel that a Purchase Order exceeds the Agency Outline Agreement (OA) will be changed to a hard error message. This means agencies will not be able to issue a PO if it results in spending more than is approved on an Agency Outline Agreement.

The hard error is triggered when a Purchase Order line item quantity or value exceeds the Contract line item quantity and value it references.

Example 1: If line item one (1) on an Agency Contract lists 10 as the quantity and a unit price of $50.00 each, the associated line item on the Agency Purchase Order cannot exceed 10 ordered materials nor can the value of the line (qty x unit price) exceed $500.00.

Example 2: Consider an Agency Contract has two (2) lines. Line one (1) lists a quantity of five (5) at a unit price of $100.00 each, resulting in a line item value of $500.00. Line two (2) lists a quantity of 10 and a unit price of $500.00, resulting in a line item value of $5,000.00.

If a PO is issued for a quantity of three (3) from line item one (1) of the contract and then a second PO is issued for two (2) more from the same contract line, no more POs can be issued in reference to contract line one (1). POs can still be issued against the unordered quantity on line 2.

As a result of the line item program validation, the sum total of the values of all the purchase orders issued in reference to an outline agreement cannot exceed the target value of that outline agreement.
If more purchases are required beyond the target value of the contract, the outline agreement must be amended to add the additional value before more POs can be issued. The amendment must occur before the validity end date.

Note: The above change applies only to agency outline agreements. The warning message will continue for purchases made against a State Contract. The quantities listed on state contract OAs are estimates and do not represent firm commitment to vendors.

Fiscal Year Lock Out Schedule

Posted Date: 06/21/2022

Reminder: Fiscal Year-End Role Lock Out Schedule

On Thursday, June 30, 2022, Finance (FI), Material Management (MM), and HR/FI roles will be locked during Fiscal Year-End activities. Please refer to the functional groupings and lock out time listed below.

All roles will be unlocked on Tuesday, July 5, 2022, at 7:00 a.m.

Lock Out Times	Functional Grouping
4:30 P.M. [Updated]	Accounts Payable Roles
	Account Receivable Roles
	Asset Management Roles
	Cash Journal and Deposit Roles
	Fleet Roles
	Funds Management and Budget Roles
	Material Management, Purchasing and Inventory Roles
	Controlling Roles
	HR/FI Posting Specialist and Display Roles
30 minutes after final payment run	General Ledger and State Roles

Certain Time Transactions and EASE Portal will be Locked on June 30, 2022

Posted Date: 06/20/2022

Certain Time Transactions and EASE Portal will be Locked on June 30, 2022

While the Leave Liability processes are completed, the below Time Transactions, as well as the EASE Portal, will be locked on Thursday, June 30, 2022 from 5:00 p.m. – midnight.

CAT2
CATS_APPR_LITE
CATA
ZALTCAT2
ZLEAVE_APPR_LITE
PT60
EASE Portal

Holiday Payment Run Schedule

Posted Date: 06/16/2022

The banks will be closed on Monday, June 20, 2022 due to the new federal Juneteenth holiday.

The regularly scheduled payment run on Sunday night (June 19^th) will not be processed.

Today (Thursday, June 16) will be the last scheduled payment run until Monday night, June 20th.

Accounts Payable - Agency Tips for Fiscal Year End Closing

Posted Date: 05/18/2022

Please review the Accounts Payable Agency Fiscal Year End Job Aid for instructions on the following:

Check for open items.
Check for Parked or Held Documents.
Check P-card, T-card, and/or other vendors for outstanding credit memos which need to be cleared.
Check for blocked purchase order invoices.

Clarification: Deadline to Validate Open AASIS Outline Agreements

Posted Date: 04/20/2022

Clarification: Deadline to Validate Open AASIS Outline Agreements

Due to some confusion, please see the below clarifications.

The ARBUY Delta load will include the following:

New Contracts created after March 31, 2022 with an end date after June 30, 2022.

Existing Contracts that have been extended into FY2023 that meet the original criteria (see below bullet points) as of the extract date (currently June 20, 2022).

Effective End Date must be greater than 06/30/2022.
Fully Released Status (extract will occur after contracts included in June ALC are released by OSP). The timing and process for the June ALC review has not changed. The deadline for inclusion for June ALC review is May 27, 2022.
Includes only line items with an un-ordered balance.
No lines overspent.
No contract terms greater than 7 years.
Consistent Units of measure and prices between the Outline Agreement and the Purchase Order.

If there is a contract (for example, can’t adjust the value to match what has been released) that cannot meet the above criteria by June 17, 2022 and the contract will continue into FY2023, then the following steps must be completed.

Reduce the current contract to current year anticipated usage with a validity end date of 06/30/2022. This should be completed and released by June 17, 2022.

Create a new contract, with the remainder of the balance from the original contract (that was reduced) with a Validity Start Date of 07/01/2022. This should be completed and released by June 17, 2022.

Changes to contracts that were migrated to ARBUY in the first round of conversion will NOT be updated or amended systematically. All changes will have to be done manually by agencies during quality assurance. OSP will provide a list of changes (including original and new values) for contracts that are included in the first round of conversion.

Any contracts released after June 20, 2022 will need to be added manually to ARBUY.

[Original Communication] Deadline to Validate Open AASIS Outline Agreements

Tomorrow, 04/01/2022, the ARBUY team will extract Outline Agreements (contracts) for Round 1 of the Programmatic Conversion of Outline Agreements (OA). The following selection criteria will be used to determine which contracts are converted.

Effective End Date >06/30/2022
Fully Released Status
Only line items with an un-ordered balance
No lines overspent
No contract terms greater than 7 years
Consistent Units of measure and prices between the Outline Agreement and the Purchase Order

The easiest way to avoid having a contract included, that you plan to change between now and 06/30/2022, is to change the validity end date to 06/30/2022. Once a document has been selected for conversion, any changes that are made to that contract will need to be manually reconciled during the planned Quality Assurance window.

OSP has worked with the ARBUY vendor, Periscope Holdings, to add a 2^nd programmatic conversion for Outline Agreements to the project schedule. The date that contracts will be scheduled for extraction from AASIS coincides with the June ALC (Arkansas Legislative Council) review calendar.

Beginning 04/01/2022 any contracts that require changes to meet OSP standards (see above bullets) that extend into Fiscal year 2023 will have to be reduced to current year anticipated usage with a validity end date of 06/30/2022.
A new contract, with the remainder of the balance from the original OA, that was reduced, will then have to be created in AASIS with a start date of 07/01/2022.

This is the only way to systematically load ready to issue contracts [that were not fixed by 03/31/2022] into ARBUY once the system is made available for use.

To account for contracts that will be reviewed by ALC in June, agencies should target 05/31/2022 to complete this process. Any contracts corrected in this manner after 05/31/2022, are at risk of needing to be manually recreated by agency staff in ARBUY when the system is open for use. More specific guidance will be provided to Departments closer to 5/31.

Effective close of business 06/30/2022, agencies will not be able to create or edit Purchase Requisitions, Outline Agreements and Purchase Orders in AASIS.

This means any contracts that are still needed on 07/01/2022 that were closed during the Fiscal Year End clean-up, will require the agency to manually create new contracts in ARBUY.

Please do not reply to this email. If you have questions about this announcement or related issues, call the AASIS Help Desk at (501) 683-2255 or complete the Help Desk form on the AASIS web site.

TBA22_006

Deadline to Validate Open AASIS Outline Agreements

Posted Date: 03/31/2022

Deadline to Validate Open AASIS Outline Agreements

Tomorrow, 04/01/2022, the ARBuy team will extract Outline Agreements (contracts) for Round 1 of the Programmatic Conversion of Outline Agreements (OA). The following selection criteria will be used to determine which contracts are converted.

Effective End Date >06/30/2022
Fully Released Status
Only line items with an un-ordered balance
No lines overspent
No contract terms greater than 7 years
Consistent Units of measure and prices between the Outline Agreement and the Purchase Order

OSP has worked with the ARBuy vendor, Periscope Holdings, to add a 2^nd programmatic conversion for Outline Agreements to the project schedule. The date that contracts will be scheduled for extraction from AASIS coincides with the June ALC (Arkansas Legislative Council) review calendar.

Beginning 04/01/2022 any contracts that require changes to meet OSP standards (see above bullets) that extend into Fiscal year 2023 will have to be reduced to current year anticipated usage with a validity end date of 06/30/2022.
A new contract, with the remainder of the balance from the original OA, that was reduced, will then have to be created in AASIS with a start date of 07/01/2022.

This is the only way to systematically load ready to issue contracts [that were not fixed by 03/31/2022] into ARBUY once the system is made available for use.

Effective close of business 06/30/2022, agencies will not be able to create or edit Purchase Requisitions, Outline Agreements and Purchase Orders in AASIS.

This means any contracts that are still needed on 07/01/2022 that were closed during the Fiscal Year End clean-up, will require the agency to manually create new contracts in ARBUY.

TBA22_006

Deadline to Validate Open AASIS Outline Agreements

Posted Date: 03/03/2022

With the upcoming integration of ARBuy, the Office of State Procurement (OSP) and the AASIS Service Center have identified a need for Agencies to validate existing Outline Agreements. All Outline Agreements with a Validity End Date ≥ ARBuy go-live will be re-created in ARBuy by the ARBuy project team, so it is imperative that Agencies close any Outline Agreements that do not need to be re-created in ARBuy prior to ARBuy go-live. The deadline to complete this effort is 03/31/2022.

As part of this cleanup effort, Agency staff should:

Verify the Validity Dates in AASIS are accurate;

Verify the line items in the Outline Agreement is ≥ to the amount of Purchase Orders issued against the Outline Agreement line item;

Verify the Target Value amount is accurate; and

Verify the Total Project Cost is accurate.

Due to data quality issues, there are a few limitations to what the ARBuy project team can re-create in ARBuy. Outline Agreements with the following conditions will not be re-created by ARBuy.

The agency must close these types of Outline Agreements before on-live.

Limitation 1: There are several open Outline Agreements that contain lines that have been overspent. Agency staff will be responsible for re-creating these Outline Agreements in ARBuy.

Limitation 2: There are several open Outline Agreements that contain lines that have Purchase Orders cut with Quantities and Price different than what is in the Outline Agreement. For example, one PO is cut with Quantity 1, Price $10 and another PO is cut with Quantity 10, Price $1. Agency staff will be responsible for re-creating these Outline Agreements in ARBuy.

Limitation 3: There are several open Outline Agreements that have validity dates exceeding the maximum 7 years. These Outline Agreements will not be re-created in ARBuy.

Please also note that increasing the value of these fields (Validity End Date, Line Item Amount, Target Contract Amount, and Total Projected Cost) will trigger the contract to be re-released.

The AASIS Service Center has created a new report to aid Agency’s in identifying open Outline Agreements. The report can be accessed via Transaction ZOA_STATUS_RPT. Please refer to the information icon in transaction ZOA_STATUS_RPT for instruction on how to run the report.

Agency Procurement Managers are responsible for passing this message along to the appropriate staff and for ensuring the necessary changes are made to existing Outline Agreements. If you have questions related to AASIS functionality, please submit an AASIS help desk ticket.

Cindy Ward at the AASIS Service Center has been tasked with aiding and monitoring the agencies regarding Outline Agreement issues. Please reach out to her at (501-682-4942) for any related questions.

We appreciate and thank you for your assistance ahead of time!

ARBuy Conversion Activities: Validate Open AASIS Outline Agreements

Posted Date: 02/22/2022

With the upcoming integration of ARBuy, the Office of State Procurement (OSP0 and the AASIS Service Center have identified a need for Agencies to validate existing Outline Agreements. All Outline Agreements with a Validity End Date ≥ ARBuy go-live will be re-created in ARBuy by the ARBuy project team, so it is imperative that Agencies close any Outline Agreements that do not need to be re-created in ARBuy prior to ARBuy go-live.

As part of this cleanup effort, Agency staff should:

Verify the Validity Dates in AASIS are accurate;

Verify the line items in the Outline Agreement is ≥ to the amount of Purchase Orders issued against the Outline Agreement line item;

Verify the Target Value amount is accurate; and

Verify the Total Project Cost is accurate.

Due to data quality issues, there are a few limitations to what the ARBuy project team can re-create in ARBuy. Outline Agreements with the following conditions will not be re-created by ARBuy.

The agency must close these types of Outline Agreements before on-live.

Limitation 1: There are several open Outline Agreements that contain lines that have been overspent. Agency staff will be responsible for re-creating these Outline Agreements in ARBuy.

Limitation 3: There are several open Outline Agreements that have validity dates exceeding the maximum 7 years. These Outline Agreements will not be re-created in ARBuy.

Please also note that increasing the value of these fields (Validity End Date, Line Item Amount, Target Contract Amount, and Total Projected Cost) will trigger the contract to be re-released.

Cindy Ward at the AASIS Service Center has been tasked with aiding and monitoring the agencies regarding Outline Agreement issues. Please reach out to her at (501-682-4942) for any related questions.

We appreciate and thank you for your assistance ahead of time!

Decommission of Sub-Grant Earmarked Funds

Posted Date: 01/20/2022

In July 2021, AASIS implemented functionality to allow sub-grant earmarked funds (sub-grant funds reservations) to be created. This process was intended to replace sub-grant purchasing functionality.

Recently, a decision has been made to decommission the sub-grant earmarked funds business process and revert back to the previous sub-grant purchasing business process in AASIS.

Agencies or Divisions using sub-grant earmarked funds (doc type SG) are responsible for closing out the Agency or Division’s open sub-grant earmarked funds and creating new sub-grant purchasing documents. All sub-grant earmarked funds must be closed prior to June 30, 2022.

Refer to the job aid Sub Grant Procurement Process for additional information.

Procurement – Outline Agreements Can Now be Shared among Agencies/Divisions within the Same Cabinet Department

Posted Date: 11/10/2021

Agencies or Divisions may now issue Purchase Orders in reference to Outline Agreements created by their cabinet department or any agency or division within that cabinet department. Departments and their subordinate divisions are identified by the purchasing organization code assigned to each of them.

Previously, only those POs with the same purchasing organization designation as the one indicated on the Outline Agreement could be released in reference to the OA. Now, OAs displaying any purchasing organization within a cabinet department may be adopted to POs from any of the purchasing orgs within that same department.

Appropriation and funding remain associated with the individual business areas and purchasing organizations who create the Purchase Order. This will allow for department-wide contracts to be established and the subsequent spending across all the purchasing organizations within the department to be captured under those contracts.

Open Enrollment Benefit Processing Dates for 2022

Posted Date: 10/01/2021

Voluntary products for the 2022 plan year should be created with the payroll period (PP) start date of 12/26/2021. This is the first payroll period in the new calendar year.

Use Transaction Code PA30, Maintain HR Master Data, Infotype 0377 (Miscellaneous Plans) to create employee records for these semi-monthly plans.

For all employees hired after 01/01/2022 who enroll in a voluntary product of the new plan year, master data should be created with the ‘pay period begin date’ of the period for which the first deduction should begin.

Flexible Spending Accounts (FSA)

FSAs for the 2022 plan year must have a begin date of 01/01/2022.

For all employees hired after 01/01/2022 who are eligible for participation in an FSA, master data should be created with the ‘pay date’ of the period for which the first deduction should begin.

Employees currently enrolled in an FSA will have to be re-enrolled for plan year 2022 to continue the benefit.

The AASIS Service Center will end all current FSA records with an end date of 12/31/9999 on October 27, 2021 with an effective date of 12/31/2021, which is the pay date for PP/26.

Health Savings Accounts (HSA)

On October 27, 2021, the AASIS Service Center will end all current HSA records with an end date of 12/25/2021 and will add new records with the start date of 12/26/2021.

Any new HSA enrollments and/or changes during open enrollment will be keyed by the appropriate agency HR representative.

The agency HR representative can start keying Open Enrollment changes on November 3, 2021. Any Open Enrollment HSA changes that are keyed in AASIS prior to this date will be removed.

For additional questions concerning Open Enrollment or Benefits, please contact the Employee Benefits Division (EBD).

Please do not reply by email. If you have questions about this announcement or related issues, call the AASIS Help Desk at (501) 683-2255 or complete the Help Desk form on the AASIS web site.

New HR Time & Leave Approver Report Now Available

Posted Date: 05/12/2020

Transaction ZTIME_LEAVE_APPROVER - Time & Leave Approver Report helps agencies easily identify an employee's time and leave approver.

The report uses standard HR selection options (e.g., Personnel Number, Personnel Area, Business Area) and provides two (2) report output options.

Please refer to the job aid Time and Leave Approver Report for additional information.

NEW EASE Employee Time Statement Now Available

Posted Date: 04/22/2020

A new EASE Time Statement Tile has been added to the EASE Home Page. The Time Statement Tile provides summary and detail information about the employees’ time and leave entries in one location.

Note: This tile is only available to employees’ who currently use EASE to submit time/leave entries.

To assist managers with monitoring employee time entries, the Employee Time Statements Tile has also been added to the Manager Self Service section of the EASE Home Page. This tile displays employee time statements for managers, supervisors, delegates and alternates, who approve time and leave.

Note: The employees displayed in the Employee Time Statements Tile are based on the agency’s organizational structure and does not apply to Substitutes.

Time Statement Features

Click the Time Statement Tile and the following information displays:

The statement date defaults to the current pay period which is highlighted in blue.

Previous pay period dates can also be selected by using the pay period listing. Future pay period dates are not available.

Once a pay period is selected, an overview of approved, unapproved, and total hours displays. This information is located to the right of the pay period selection.

The statement details are listed under the overview. Refer to this section to view daily time/leave entries for the selected pay period dates.
- Attendance and leave entries are listed for non-exempt and exempt employees who also submit attendance.
- Attendance hours are also listed for exempt employees who only enter leave. The attendance hours display in Total Hrs column instead of the Att/abs column.

The displayed attendance hours are based on the exempt employee’s work schedule. If leave was taken for a partial day, the attendance is reduced by the leave hours.

Days with more than one entry display as Multiple under the Att/Abs column. Click Show Details to view all individual entries. Click Hide Details to close the expanded details display.

For managers, the Employee Time Statements are formatted similarly to the time statement. The Employee column lists the employees by name and personnel number. The Select Pay Period dropdown is located at the top of the screen and the employee details for the specified pay period display in the Show Details portion of the statement.

When reviewing multiple employee entries for the same pay period dates, it is necessary to select the pay period for each employee.

New HR Report Now Available

Posted Date: 04/20/2020

The new HR transaction, ZPAY_OVERTIME - Employee Overtime Report, helps agencies validate employee overtime hours before a live payroll run.

The report output displays employee information and total hours entered via the CATS Timesheet, Time Clock and/or EASE. Note: Total hours include both absences and attendance.

Additional fields include the following:

Pay Period
Pay Period Begin Date
Pay Period End Date
Position
Class Code
Position Title

The remaining fields display the breakdown of overtime (Comp 1.0, Comp 1.5, Gap, etc.) received in the specified period.

Please refer to the job aid Employee Overtime Report (ZPAY_OVERTIME) for additional information.

New Time Report Now Available

Posted Date: 04/03/2020

The new report Compare Scheduled Hours to Evaluated Time (Transaction Code: ZHR_VALIDATEPAIDHRS) helps agencies identify employees who do not have evaluated time entries for a specified pay period. Time entries must be evaluated to ensure employees receive correct payroll amounts.

How the Report Works

ZHR_VALIDATEPAIDHRS reports the scheduled work hours for all active employees, along with the hours that have been entered, approved, posted, and evaluated.

For example, if the scheduled work hours in a pay period for an employee is 80, then 80 hours appears in the Scheduled Hours report output field.

If zero hours have been evaluated for the employee, a zero displays in the Evaluated Hours report output field. This alerts the agency that either no hours have been keyed for the employee or the time processes haven’t been completed.

The Pay Period report selection defaults to the current pay period and can be changed. All other selections are optional.

2020 Performance Goals and Compensation (PGC) Groups and Measures

Posted Date: 04/02/2020

How agencies select and/or update 2020 PGC Groups and Measures is different than previous PGC years. The Agency Cascade step and the Team Cascade step are not available.

2020 PGC Groups and Measures Process Overview

Managers must use the Performance Evaluations - Performance Management tile to Select and/or Update Groups and Measures.
Once this tile is selected, managers must click on the Employee Measures button to update each individual employee.
All prior year employees will have 2019 Groups and Measures transferred to their 2020 PGC document.
Any new hire action within the performance evaluation year (04/01/2019 to 03/31/2020) will need Groups and Measures assigned to them.

PGC Job Aid

For additional assistance, please review the job aid PGCS - Change and Rate Groups and Measurements (EASE)

New Transaction: Sick Leave Incentive Report

Posted Date: 02/07/2020

The new transaction ZSICKPAYOUT_RPT – Retiree Sick Leave Incentive Report automates the process for determining an employee’s eligibility to receive a sick leave payout.

Instead of manually calculating an employee’s eligibility, human resources personnel can use this report to complete the calculations for them. These calculations are based on the Sick Leave Retirement Incentive Calculation Worksheet formulas.

In addition to determining eligibility, the report also provides the total payout amount based on the calculation of the reduced daily rate and the number of hours to compensate.

The new report features have created a significant change when creating the Sick Leave Quota Compensation (Infotype 0416) record.

When human resource personnel save the 0416 record, a system message prompts them to verify they have used the Sick Leave Incentive Report to determine the record entries (see job aid).

Prior to Using the Report

Confirm all eligible quotas have been transferred to the employee’s bank for payout.
Perform a Time Evaluation on all quotas.

Job Aids

For additional information on using the new report, please refer to the job aid Sick Leave Incentive Report.

For additional information on creating the Sick Leave Quota Compensation record, please refer to the job aid Create Sick Leave Quota Compensation Record.

New Functionality: Credit Memo Application

Posted Date: 12/02/2019

Effective January 1, 2020, AASIS will implement new functionality designed to reduce the number of vendor overpayments caused by unapplied credit memos. Please prepare for this business process change by carefully reading this announcement and reviewing the credit memo tutorial referenced below.

The new functionality includes two (2) new payment blocks and a new business process for managing the application of credit memos (see below).

Any invoices that can be used to offset a credit memo will not be allowed to pay until the credit memo is applied or designated as pending a refund.

NEW: Payment Block W – Waiting on Refund

Payment Block W blocks any posted or parked credit memos prior to receiving the expected refund. Credit memos with Payment Block W are ignored by the new functionality.

NEW: Payment Block C – Unresolved Credit Memo

Payment Block C blocks all posted and parked Accounts Payable (AP) document types when there is any credit memo without a valid invoice reference document number and/or matching budget quad. If a posted or parked document already has a Payment Block A, the new functionality overrides it and adds Payment Block C to the document.

NEW: Daily Credit Memo Application Business Process

The new business process uses regularly scheduled program runs throughout the workday hours to apply Payment Block C to AP documents. The program sends email notifications to agency personnel to initiate document review and credit memo application to an appropriate invoice.

NEW TUTORIAL: Daily Credit Memo Application Process

A new tutorial Daily Credit Memo Management has been posted that contains important information about this new functionality. To help prepare for this new process, please take time to review it now.

Additional Job Aids

The following job aids provide additional assistance for using transactional tools in the management of credit memo application.

ZFI_PARKHELD_RPT - Parked Documents and Held MIROs Report

ZOPENITEMAP - AP Open Items Report with Added Functionality

FBL1N - Vendor Line Item Report: Payment Block Removal

New Report: Transaction ZFI_CASH_ACTIVITY

Posted Date: 11/26/2019

A new report, transaction ZFI_CASH_ACTIVITY: Daily Change in Cash Balance, helps agencies manage cash summary balances to ensure timely payments to vendors and supports federal draws.

Agencies can use this report to monitor summary totals for daily payments, deposits, transfers, and ending cash balances for funds in Treasury.

See the job aid Daily Change in Cash Balance (ZFI_CASH_ACTIVITY) for additional information about this report.

Additions to Transaction ZVACANT

Posted Date: 10/31/2019

Two new selection fields, Organizational Unit and Include Sub-Org Units, have been added to the ZVACANT- ZPAOSR0002 Vacant Position Outbound File / Online Report selection options.

The Include Sub-Org Unit field is a default selection that is designed to produce report output only when Organizational Unit information is entered. This default selection does not affect the report output when there are no Organizational Unit selections.

Adding an Organizational Unit(s) as a selection and keeping the default selection for Include Sub-Org Units produces a list of all vacant positions for the specified Organizational Unit(s) and all of its Sub-Organizational Units.

The report can also be run for Organizational Units without the Include Sub-Org Units default selection (uncheck the selection). This option only displays vacant positions for the specified Organizational Unit.

The output of the report also has two new fields, Organizational Unit and Position Start Date.

Service Contracts

Posted Date: 10/14/2019

In accordance with Act 417 of 2019, changes to the Technical General Services (TGS) and Professional Consulting Services (PCS) portals are now available.

Changes include:

The Total Projected Cost fields have been updated to include the new reporting and review thresholds.

A new Annual Contract Amount field has been added to accommodate the new reporting and review thresholds.

A new Protest field has been added to collect information for the coversheet requirement.

Note: The Office of State Procurement (OSP) generates coversheets automatically by collecting specific information entered into the portal.

A new Number of Renewals Remaining field has been added to collect information for the coversheet requirement.

The Reason for Amendment selections have been updated to reflect material change as defined in §19-11-265(4)(A)(ii).

The Minority selection has been updated to match the Arkansas Economic Development Commission.

Please refer to §19-11-273 for the new Reporting Requirements.

Please refer to §19-11-265 for the new Review Requirements

If you have any questions or concerns, please direct an email to one of the following addresses:

OSP.PCS@arkansas.gov or OSP.TGS@arkansas.gov.

Employee Leave Use Report (Transaction ZLEAVUSE) Now Displays the Previous Day Indicator

Posted Date: 10/10/2019

The output for the Employee Leave Use report now contains a new Previous Day Indicator column.

This column was added to help agencies identify absences that have been entered with the Previous Day Indicator selected.

For assistance using this report, refer to the job aid Employee Leave Use Report (ZLEAVUSE).

Certain HR Transactions Will Remain Locked Until Payroll Exits

Posted Date: 10/07/2019

Effective October 08, 2019 the duration of locked HR Transactions during live biweekly payroll 2^nd day processing will be extended.

Instead of unlocking after 2^nd day live payroll completes, the following transactions will remain locked until after live payroll exits.

CATA – Time Transfer
PA30 – Maintain HR Master Data
PA40 – Personnel Actions
PA42 – Fast Entries for Actions
PA61 – Maintain Time Data
PA70 – Fast Entry
PA71 – Fast Entry of Time Data
PT40 – Time Management Pool
PT50 – Quota Overview
PT60 – Time Evaluation
HRBEN0001 – Benefits Enrollment

Transaction ZBCJ (Deposit Slip Printing and Cash Journal Clearing Summary) Updated

Posted Date: 09/20/2019

Effective September 17, 2019, Business Area is a required field on the Deposit Slip Printing and Cash Journal Clearing Summary [Transaction ZBCJ].

For some Departments, Transformation activities have included assigning deposit responsibility for multiple Business Areas within the Department. As a result, the Business Area field is now required and must be entered before executing transaction ZBCJ.

Please contact an Agency Security Liaison for assistance if authorization errors are received when entering Business Areas.

New Search Feature for Employee and Agency Vendors

Posted Date: 10/04/2019

Employee personnel numbers are used to link certain types of vendor accounts to personnel information. Employee vendor accounts are used for payments such as travel reimbursements to state employees and are defined in vendor group EMPL. Agency petty cash custodians use agency vendor accounts from group AGCY to obtain cash for agency petty cash operations.

In both types, personnel numbers are recorded to provide a link to the identity of the individual state employee associated with the vendor account. A new search feature is now available to help narrow the search for a vendor. It uses the personnel number and vendor account group to find the appropriate vendor record for a specific purpose.

Employee Vendor Groups

When searching for employee vendor records:

Select the Vendors by Personnel Number search tab.
Enter the employee personnel number in the Personnel Number field.
Enter EMPL in the Vendor Account Group field.

These entries, when used together, restrict the results to employee vendor records used for Travel Reimbursements (TR1s).

Agency Vendor Groups

When searching for employee agency vendor records:

Select the Vendors by Personnel Number search tab.
Enter the employee personnel number in the Personnel Number field.
Enter AGCY in the Vendor Account Group field.

These entries, when used together, restrict the results to vendor records used for agency petty cash payment purposes.

Procurement Workflow Changes

Posted Date: 07/10/2019

Due to transformation efforts, a change in the procurement workflow logic was required. As a result of this change, more names are now displayed in the approver selection lists for Purchase Orders, Requisitions, and Outline Agreements. Please continue to select the appropriate approver to release the document.

For assistance with creating a customized layout as a default approver list, refer to the job aid Filter Purchasing Workflow Inbox.

We apologize for any inconvenience this may cause. If you have additional questions regarding this change, please contact the AASIS Help Desk at (501) 683-2255.

Now Available Through EASE: Annual Benefits Statement

Posted Date: 04/16/2019

Employees can now access their Annual Benefits Statement when logged into EASE. This statement provides the total annual benefit contributions made by the employee and/or employer (where appropriate) in the previous plan year.

Note: The EASE view does not display career service amounts, leave accrual information, and state holidays.

Access the statement by clicking the My Benefits – Display Benefits Plan tile on the EASE home page, then click View Summary located at the bottom of the navigation menu (left side of page). A pop up dialog box displays, prompting the employee to download the file.

If the download dialog box does not display, be sure the browser settings are set to allow pop-ups or try a different browser.

New Report: Performance Evaluation (PE) Final Ratings and Compensation

Posted Date: 03/22/2019

A new report, PE Final Ratings and Compensation (Transaction Code ZPGC_COMP_RPT), is now available.

This report can be used prior to the compensation run to verify employee ratings. It can then be used after compensation has run to view employee salary amounts (see below).

The report can be run for Active, Inactive, or All Employees. It also reflects if an employee has a Compensation Eligibility Override record (Infotype 0760) for the performance increase period.

The report output includes:

Personnel Number
Name of Appraisee
Name of Appraiser
Rating for Current Rating Period
Percentage of Increase
Annual Rate Prior to Increase
New Annual Rate
Amount of Increase on the Basic Pay Record (Infotype 0008)
Amount of Increase on the Additional One Time Payment Record (Infotype 00015)
Total Compensation Amount
Eligibility/Ineligibility Notation

Refer to the job aid PGCS - PE Final Ratings and Compensation for additional information.

EASE Employee Alert Emails To Be Based on Rounded Hours

Posted Date: 03/19/2019

Beginning March 21, 2019, EASE email alert notifications will use rounded time/leave values instead of actual time/leave values.

EASE email notifications are generated to alert employees when their total time/leave entries are less than their scheduled work week hours (40 for most employees).

Before this change, email alerts were sent if daily time pairs totaled less than 8 hrs (e.g. 16:00 - 23:59 = 7.98) based on total hours for the week (e.g. 7.98 X 5 = 39.90). With this change, the time pairs will round (according to the State’s 7/8 rounding rule) to 8 hours each day (totaling 40 hours) and the alert will not be generated.

The Employee Summary displayed in the manager's My Inbox notification will also show the rounded values.

Lockdown Lifted: Compensation Eligibility Override Records

Posted Date: 03/15/2019

Agency HR personnel can now mark an employee ineligible to receive a performance increase in Fiscal Year 2020 (FY20).

The last date to create Compensation Eligibility Override (Infotype 0760 or IT0760) records is based on the date Compensation is run for FY20. This date will be communicated at a later time.

Please keep the following in mind when creating IT0760 records beginning March 15, 2019:

An IT0760 record should only be created for those who are not eligible to receive a performance evaluation increase.

Upon selecting ‘Create,’ the radio button 'EE is not Eligible’ is automatically selected.

The 'Compensation Plan' field is the only field that has to be manually populated before saving the record.

Validity dates for the infotype record default to the fiscal year that the employee is ineligible for compensation and cannot be modified.

Use the Compensation Ineligibility Report (Transaction Code ZPGC_INELIG_RPT) to monitor these records. This report must be run by appraisal year but can also be run by Business Area, Employee Personnel Number, Personnel Area, Cost Center, Organizational Unit, and Employment Status.

New Purchasing Group Report - ZPURGRP_RPT

Posted Date: 02/15/2018

A new report (Transaction Code ZPURGRP_RPT) is now available to allow AASIS users with the following security roles to search for a list of purchasing group number(s) assigned by Purchasing Organization.

State Procurement Master Record Specialist
Agency Security Liaison
Agency Procurement Management
State Procurement Management
State Procurement Management A1 AG
InterAgency Procurement Approval IGS/DIS/GO/DBA/ALC
State Procurement Role - DFA OSP.

This report includes the employee name and user ID assigned to both the purchasing group number (1^st Person) and the signature attached (2^nd Person).

The following criteria are available for selection:

Fiscal Year – Optional
Purchasing Organization - Required
Purchasing Group – Optional
1^st Personnel Number (if known) – Optional
2^nd Personnel Number (if known) – Optional
1^st Person User ID (if known) – Optional
2^nd Person User ID (if known) – Optional

Note: The 1^st Person and 2^nd Person start dates are derived from the date of the last action type processed for the personnel record. The personnel number will not display on the report output.

For more details about report selections and report output, click the blue “i” button on the initial AASIS screen menu for this transaction (next to the Execute icon) or see the Job Aid below.

Job Aid - Purchasing Group Report – Transaction ZPURGRP_RPT

Enhancement to Address Entry on HR Master Data

Posted Date: 12/11/2018

An enhancement has been added to HR Master Data transactions to ensure accuracy when entering an address.

Before the Enhancement

If City was misspelled while entering Address information or an incorrect combination of City and Zip code were entered, the Tax Jurisdiction and County codes were not populated automatically.

With the Enhancement

If the City is misspelled or only the first letter of a City is used with a valid Zip code combination; City, County and Tax Jurisdiction codes are populated automatically.

If the combination of City and Zip Code are incorrect, the following pop-up warning displays:

“Invalid Combination: City/State/Zip does not match.
This will result in an incorrect Tax Jurisdiction code.”

If the combination of City and Zip Code is valid and derives multiple Tax Jurisdiction codes; a pop-up box displays the correct available combinations from which to select.

Enhancements to the Position Control Report

Posted Date: 11/21/2018

The Position Control Report (Transaction Code ZPAOSR0001) has been updated to provide additional selection options and additional information in the report output.

The additional selection options include:

Personnel Number
Authorized Grade
Auth. and CG/DG Grade
CG/DG Grade
Auth. and CG/DG Job

The additional information reported in the output includes the basic pay compensation differential wage type and percentage.

Please refer to the “i” button on the transaction toolbar for more detailed information.

General Ledger Account Master Data Report Now Available

Posted Date: 10/02/2018

The report General Ledger Account Master Data (Transaction Code ZGLQ) is now available to state employees assigned one of the FI Display All security roles. This report is most commonly used to create a list of [unblocked] individual or groups of GL accounts; however, additional selection options such as blocked accounts or accounts by commitment item are also available. The report output can be sorted, filtered and downloaded.

Access to this transaction is provided in the AASIS User Menu, folder path FI Display All>General Ledger Account Activity>Reports.

Refer to the below job aid for instructions on executing and downloading the report output.

Job Aid - GL Account Master Data Report

Refer to the “i” button on the transaction toolbar for additional information regarding definitions for report output fields.

New E-Payables Vendor Report Now Available

Posted Date: 07/16/2018

A new E-Payables Vendor Report (Transaction Code ZEPAY) has been created to identify vendor accounts participating in the E-Payables payment program.

This program reads the vendor master records that meet the selection criteria and returns vendor names, addresses, and contact information.

Please refer to the “i” button on the transaction toolbar for more detailed information.

Enable Default Address Fields in Purchase Orders and Purchase Requisitions

Posted Date: 07/13/2018

Enhancements to Transaction Codes ME21N (Create Purchase Order), ME22N (Change Purchase Order), ME51N (Create Purchase Requisition), and ME52N (Change Purchase Requisition) now provide the option to create and save both an invoice address and delivery address that automatically populate in these documents.

Both the invoice and delivery addresses within the transactions can still be manually entered and changed if multiple invoice and delivery addresses are used.

For more details about these enhancements, please see the Job Aid linked below.

Enable Default Addresses

New Compensation Differential Report Now Available

Posted Date: 07/05/2018

A new compensation differential report (Transaction Code ZDIFF_RPT) has been created to provide cumulative totals for all compensation and shift differentials paid to qualifying employees.

The report reads basic pay and time differential rates and hours from the payroll results table and can be executed for a specified pay period or date range. The report also includes the option to choose a detailed or summary output.

Please refer to the “i” button on the transaction toolbar for more detailed information.

Payment Errors Now Available in ZOPENITEMAP Report

Posted Date: 06/27/2018

Payment Errors Now Available in ZOPENITEMAP Report

Transaction Code ZOPENITEMAP (AP Open Items Report) has been updated to identify some of the most common errors that prevent a vendor invoice from clearing in a payment run.

The option to add three (3) new fields to the report output is now available: Payment Reference, Error Code, and Error Text.

Errors currently identified in ZOPENITEMAP are:

Insufficient Funds
Missing Bank or Address Data
Blocked Document
Blocked Vendor
Credit Memo without Invoice Reference
Future Payment Date (Baseline Date + Payment Terms)

This update results in the ability to use ZOPENITEMAP to troubleshoot problems before the payment run occurs by executing the report and selecting the newly available fields to identify errors.

Refer to the job aid below for instructions on how to execute ZOPENITEMAP and use the results to manage open vendor invoices and prioritize critical payments.

Job Aid: ZOPENITEMAP – AP Open Items Report

Annual Employee Benefits Statement Printing Options

Posted Date: 06/04/2018

The Annual Employee Benefits Statement has been converted to output in pdf format. This results in a change from the previously available print options in the selection screen.

The link below contains detailed instructions for printing Benefits Statements, including producing a continuous spool file for printing multiple Statements if desired.

Job Aid – How to Print Multiple Benefit Statements

Contract Expiration Report (ZMM19)

Posted Date: 03/28/2018

Contract Expiration Report (ZMM19)

A new AASIS report, Transaction Code ZMM19 (Contract Expiration Report), has been developed for the purpose of assisting procurement professionals with determining the validity of Outline Agreements by providing the following functions:

Grants agency procurement professionals the ability to derive details relevant to Outline Agreements associated with their agency while simultaneously providing the number of days until the Outline Agreement expires.
Identifies those Outline Agreements approaching expiration, allowing sufficient time for the rebidding (if applicable) or renewal process and appropriate approvals.
Allows for the identification of Outline Agreements with an option of 7, 30, 60, 90, 120, or 180 days until expiration or within a specific date range. The date range option provides an alternative view allowing the review of Outline Agreements that have expired and those that have an expiration date beyond 180 days of the current system date.
On the report output screen, the ‘Days Until Expiration’ column is sorted in chronological order with expired contracts appearing first, followed by all other contracts. The word EXPIRED indicates that the contract is no longer valid. Commodity contracts within 30 days of expiration appear highlighted in red. All Professional Consultant Services (PCS) and Technical and General Services (TGS) related contracts within 120 days of expiration will also appear highlighted in red.
The new renewal status value NAFR has been added which means the contract is not available for renewal.

For more details about report selections and report output, click the blue “i” button on the initial AASIS screen for this transaction (next to the Execute icon) or access the job aid linked below.

Job Aid - ZMM19 - Contract Expiration Report

Employee Years of Service Report (ZSERVICE_REPORT)

Posted Date: 03/26/2018

Employee Years of Service Report (ZSERVICE_REPORT)

Transaction Code ZSERVICE_REPORT is now available to assist with statistical reporting of an employee’s year of service. This report displays a calculation of the employee's years and months of service based on the current Z2 - Career Service Date listed on Infotype 0041 (Date Specifications) and the date the report is run.

The report can also be accessed using the following menu paths:

Special Transactions & Reports (State of Arkansas) – Human Resources – Payroll – Agency
Special Transactions & Reports (State of Arkansas) – Human Resources – Personnel Administration.

For more details about report selections and output, click the blue “i” button on the transaction selection screen.

Changes to Accommodate the New Electronic Payment Process

Posted Date: 03/21/2018

Changes to Accommodate the New Electronic Payment Process

The State of Arkansas has partnered with WEX to use virtual credit cards as a method of paying our vendors. This new payment method is only available for payments made from Treasury funds via the nightly payment run.

Payments made from Non-AASIS House Bank or House Banks other than ‘TREAS’ are not affected and will continue with no changes, regardless of fund.

Vendors are currently being contacted to ask if they are interested in being paid with a virtual card. Vendors must enroll with WEX in order to receive payment via this method. Enrollment is voluntary for vendors.

If a vendor elects to enroll, only the new payment method will be permitted for payments from the TREAS house bank (funds held in Treasury).

What Will Change?

The new payment option works with existing AASIS processes.

Invoices will process through the nightly payment run as they currently do, but the money will be directed to a bank account swept by WEX as they issue the virtual cards. Agency Accounts Payable staff will see new payment method ‘E’ and associated Partner Bank Type ‘EPAY’ on invoice entry and posting transactions. The payment method indicates the invoice will be paid via virtual card, and the partner bank directs the money to the appropriate bank account.

For enrolled vendors, payment method ‘E’ and Partner Bank Type ‘EPAY’ will be the only selections allowed with House Bank ‘TREAS’.

Agencies will be provided with methods to track the status of the virtual cards.

Invoice Entry and Posting

For invoices to enrolled vendors against ‘TREAS’ house bank, agencies will see the following changes:

Payment method ‘E’ is included in the drop-down list on FB60, MIRO, and other transactions; it should also be in any input files used to create vendor invoices (BSEG or Z_GLT_PARK).
Partner Bank Type ‘EPAY’ will be added to enrolled vendors.
There are new error messages on invoice transactions (FB60, FBV0, MIRO, etc…)

o “Payment Method ‘E’ required for this vendor.”

* If a vendor has elected enrollment in this payment option, agencies can no longer use ‘W’ or ‘A’ on invoices to that vendor with House Bank ‘TREAS’.
* Invoices to any house bank other than ‘TREAS’ will not receive this error on enrolled vendors.

o “Payment method not authorized for vendor.”

* If the vendor is NOT enrolled, Payment Method ‘E’ is not permitted.

o “Partner Bank Type must be EPAY for payment method E.”

* If the Payment Method is ‘E’, the only Partner Bank Type permitted is ‘EPAY’ and it is required.

Nightly Payment Run

The nightly payment run process will not be affected by the new payment method. Invoices with payment method ‘E’ will go through the payment run with the other invoices and be included in the ZWARR_DETAIL report.

Reporting

Agencies will have two options for tracking the status of the virtual cards: The WEX payment portal and a new transaction to be deployed in AASIS.

> WEX will provide each agency with access to a portal where agency users can see the status of each payment. This will be available to no more than two users per agency.

> WEX will provide data to AASIS as cards are redeemed by the vendors. AASIS will provide a report that combines the WEX data with ZWARR_DETAIL data so agencies can see which vendors have received payment and when. More to come on this transaction later.

When Will the Changes Begin?

Vendor enrollment is underway now. Payments using this payment method should begin next week, 3/26/2018, for enrolled vendors. DFA-Office of State Purchasing will be updating vendor master records to include Payment Method ‘E’ as WEX notifies them of enrollments.

Until the vendor master records are updated to include Payment Method ‘E’, DFA-Office of Accounting will be blocking invoices to enrolled vendors and assisting agencies with correcting the invoice.

Payments using Payment Method ‘E’ will be restricted to a limited number of vendors for a few days until Office of Accounting has verified the process is working correctly.

Enhanced Material Cross-Reference Report (Transaction Code ZMM14)

Posted Date: 02/28/2018

Enhanced Material Cross-Reference Report (Transaction Code ZMM14)

Transaction Code ZMM14 has been renamed from Display Material with GL Account Assignment and Commitment Item to Material Cross-Reference Report and is now available for use by anyone with an FI Display Security Role.

To facilitate the selection of the correct material and report category assignment for input in purchasing documents, a report category field has been added to this report’s selection screen and output. Additional selection screen fields have also been added including GL Account and Commitment Item.

The pre-defined default selection screen will provide a list of all materials available for use in plant and valuation area 9999. If a plant value is entered, the same value must also be entered in the Valuation Area field. Both values can be entered to search for materials created specifically for inventory plants or removed to run wide open.

Global selection screen variants and layouts have been created to provide a listing of materials for specific report categories. Agency/user specific screen variants and/or layouts can also be created. The default selection screen layout variant can be changed to a user/agency specific one.

For more details about report selections and report output, click the blue “i” button on the initial AASIS screen (next to the Execute icon) for this transaction or access the training material linked below.

Material Cross-Reference Report – Transaction ZMM14

Job Aid - Frequently Used Procurement Reports

DFA Learn – [User Manual] Purchase Requisitioner

Human Resource Coding Guide Revisions

Posted Date: 01/25/2018

The following revisions have been made to the Human Resource Coding Guide:
Additions

Page 7 - Added Infotype 1008 (Acct. Assignment Features) under Object O - Organzational Unit
Page 9 - Added Object O to IT1008 - Account Assignment Features
Page 10 - Added Object O in Description for Infotype 1008
Page 42 - Added Manhattan Life Cancer and Identity Guard Plans under Miscellaneous Plans

Modifications

Page 68 - There is only one wage type available for United Way
Pages 78-92 - PECD codes were updated

Human Resource Coding Guide, effective 01/19/2018

TGS/PCS Contracts for Legislative Review

Posted Date: 12/15/2017

Technical and General Services Contracts for Legislative Review

Arkansas Law (Ark. Code Ann. Section § 19-11-265) establishes the process for legislative review of technical and general services contracts entered into by the State of Arkansas. All technical and general services contracts with a total projected contract cost of $100,000 or more must be reviewed by the Legislative Council prior to the execution date of the contract. Additionally, all technical and general services contracts with a total projected contract cost of $25,000 to $99,999.99 must be reported to the Legislative Council.

Submission Requirements
The request for review of technical and general services contracts must be submitted to the Joint Budget Committee if the General Assembly is in session and to the Legislative Council during the interim and shall be submitted in the same manner as all other contracts submitted to either the Joint Budget Committee or the Legislative Council.

All technical and general services contracts with a total projected contract cost of $100,000 or more must be submitted on the TGS-1. Agencies must fill out the appropriate form and submit it through the OSP portal.

TGS Forms Link: https://www.transform.ar.gov/procurement/agencies/services/
Contract Submission Portal Link: https://ease.arkansas.gov/tgsform
$25,000 - $99,999.99 Reporting Link: https://ease.arkansas.gov/tgsreport2

Professional Consultant Services Contracts for Legislative Review

Arkansas Law (Ark. Code Ann. Section § 19-11-1006) establishes the process for legislative review of professional consultant services contracts entered into by the State of Arkansas. All professional consultant services contracts with a total projected contract cost of $50,000 or more must be reviewed by the Legislative Council prior to the execution date of the contract. Additionally, all technical and general services contracts with a total projected contract cost of $10,000 to $49,999.99 must be reported to the Legislative Council.

Submission Requirements
The request for review of professional consultant services contracts must be submitted to the Joint Budget Committee if the General Assembly is in session and to the Legislative Council during the interim and shall be submitted in the same manner as all other contracts submitted to either the Joint Budget Committee or the Legislative Council.

All professional consultant services contracts with a total projected contract cost of $50,000 or more must be submitted on the PCS-1. Agencies must fill out the appropriate form and submit it through the OSP portal.

PCS Forms Link: https://www.transform.ar.gov/procurement/agencies/services/
Contract Submission Portal Link: https://ease.arkansas.gov/pcsreport1
$10,000 - $49,999.99 Reporting Link: https://ease.arkansas.gov/pcsreport2"

Wage Types for COMPASS Reconciliation Report

Posted Date: 12/01/2017

To reflect correct Employer Contributions when mid-pay period transfers occur, the variant for the ZAPERSEARNINGS report has been updated.

To ensure that your variant is set up correctly, please refer to ASC's variant APERSMONTHLY (APERS monthly).

Current APERS contribution related wage types are:

2031 2744 2319 2330 2331
2332 2333 2334 2339 2348
2349 2369 2344 2685 2686
2687 2393 2350 2351

Changes to Transactions ZVENDTAXID and ZVENDBANK

Posted Date: 11/03/2017

Transaction Codes ZVENDTAXID (search for vendor account by Tax ID) and ZVENDBANK (verify vendor account has bank details) have been updated to improve search and output options.

The following changes have been made to the selection screens:

Name search fields are no longer case sensitive and now accept the wild card character, *.
Tax Number search fields work with or without a hyphen in the number.
Fields indicating ‘Deletion Flag’ or ‘Blocked’ status have been added to help with identifying valid Vendor accounts.
Purchasing Organization is now required on ZVENDBANK and accepts the wild card character, *.

The following fields have been added to the selection screens and report output:

Purchasing organization (ZVENDBANK only)
Central Deletion Flag – Indicates vendor is marked for deletion and cannot be used in purchasing or accounting documents.
Central Posting Block – Vendor is blocked for posting in any accounting documents.
Central Purchasing Block – Vendor is blocked for posting in any Purchasing documents.
Block Function – Vendor is blocked for use in any Purchasing document.
Central Deletion Block – Vendor is blocked pending deletion.
Posting Block for CoCd – Vendor is blocked for posting in the specified Company Code.
Deletion Flag for Company Code – Vendor is marked for deletion in the specified Company Code and cannot be used in Purchasing or Accounting documents.
Payment Block – Vendor is blocked for payment through the automatic payment program but not for manual payments.
CoCd Deletion Block – Vendor is blocked pending deletion.

Vendors are restricted by account groups. The reports only return results if the creator’s security role(s) contain the selected vendor group(s).
‘Central’ blocks and deletion flags usually have a ‘Company Code’ counterpart. Vendors blocked/flagged in one area will generally, but not always, be blocked/flagged in both. If a vendor is blocked/flagged in either Central or Company Code, contact DFA-Office of State Procurement before attempting to use that vendor.

In general, there are three types of blocks:
a. A Purchasing block means the vendor may not be used in any new purchase requisitions, orders, or other Purchasing documents.
b. A Posting block means the vendor may not be used in any new Accounting documents (invoices or credit memos).
c. A Payment block means the vendor may not be paid through the nightly payment run. Manual check payment might still be possible, depending on whether any other blocks are in effect.

New FI/Payroll Posting Analysis, Error, and Available Budget Report

Posted Date: 10/30/2017

New Transaction ZPYFI_ERROR_ANALYSIS replaces manually generated reports previously provided to the agencies by DFA-Office of Accounting and DFA-Office of Budget.

This new transaction can be used to produce the following reports specific to payroll simulations or posting runs:

FI Posting Detail
FI Posting Totals by Business Area
FI Posting by Personnel Number
Count of Personnel Numbers by Business Area
Payouts over $9,999.99
Error Log
Available Budget (includes an 'Exceeds Budget' indicator) and
Remaining Available Budget (calculates the remaining available budget at the document level)

Use of this transaction requires a run number. Watch system messages for Simulation Payroll Number(s). A system message will be created with each simulation payroll run number.

For instructions on how to execute this transaction, click the blue “i” button on the initial screen or access the Job Aid using the link below or AASIS HELP.
This provides consolidated reporting only and does not replace the error processing at the State level between DFA-Office of Accounting, DFA-Office of Budget, and DFA-Office of Personnel Management. Continue to work with your contacts at each of these entities for error resolution.

Job Aid - FI Payroll Error and Analysis Report

Revised Time and Leave Report Now Available

Posted Date: 10/27/2017

Transaction Code ZCATS_EVALTIME (Employee Time Detail Report) has received the following updates:

An option has been added to allow the selection of Exempt and Non-Exempt employees. Either or both may be chosen.
The report now accurately reflects multiple-day leave submitted through EASE.
Time and leave entries with ‘Previous Day Indicator’ selected are now reported on the actual work date, and a ‘PDI’ column has been added to identify these entries on the report.
This revised report will be a useful tool to validate time and leave hours before a live payroll run.

NOTE: Use of this report does not replace the requirement for agencies to run payroll simulations before payroll is processed.
Job Aid - Display Employee Time Detail Report (ZCATS_EVALTIME)

Human Resource Coding Guide Revisions

Posted Date: 10/19/2017

The following revisions have been made to the Human Resource Coding Guide:

Additions

Page 15 – Note: If an employee is a rehire from another state agency, OPM/State Payroll must process the rehire action.

Modifications

Page 33-34 – Maximum hours for 1.0 compensatory bank for Standard FLSA rule is 240. Maximum hours for 1.0 compensatory bank for 7K FLSA rule is 480.
Page 54 – Work schedule rule on Infotype 0007 (Planned Working Time) for exempt and non-exempt employees is a required field.
Page 65 – Reworded explanation for Message Type ZN (Not enough FMLA quota to deduct).

Please download the current version of the Human Resources Coding Guide with an effective date of 10/18/2017 at the link below.
Human Resource (HR) Coding Guide

Default Work Schedule Changes

Posted Date: 10/13/2017

The default designation for MF01 and OPEN08 work schedule rules within Infotype 0007 (Planned Working Time) have been removed.

When maintaining Infotype 0007 for work schedules using Transaction Codes PA30, PA40, PA42, or PA61, the appropriate work schedule rule must be selected. If no work schedule rule is selected, an error message will be generated that prevents the saving of the Infotype record.

AASIS User Menu Updates

Posted Date: 09/27/2017

AASIS User Menus have been updated in Accounts Receivable, Cash Management and General Ledger security roles.

Most transactions in these security roles are now organized into module or activity folders in order to improve navigation. Obsolete transactions have been removed from the User Menu, but no authorizations have been changed.

Folders in the user menus now include:

Accrual Engine
Customer Account and Activity
Document Activity
General Ledger Activity
Receipts and Deposits

Users still have access to the standard AASIS menu with all transactions. This update does not affect individual Favorites Menus.

Earmarked Fund Field Added To Multiple Transactions

Posted Date: 09/19/2017

The Earmarked Fund (Funds Reservation) field has been added to the following transactions:

ZGLD – Document Header Lines
ZOPENITEMAP - Open Item A/P
ZFI_PARKHELD_RPT - Parked Document Report
Z_CARD_DOC - P-Card Upload Transaction
Z_GLT_PARK - Input Screen for Parking Documents

The updated upload templates for Z_CARD_DOC and Z_GLT_PARK are available through AASIS HELP menu selection item. If the template isn’t immediately visible in the search results, click the ‘Search’ button to refresh the results.

Please do not reply by email. If you have questions about this announcement or related issues, call the AASIS Help Desk at (501) 683-2255 or complete the Help Desk form on the AASIS web site

HSA/FSA Master Data Maintenance Now Restricted

Posted Date: 09/01/2017

At the request of the Employee Benefits Division (EBD), a restriction has been implemented in maintaining Health Savings (HSA) and Flexible Spending Accounts (FSA). Effective September 1, 2017, Agency Benefit Representatives will initially create the Health Savings and Flexible Spending Accounts. Any additional maintenance to these plans will now need to be submitted to EBD for processing.