April

Contents
1. Improved SAPweb Journal Vouchers Targeted for Mid-May
2. Automatic Confirmation of Email to Payroll@mit.edu
3. Business Tip of the Month: How To Change Your Home Address in the HR/Payroll System
4. Cashier’s Office Closed Friday May 23
5. No Brown Bag Lunch in May
6. Contact Information – When You Need Help

1. Improved SAPweb Journal Vouchers Targeted for Mid-May
At the April Brown Bag Lunch, community members saw a preview of SAPweb JV enhancements that will be available in mid-May. Improvements include separation of “Clone” and “Reverse” journal vouchers and a number of “look and feel” improvements. For those who were unable to attend, the Brown Bag Lunch presentation is at:

http://controllers.mit.edu/what_s_new/april_brown_bag_presentations

A quickcard will be available soon on the Journal Vouchers section of the VP for Finance web site.

We will let you know the exact availability date soon. There will be a brief SAPweb JV outage starting at 5:00pm the night before the new SAPweb JV system becomes available. SAPgui JV functions are not affected and will continue to be available throughout the cutover.

Please stay tuned for the announcement of the exact date. If you have any questions in the meantime, please contact Yan Jiang ( yanjiang@mit.edu).

2. Automatic Confirmation of Email to Payroll@mit.edu
As we noted in last month’s statement message, the leadership team in Payroll has been working to improve the process for responding to questions to payroll. Our goal is to make sure that every question is answered quickly and accurately and no question is lost.

In March we began logging emails to payroll@mit.edu using an automated tracking system (Request Tracker). Since then, we have been evaluating the Request Tracker (RT) tool and making adjustments to use it more effectively.

As a result, in April, we activated Request Tracker’s “auto-reply” feature, which sends an email acknowledgement immediately after an inquiry is received. This confirms Payroll has received the inquiry and provides the ticket number assigned in Payroll’s Request Tracker queue.

We logged almost 600 inquiries in the first 6 weeks of operation, 85% of which are now resolved. We are still learning the capabilities of the Request Tracker tool and will continue to adjust our internal processes. We welcome comments and suggestions from members of the community, as well.

3. Business Tip of the Month: How To Change Your Home Address in the HR/Payroll System

• Active Employees (except Lincoln Laboratory staff) can update their MIT address, home address, phone and e-mail address directly via the SAPweb Self Service web page: http://web.mit.edu/sapwebss/PS1/home.shtml
• Alternatively, department administrators can update an employee’s home address, etc. via SAPweb Update Personal Information http://web.mit.edu/sapweb/PS1/employees_home.shtml
• Lincoln Laboratory Employees: Please contact the Lincoln Laboratory Human Resources Department to request a change in your address.
• Students: Undergraduate and graduate students (including Research and Teaching Assistants) can update their address information via WebSIS. Go to http://student.mit.edu/cgi-docs/student.html and select “Biographic Record”. MITsis will automatically send the update to the HR/Payroll System. Since the HR/Payroll system gets student addresses from MITsis, there is no need to inform Payroll separately about an address change that has been made via WebSIS.
• Former Employees and Students: Former MIT Faculty and Staff; all MIT and Lincoln Lab retirees; and all MIT and Lincoln Lab employees on Long Term Disability Leave who need to change their address may fill out the web form at: http://web.mit.edu/hr/forms/other/addresschg.html

Please note that every year, many tax forms are returned to Payroll due to incorrect addresses and at the same time Payroll receives hundreds of requests to resend tax forms. Even when you are no longer an employee or student at MIT, it is a good idea to update your mailing address to ensure that you receive tax forms or other notices from MIT.

4. Cashier’s Office Closed Friday May 23
The Cashier's Office will be closed on Friday, May 23rd. The office will be open regular hours on Thursday, May 22nd and Tuesday, May 27th. The Cashier's Office hours are 9:00 am to 1:00 pm

5. No Brown Bag Lunch in May
There will be no Brown Bag Lunch in May.

6. Contact Information – When You Need Help