NIH Salary Cap Increase

On January 8, 2017, a new NIH salary cap amount of $187,000 went into effect. The Federal Government FY 2016 Consolidated Appropriations Act states that the NIH salary cap amount is tied to the amount of the Federal Executive Salary Level II pay category; when this pay category increased on Jan 8, 2017, the NIH salary cap amount went up too. Currently, NIH is funded with a continuing resolution through April 28, 2017; as such, the FY 2016 Appropriations Act continues to remain in effect.

When the FY 2017 appropriations are released, then the new Act will dictate what the NIH salary cap will be going forward from that point. If there are any changes made to the NIH salary cap at that time, an additional notification will be sent out identifying the change.

Please see the official NIH Notification (released March 17, 2017) for additional information.

Ask UsPlease contact Craig Merritt in Compliance Oversight and Reporting with any questions, or… Ask Us!

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View Paycheck & Check/Advice Roster

The Payroll Processing for the March 22nd, 2017 paycheck is completed, and the paycheck information is available on Campus Information Services.

  1. Signon to the CIS and click the Employee tab (if it is not your default tab).
  2. Click Payroll, Taxes and Salary.
  3. Click View Paycheck and you will see your current check.
  4. Click W-4 Tax Information and you can view/update your W-4 Tax Information.
  5. Click Direct Deposit and you can view or edit your direct deposit accounts, or suppress the printing of your direct deposit advice.

Please remember if your net pay is being direct deposited, it will not be in your bank account until NOON on March 22, 2017. If you receive a check, the University will mail it to your home address on file.

Payroll Reports: For more information about how to view your Check and Advice Roster please see the FBS News Post – Check Advice Roster

Important Information

All Payroll self-service functions are turned off during payroll processing, which begins on the final day of the pay period at 5:00 PM and ends on payday.

If you have further questions please call Payroll at 581-7873.

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February 2017 Accounting Month Closed

The most recent accounting month is now closed. Your Management Reports are complete and ready for your review. For most departments/units, review and approval should follow the steps outlined in this memo. Some departments/units have alternate procedures in place to accomplish review and approval. Check with your unit’s accountant and/or the liaison listed at the bottom of your Management Report if you have questions about review and approval.

A new Guideline has been published to offer clarification to Policy 3-003: Authorizations and Approvals Required for Financial Transactions.

This Guideline is meant to improve internal controls across campus as it outlines:

  1. Account Executives (AEs) and PIs remain primarily responsible for monthly review of their Management Report and submission of EOR (Evidence of Review) – even if they have chosen to delegate this authority.
  2. This responsibility cannot be delegated to an individual who also has the authority to initiate financial transactions.
  3. GFA (Granting Financial Authority) is an application found on CIS that has been recently enhanced to allow AEs and PIs to make separate delegations for financial transaction approval and Management Report Review. (Follow these instructions to delegate authority)

To proceed, please check both your PROJECTS and ACTIVITIES by clicking here.

TO MAKE CHANGES, correct errors, etc.: Contact your departmental administrator as soon as possible (e.g. to prevent delay in posting your changes, please do not wait for the PAR forms).

MARK the Projects/Activities you have reviewed. (This does not necessarily indicate the transactions are correct, only that you reviewed them). There are only two approved methods to indicate Evidence of Review, and both are completed using the EOR web application

  1. Select reviewed activities/projects, and click button “Mark Reviewed,”
  2. Sselect reviewed activities/projects, and click button “Indicate Review PDF.”

Either action leaves a data indicator that review is complete. Signed review PDFs should be retained in your files for as long as you retain other Management Report documentation. Click here for a quick online EOR tutorial.

Review and approval of these monthly reports is a key element in the University’s system of internal controls, and is further explained in University Policy 3-003, Authorizations and Approvals Required for Financial Transactions. – See Section III.F.

Please help us by providing feedback by clicking here.

Ask UsPlease ASK US if you have any questions.

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ePR is Now Available in CIS!

What is ePR?

ePR (electronic Payment Request) is an application that will eventually replace the current paper Payment Request.

The first request type we are releasing is Non-Travel Employee Reimbursements.  We have had a pilot group using ePR for this request type for several weeks, and we are excited to invite other users to submit all Non-Travel Employee Reimbursements using ePR.

NOTE: Beginning April 3, all Non-Travel Employee Reimbursements must be submitted using ePR.  We will not accept paper requests for non-Travel Employee Reimbursements after this date.

We are currently developing other request types in ePR – our objective is to replace the paper Payment Request form with this system.

How do I get access to ePR?

Those Preparers who still need access to the system must:

  1. Review the ePR Training Guide
  2. Pass quiz that can be found at fbs.admin.utah.edu/epr/training/
  3. Email Jake O’Connor once you have passed the quiz, and he will give you access to the application.

Approvers will be able to login to the application to approve requests, they are not required to complete the quiz.

 

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Purchasing Gift Cards – Best Practices

Many departments ask about how to best purchase Gift Cards. Here are a few important points to keep in mind:

For All Gift Card Purchases:

  1. Gift cards are an acceptable payment method for study participants but investigators must maintain payment logs for all studies that provide payments to participants.
  2. Gift cards of any value are taxable when given to employees. Tax Services requires a report that includes the employee’s UID, Organization ID#, and amount of the gift card.

Obtaining Gift Cards for Study Participants:

  1. Gift cards may be purchased with a PCard if the cardholder has obtained a PCard Gift Exemption.
    • PCard Gift Exemption for gift cards is specifically for study participants, not for employees
    • PCard Gift Exemption requires VP authorization
    • Departments are required to keep a log of study participants who receive gift cards
  2. Gift cards may be purchased on campus at the Positively U gift shop in the University Hospital.
  3. Amazon physical gift cards are available in the Amazon Punch-out in the UShop Marketplace, however, the purchase of electronic gift card codes are restricted by Amazon. A separate Amazon account can be used to purchase electronic gift card codes as long as the PCard being used carries a Gift Exemption.

Note: Smith’s Food and Drug has recently changed their policy regarding the purchase of gift cards. Because gift cards are viewed as a cash equivalent, Smith’s will no longer honor the Print and Carry form for the purchase of gift cards.

If you have any questions or concerns, please contact Tax Services or the UShop Help Desk.

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Open House – You’re Invited!

Join us in welcoming the UShop, Purchasing, and PCard offices to the Park Building!

Open House

Room 170 – Park Building, with two days and times for your convenience:

  • Tuesday, February 21st, from 3 – 4:30 pm
  • Wednesday, February 22nd, from 10 – 11:30 am

 

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Q2 FY 2017 Revised UMV for Endowment Projections

The ending quarter endowment pool unit market value (UMV) for December 31, 2016, is $215.15 per unit. This information is necessary for Method 2 of projecting endowment income and is provided quarterly through FBS News. All other factors in the instructions remain the same through the fiscal year. For detailed instructions on how to project endowment income, please click here. The instructions are available there now for fiscal year 2017-2018.

Ask Us a Question If you have any questions or feedback just ask us!

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Need to contact the Purchasing, PCard, or UShop Offices this week?

As previously announced, the Purchasing, PCard, and UShop offices are moving to room 170 in the Park Building (near Accounts Payable).

The moving process begins on Thursday, February 9th at 1:00 pm and will continue through Friday, February 10th. During that time we will have limited to no access to emails or phones.

If you have an urgent need for Purchasing/PCard/UShop during that timeframe please contact us at the following numbers:

Purchasing: (801) 581-7241

UShop: (801) 585-2255

PCard: (801) 587-7859

Our offices will resume regular business hours on Monday, February 13th. Please share this information with members of your team that may need to know.

 

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Moving Notice: Purchasing, UShop, PCard offices

We are excited to announce that on February 10th, 2017 the Purchasing, UShop and PCard Departments are moving to a new location in the Park Building (near Accounts Payable).

Please update your records with the following new address information effective February 13, 2017:

201 S. Presidents Circle, RM 170

Salt Lake City, UT 84112

Other contact information for these departments will remain the same:

Purchasing

P-Card

UShop

Thank you for taking the time to update your records. Feel free to contact us with any questions.

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January 2017 BPAG Minutes Available

The BPAG minutes from the January 13, 2017 BPAG meeting are now available on the Financial Solutions website.

What is BPAG?

BPAG stands for Business Process Advisory Group.  Business officers from across campus meet monthly with central administration to address problems and issues along with suggestions to solve them.  Over the past several years, BPAG has helped to facilitate many important changes implemented by central administration. BPAG is not a policy making group, a priority setting group nor is it intended to be the primary means of communicating to all the departments.

To learn more about BPAG, click here.

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Ask UsPlease ASK US if you have any questions.

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