BUworks Central Proxy and Gateway Error Messages

July 9th, 2012 in BUworks - General

BUworks Power Users

Please note that we have received notification from system users reporting periodic “Proxy Error” and “Bad Gateway” errors displayed when attempting to complete transactions in BUworks Central.  The BUworks Technical Team is aware of and actively working to resolve these issues.  We will keep you posted on resolution progress.  While the issues are being resolved, if you receive one of these error messages, please exit and re-start the BUworks application, then restart the transaction.  We realize that this is an inconvenience and thank you for your patience!

Please contact the IT Help Center at ithelp@bu.edu or (617)353-HELP (4357) if you have questions.


Internal Service Provider Deadline for Billing

July 3rd, 2012 in Finance

Internal Service Providers

We realized this week that Internal Service Providers (ISPs) were unable to bill for fiscal 2012 after June 30th and are in the process of correcting this problem.  However, since we are so close to the end of our first close, we recommend that providers now bill any remaining charges using a Journal Entry upload.     If you have unbilled transactions, please send them in the form of a Journal Entry upload  (format attached) to Jennifer Lapierre, jhoover@bu.edu and we will post them for you.   If the manual reservation number is placed in column J of the journal entry template, the related encumbrance will be relieved when Jennifer posts your entry.

Please send Jennifer your journal entry as soon as possible.  We will process everything we receive by noon on Thursday July 5th so that your charges will be available for viewing by departments in the Business Warehouse (BW) on Friday, July 6th.   If you have any questions, please contact Israel Elmeus, Donna Lane, or Jennifer Lapierre at 353-4266.

We apologize for the inconvenience, and thank you for your help.



Gillian Emmons

Associate VP, Financial Affairs And University Comptroller


Ines Garrant

BUworks, Director of Financial Systems

Deadline for Billing from ISP

July 3rd, 2012 in Finance

Internal Service Requestors, Readiness Leaders and Power Users

We have encountered an issue with billing by Internal Service Providers (ISPs).  All charges have not been posted yet.  We have identified a fix and extended the deadline for completing processing of these billings through the close of business (5 pm) on Thursday, July 5.  Internal Service Request (ISR) charges will be available for viewing by departments in the Business Warehouse (BW) on Friday, July 6th.  We apologize for any inconvenience.



Gillian Emmons

Associate VP, Financial Affairs And University Comptroller


Ines Garrant

BUworks, Director of Financial Systems

Purchase Order Close Out Report – Maintenance

July 2nd, 2012 in Reporting

Shoppers and Approvers

The Purchase Order Close Out Report is down for maintenance.  Follow-up notice will be provided when the report is available.

Thank you,

BUworks Team

Shopping and Approval Enhancements are Live

June 28th, 2012 in Finance, Procurement

Shoppers and Approvers

The following enhancements are being released today as part of the BUworks Phase 3 implementation:

  1. Product Category selections have been simplified from over 9000 to approximately 100 core selection categories.
  2. Adjustments to Shopping Cart approval paths will improve the accuracy of routing.
  3. Additional supplier Punch-Out Catalogs are available for your convenience (Audio Visual Innovations and W.W. Grainger, Inc.).
  4. Terrier Marketplace includes additional suppliers for expanded one-stop shopping capability.
  5. A new Purchase Order approval process is in place for change orders.

About the New Product Category Selections

Product Categories make it possible to group together similar products or services within a BU business context.  In order to simplify the Shopping Cart ordering process, over 9,000 numerical categories have been consolidated, leaving approximately 100 core selection categories to choose from. The Shopping Cart upgrade will also streamline General Ledger (GL) mapping and improve Business Warehouse (BW) spend management reporting.

About the New Purchase Order Approval Process

Purchase Order changes will route to the appropriate Department or Compliance Approvers whenever the change triggers such an action (e.g. changing a Product Category).  Change Orders will route to department Approvers whenever a new Account Assignment is added to the Purchase Order, or if a Purchase Order increase exceeds $5,000.00.

Approvers will receive email notifications for PO Approval requests, just as they do for Shopping Cart Approval requests.  The link in the email notification will bring the Approver to his or her SAP worklist.  The actual approval steps will be very similar to those used to approve other SAP documents.  Change Orders will not be sent to the vendor, nor will invoices that do not match the initial PO be processed until the Change Order is fully approved.


If you have any questions, please contact the Buyers at Sourcing and Procurement.


Richard Stack

Director of Sourcing and Procurement


Ines Garrant

BUworks, Director of Financial Systems

Improvement: Transaction Approval Workflow, Request Tracker, Personnel Action Forms

June 28th, 2012 in Human Capital Management

Payroll Coordinators and Managers

As a result of feedback received, improvements have been made to approval workflows, tracking and personnel actions forms.  These improvements include:

Streamlined Workflow Approvals

HCM transactions/forms that meet certain criteria (e.g., non-compensated positions, temporary hires) will  not require Budget office and/or Provost office approvals moving forward.  This allows for quicker transaction completion time.

Departmental View on the Enhanced Tracker

The enhanced Request Tracking application that was rolled out on 5/25/12 will now have an expanded “Departmental View” which allows users to view all HCM transactions/requests related to their department in addition to the transactions they initiated.  The default view will be of the “Initiator” and the user will be able to toggle between the “Initiator” and “Departmental” views.

New PA Forms for Faculty Actions Managers

Faculty Action Managers will now more easily be able to maintain the employee records for faculty within their schools using the following three newly developed forms. These forms update the records directly in SAP and do not go through any Workflow approvals.

  • Faculty Data Maintenance – used to maintain appointment and contract information
  • Education Update – allows the ability to add any additional degree(s) obtained by the employee
  • Non-Continuance/Non-Reappointment – used to track notices of non-continuance/non-reappointments


Detailed work instructions are located online in the Human Resources folder.  Click to access.  If you have any questions please contact the IT Help Center at ithelp@bu.edu or 617-353-4357.


Shridhar Kulkarni

Director, BUworks Human Capital Management

Hiring Temporary Employees

June 28th, 2012 in Human Capital Management

Payroll Coordinators, Managers, Readiness Leaders and Power Users

Over the past several months, a working  group that included representatives from central departments, payroll coordinators from various schools and colleges, and BUworks developed a streamlined process for hiring and compensating temporary employees. Please share this information with members of your organization who are involved in this process.

Summary of Key Improvements

  • For control and reporting purposes, all individuals hired as temporary employees, require an approved position in BUworks/SAP to be compensated through Payroll, eliminating the use of paper Temporary Employee Payment Vouchers (TEPVs).
  • Temporary positions may be created in “bulk” to expedite the position creation process. When a temporary employee is terminated, the position will automatically be opened to allow for other hires without requiring position maintenance.
  • A standardized set of job categories, titles, job coding and compensation ranges has been established for employees hired as non-agency Boston University temporary employees.
  • The temporary hire process and coding of temporary employee records will follow business rules aligned with the Fair Labor Standards Act (FLSA) and the Employee Retirement Income Security Act (ERISA) benefits regulations.
  • The approval paths within the standardized set of temporary jobs and coding have been streamlined.
  • The term “casual” has been eliminated and replaced by “temporary”.


A set of guidelines has been created and is now available on the Human Resources website in the Managers Toolkit under Hiring Temporary Employees. (Click here)


For any questions on the Charles River Campus, please contact Marilyn Walsh at 353-4720 or your Human Resources Consultant at 353-4044; on the Medical Campus please contact Boris Lazic at 638-4612 or your Human Resources Consultant at 638-4610.

Hourly/Non-Exempt Timesheets for June 25–July 1

June 26th, 2012 in Human Capital Management

Timekeepers and Managers

Please communicate this information to all weekly paid employees in your business units.  Due to the July 4th holiday next Wednesday, all non-exempt employee timesheets for the June 25th – July 1st payroll period must be released and approved by noon this Monday, July 2nd, 2012.

It is important that those employees who work Monday through Friday this week enter and release their hours for this pay period this Friday, June 29, providing managers/timekeepers adequate time to approve timesheets before the Monday noon deadline.  Those who work weekends should try to release their time by Sunday July 1st.

Employees taking time off the week of July 2-8th who are eligible for holiday pay, should enter July 4th as “BU Holiday Pay (1012)” and enter remaining hours for the week using the appropriate Absence/Attendance Type(s).  The Time Management Team requests that employees and managers please plan ahead for time entry, release and approvals.  Below are a few tips:

  • Please make sure that there is a “back-up” approver for those who normally approve, but will be unable to approve remotely.
  • It is recommended that the entire process (entering hours – releasing hours – approving hours) be completed by the end of the day on Friday, June 29th, 2012.
  • If an employee plans on taking vacation or personal time during the last week of June, make sure that the Manager/Timekeeper knows how to “release/approve” time in the future (employees do not have the ability to perform this task):

Help link for Managers

Help link for Timekeepers

If you have any questions or anticipate any challenges regarding this early deadline, please call me at 617-358-4817 or email me at jsmall@bu.edu.  Thank you.



Jeff Small

Time Management Administrator

Boston University – Human Resources Department

Shopping and Approval Enhancements Coming Next Week

June 19th, 2012 in Finance

Shoppers and Approvers

Several enhancements are being released as part of BUworks Phase 3 implementation.  These enhancements include:

·   Product category selections simplified from over 9000 to fewer than 100 core selection categories

·   Adjustments to Shopping Cart approval paths, improving the accuracy of routing

·   Additional supplier punchout catalogs for shopping convenience

·   Terrier Marketplace includes additional suppliers for expanded one-stop shopping capability

·   Purchase Order approval process for change orders

Stay tuned for the release of these improvements on June 28.

Best Regards,


Richard Stack

Director of Sourcing and Procurement


Ines Garrant

BUworks, Director of Financial Systems

Coming in July! Enhancements to BUworks Online Help

June 18th, 2012 in BUworks - General

As a result of community feedback, changes coming in July will significantly enhance your experience with BUworks Online Help. The site will have a new look and, in addition:

  • The landing page currently titled “Employee Learning Solutions” will be renamed to “BUworks Online Help” and will provide a much-improved way to navigate the learning tools.
  • The site will provide brief instructional videos for processing transactions.
  • Simple process maps will show the sequence or flow of transactions and give context to the detailed instructions.

We will post an announcement again, in July, when the changes go into place. Meanwhile, if you have any problems or questions related to Online Help or the use of BUworks, please feel free to contact the IT Help Center: ithelp@bu.edu or call 617-353-4357.