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What are the impacts of CORE, PB, VSS, and infoAdvantage being unavailable?

Beginning at 6:00 p.m. MT on Thursday, March 29, 2018, CORE, PB, VSS and infoAdvantage will be unavailable. The expectation is that the system will be available on Monday, April 2, 2018, however, this may extend to Tuesday, April 3, 2018. To plan accordingly, please pay attention to the following:
  • Payments/Accounts Payable.
    • A/P interface files must be submitted by Wednesday, March 28, 2018.
    • Payment documents processed on Thursday, March 29, 2018, will not be issued until the morning of Tuesday, April 3, 2018, and the reimbursement will not process until that time-frame as well.
    • If you have any payments with a scheduled payment date in CORE between March 29, 2018, and April 3, 2018, you will want to adjust the scheduled date to March 28, 2018. This is also applicable to future document triggering (FDT Table).
    • EFT payments made prior to the system being down and returned by the bank on and after March 29, 2018 will not be processed until April 3, 2018.  
    • All employee expense reimbursements must be processed by March 28, 2018. If they are not processed by March 28, 2018, they should not be processed until Wednesday, April 3, 2018. (If you do process employee reimbursements during this time, either EFT payments will not be available, or they may process to the incorrect bank account of the employee). 
  • Vendor
    • New vendors created by VCC documents on March 28, 2018 and March 29, 2018, cannot be used for payment purposes until April 4, 2018, to ensure TIN matching process can be completed timely.
  • Payroll
    • All MDs, GAXs, and GAX3s will need to be completed by Wednesday, March 28, 2018.
    • All positive pay files should be in CORE by Wednesday, March 28, 2018.
  • Procurement
    • Due to the system downtime, vendors will be unable to respond to solicitations in VSS. Vendors will be notified of this through the VSS system website.
    • CORE Operations will be reviewing solicitations to identify any that are expected to close during the system downtime, and will contact you if your department is impacted by this. A final review of solicitations will be completed on Wednesday, March 28, 2018. You may want to avoid having any solicitations close on Friday, March 30, 2018 through Monday, April 2, 2018.
  • Accounts Receivable
    • A/R interface files must be submitted by Wednesday, March 28, 2018.
  • Grants 
    • All Grant Opportunity (GTOP) documents should be through all approval stages by Wednesday, March 28, 2018.
  • Budgets
    • The last date for a bill to be advanced in PB by the State Controller’s Office and run in the nightly cycle to CORE is Friday, March 23, 2018. This deadline will not be extended.
  • Other items to consider:
    • March 31, 2018, is a quarter-end, and falls during the system downtime. If you have any quarter-end obligations, such as reports, payments, etc., you will want to plan accordingly.