SUBJECT:  Electronic Non-Payroll Expense Transfer (ENPET) Alert

The ENPET system went into production on May 1, 2001. Since that date, departments have processed several hundred ENPETs. Overall the system has been well received by campus departments. During these initial weeks the SPEAR ENPET Team has been working on two enhancements to the system.

1. Back dating ENPETS to process in the prior ledger period Currently the system tags the ENPET transaction with the current date. As such, the transactions processed after the end of the month will fall into the next ledger period. No provision was made to allow departments to back date ENPETs during the month-end-closing period for online journal vouchers that occurs on the first working Friday of the following month.

Action:
The ENPET system is being revised to provide a drop down menu that will allow departments to select the previous month for an ENPET. When the prior month option is selected, the date for the last day of the previous month is applied to the transaction. This option only exists for the preceding month through the first working Friday of the current month. If the prior month option is not selected, the current date is applied as the transaction date.

Note:
As this change will not be ready until June/July, departments wishing to transfer costs for the previous month during month-end closing period should use the old NPET system for these transactions.

2. Back dating approvals
Currently the system only accepts the ENPETs submitted and approved in the same accounting period. As such, those ENPETs that are submitted near the end of the month will be rejected unless they have received the related IFIS online journal voucher approvals for departments as well as OPAFS if the ENPET is "high risk." These will need to be resubmitted.

Action:
The ENPET system is being revised to identify ENPETs with department and OPAFS approval dates that are not in the same ledger period as the ENPET transaction date. When this condition occurs, the ENPET system will change the transaction date to correspond to the current accounting period for acceptance into IFIS.

Note:
As this change will not be ready until June/July, departments wishing to process transfers near the end of the month should use the old NPET system for these transactions and submit the paper work to OPAFS.

If you have questions, you may contact:

Miles Bowler Lyle Kafader
SPEAR Project Administrator ACT/SYSTEMS
Email: mbowler@ucsd.edu lkafader@ucsd.edu
46087 23346

                                                Miles Bowler
                                                SPEAR Project Administrator