Delivery of University Purchased Property to an Employee’s Home Address

Due to the COVID-19 pandemic, building closures, and resulting telecommuting for many University employees, a temporary exception has been made to the policy restriction for delivery of University orders to a non-University address. Orders delivered to an employee’s home or other personal address are not to exceed $500. This temporary exception will be rescinded when University administration determines a return to regular business operations.  Property is to be returned to the department once regular business operations resume. Ordering processes including approval controls are briefly mentioned below:

PCard

  • Written authorization from the department Director, Chair, or PCard Account Executive is to be submitted prior to the purchase.  Include the employee’s name and the vendor.  Approvals will be emailed to pcard@purchasing.utah.edu
  • A Request to Use University Property Off Campus form is to be completed.  The employee receiving the off-campus delivery is to complete the form and provide it to their management when feasible.
  • Complete details will be provided by submitting a request for information to the PCard email address above. 

UShop

Option A: Ship to Stores and Receiving for Will Call

  • This guide has been created which outlines the process to be followed.
  • If the order is for University property, a Request to Use University Property Off Campus form is to be completed. The employee receiving the property for use at home is to complete the form and provide it to their management when feasible.
  • Orders routed to Stores and Receiving for Will Call which will be taken to the department can be for any dollar amount.

Option B: Ship to University Print & Mail and reroute to a home address

  • This guide has been created which outlines the process to be followed.
  • If the order is for University property, a Request to Use University Property Off Campus form is to be completed. The employee receiving the off-campus delivery is to complete the form and provide it to their management when feasible.
  • Additional requisition approvals are required for these orders.
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View Paycheck & Check/Advice Roster

The Payroll Processing for the April 7th, 2020 paycheck is completed, and the paycheck information is available on Campus Information Services.

  1. Signon to the CIS.
  2. In the employee section, Click the Payroll, Taxes and Salary link.
  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 April 7, 2020 . 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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COVID-19: How FBS is Helping Campus Continue Business

Financial and Business Services has been working hard to accommodate the business needs of our campus users during this time of Stay at Home orders and in consideration of Social Distancing. Below, by department, you can read of these temporary changes to procedures that will be in place until we can return to a normal campus environment. We will send additional updates when necessary.

Accounts Payable

We continue to process payments in Accounts Payable, but social distancing has required significant changes to procedures on transactions involving physical invoices, paper checks, etc. 

Electronic processing and payment methods like ePR, UShop, and direct deposit will continue on a daily schedule but checks will be printed only twice per week.  Also, the Park Building is effectively closed so checks will not be held for pickup and must be mailed instead

Please use the email address ap@admin.utah.edu to send invoices electronically or to ask about anything related to making a payment. 

Accounts Payable: Temporary Exception to Ink Signature Requirement

An electronic signature or e–signature is defined by the ESIGN Act as, “an electronic sound, symbol, or process, attached to or logically associated with a contract or other record and executed or adopted by a person with the intent to sign the record.”  Basic electronic signatures, such as an image of a wet signature copied onto a document, are legally binding but they don’t strongly indicate the intent of the signer or the integrity of the document.  

Digital signatures on the other hand, use a trusted third party and cryptography to guarantee the integrity of the document and to better demonstrates the intent of all parties to sign.  The trusted third party is required to generate, store, verify and guarantee digital signatures.  There are many digital signature services providers available.  Without them, even cryptographically generated signatures don’t cover all of the requirements of a digital signature.

For low-risk transactions (under $5,000) electronic signatures will be accepted while social distancing is in effect.  Once the University of Utah campus returns normal operations, we will again require wet signatures or digital signatures where appropriate.

As always, the best way to ensure a good outcome is to know and understand the party that you are working with and document your communications and interactions.

  1. Check their history through personal knowledge, references, Google search, etc.
  2. Review their business license, professional credentials, reputation, years of experience, etc.
  3. Ensure that they will not have access to U of U health protected, intellectual, proprietary or other confidential information.
  4. Order a criminal background check if required by U of U Minors on Campus policy (Link) or other applicable U policy.
  5. Determined that there are no conflicts of interest. 

For transactions over $5,000 a wet signature or fully compliant and verifiable digital signature is still required.

Travel & Reimbursement Services

UTravel Concur & ePR Transactions: These systems are completely electronic and have been running without significant disruption.

Paper Legacy Reimbursements/Documentation: We are all working remotely, so please do not send paper to our office at this time. Please submit requests using this web form. For more detailed information regarding these procedures, refer to this post dated March 19, 2020. If paper was enroute in the last couple of weeks, you can use the ASK US form and we will help you determine if you will have to re-submit your request using the web form.

UTravel Concur Conversion: We have learned through this COVID-19 experience the value of a system like Concur, and we are thrilled that much of our campus has already discovered the advantages! For those who are still using the Legacy Travel System; we encourage you to review the online training materials and request set-up in the UTravel system.

UTravel Concur Training/Deadline for Conversion: We have cancelled all in-person training through the end of May, 2020. Due to this unforeseen disruption, we will not be able to meet our goal to convert our campus to the new UTravel Concur system on May 22nd. We will publish a new date when we better understand when travel will resume.

Out-of-Pocket for a cancelled trip during the Travel Ban? For reimbursements related to cancelled trips, we will require this form to better document how credits may or may not be applied to future trips. For more detailed information, please refer to this post dated March 19, 2020. This is a temporary procedure meant to help departments identify and track these unusual expenses.

Please submit an ASK US form if you have additional questions.

Purchasing

Purchasing, PCard, UShop, and Contracts employees are working remotely and fully functional.  Please feel free to email or call staff members directly for assistance or you may call Purchasing’s main number at 801-581-7241.  Although there are a limited number of personnel working on-site Monday to Friday and you may call the office to make an appointment if an on-site visit is necessary.  If you need your PCard, please email PCard@purchasing.utah.edu.  The PCard staff will assist you in a way that best meets the demands of the situation.

Deliveries to Campus

With many employees working from home, freight companies are facing challenges delivering packages.  The information provided below is the current status, however, things are fluid and changing rapidly.  As warehouses reach capacity they may be keeping packages for shorter periods of time or make other policies.  If your department has shipments on order with future delivery dates and your facility is not open for deliveries, you will need to contact the shipping company with the tracking number to redirect or make arrangements to pick the package up within the stated time period.  Please contact the vendor/sender for the delivery tracking number if that was not provided in a shipping confirmation email that some vendors send. 

UPS 1-800-pickups

UPS will hold packages for closed businesses for 9 days.  On the 10th day, if the company is still closed, the package will be returned to the shipper.  You may call UPS if you have the tracking number and redirect to another campus address that is open.  If the shipper has a block on redirecting packages as some do for security reasons (cell phones, computers, and high value items) they will not be able to redirect.

FedEx 1-800-GO-FEDEX

FedEx will hold packages for 5-15 days for closed businesses.  They ask that you call with your tracking number to redirect to another address on campus that is open.  Some packages may not be redirected for security reasons.

US Postal Service – Foothill Branch – 801-583-3629

General Stores, Shipping and Receiving

General Stores remains open.  Items can be ordered through the traditional methods on their website at https://fbs.admin.utah.edu/stores/. Delivery or Will Call (with parameters) is available. 

Shipping and Receiving:  Due to vacant offices and labs it has become very difficult for Central Receiving to make your deliveries.  Please help us help you by having someone in your building designated to receive your packages. In the current situation, that is the most efficient method from the Shipping and Receiving perspective.  Call 801-581-7409.

As a temporary exception and as a service to departments, packages may be shipped to Receiving for Will Call pick-up.  For instructions when using UShop to place an order and listing the shipping address as Stores and Receiving, please contact the UShop team at:  801-585-2255. An instructional guide has been created that will be emailed. It is critical that your name, a phone number, and “Hold for Will Call” be placed on the shipping label.  These items must be retrieved from Receiving, at 253 USB, within 5 business days.  Receiving’s hours are 8:00 AM – 4:00 PM Monday to Friday.  The entrance is by the dock area on the north side of the building.  Stores and Receiving do not accept responsibility for loss or damage for items shipped for Will Call pickup.  A UCARD ID is required when retrieving your shipment.

Surplus

University Surplus and Salvage Department remains operational with some limitations.  Retail sales to the public closed on Monday, March 23, 2020. Other aspects of the department are open.  

  • Online surplus sales through govdeals.com will continue
  • Pickup of property from departments will continue and can be scheduled by appointment. 

Please complete the online work order request at https://fbs.admin.utah.edu/surplus/for-departments/work-order/ or email surplus@utah.edu for other information about a pickup request.
*departments may email surplus@utah.edu for appointments to purchase property.

Research Management and Compliance

Cost Transfer Submittal During University Mandatory Work-at-home

During the time while University employees are working from home as part of the University’s effort to help minimize the spread of COVID-19, Grants and Contracts Accounting continues to work and go about the day-to-day accounting routines.  For submitting cost transfers, the following temporary guidance is provided to help mitigate the difficulty of obtaining “wet signatures” on the cost transfer form.

Unless otherwise extended, GCA will accept cost transfers under this process until May 31, 2020 or the University lifts the mandatory work-at-home requirement, whichever occurs first.  If the mandatory work-at-home requirement extends beyond May 31, 2020, an extension beyond this date will be considered and a notice sent out for any extended date.

Non-Personal Expense Cost Transfers:

Non-personal cost transfers can be submitted as an eJournal Entry with the following conditions:

  • The cost transfer paperwork MUST be completed as normal, per the Non-Personal Cost Transfer Checklist, except for the requirement for signatures and sending in the original CT documentation.
  • The department will create an eJournal Entry and add persons (PI, Dept. Chair, and Cognizant Dean, etc.) normally required to sign the CT as eJ approvers and also verify the eJ adds the responsible GCA person for the sponsored award as an approver.
  • The department will scan and upload all the CT paperwork/documentation to the eJ.
  • GCA will print off the scanned CT documentation for review and then approve/disapprove of the CT as per normal procedures.

Personal (Payroll) Expense Cost Transfers:

Personal (Payroll) Cost Transfers will be processed as normal with the exception of signatures and the original documentation being submitted to GCA.  Approvals must still be obtained, but GCA will temporarily accept either (1) an email stating approval of the CT (email response must include the CT# and the dollar amount of the CT), (2) a scanned signature on the CT form, or (3) a digital signature (Digital ID in Adobe Acrobat) applied to the CT form.

  • Once ALL required approvals are obtained by the department, the department can scan and send a completed copy of the CT (per the CT checklist) to kevin.yu@admin.utah.edu for processing.

GCA will review and approve/disapprove of the CT as per normal procedures.

Tax Services and Payroll Accounting

Tax Services and Payroll Accounting employees are working remotely and fully functional.  Please feel free to email or call staff members directly for assistance or you may call Tax Services and Payroll Accounting’s main number at 801-581-3428 or fax at 801-587-9855.  See our department contact list here.

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Select Market Conditions Updates

Medical Supplies

Many types of facemasks, antiseptics and other Personal Protection Equipment (PPE) medical supply items are in limited supply and contracted vendors are allocating, placing items on backorder, or rejecting orders. Some vendors are not allowing new customers at this time.

If you need to contact your medical supply sales rep, and don’t have their contact information, contact the buyer, Aimee Elliott (801-581-4200), in Purchasing. Efforts are being made to locate additional supplies and information will be provided when available.

General Stores is receiving priority on limited supplies of PPE’s due to their large quantity buying power and relationship with vendors. You may call 801-581-8671 or place an order or via their website

Computers (laptops)

There have been several disruptions to the computer supply chain the past several months including component shortages and limitations for products sourced from China. With the advent of Covid-19, supplies on laptops are dwindling rapidly and production lead times are increasing. It is anticipated that availability will continue to deteriorate rapidly so ordering soon is highly encouraged. There are several contract providers in UShop including CDW-G, Dell, HP and SHI International. Special pricing on Dell Computers are also available on the Valcom (VLCM) Computer Purchase Requisition in UShop. CDW-G sells premade computers stocked in their warehouse. Other suppliers also have State contracts. For assistance with computer orders, departments can contact University Campus Computer Support at 801-581-4000. Non-technical questions can also be directed to the buyer, Trent Blair at 801-581-6859.

UTech at the Campus Store currently has standard models of Apple and Microsoft Surface computers available for purchase. Any custom or special orders on any brand are 2-3 weeks out. We recommend that all departments in need of more computers for the transition to online-only classes place their orders with us sooner rather than later, as we expect a large portion of our available inventory to be purchased. For most departments, we recommend sticking with the standard models of any brand. These computers will meet almost every department’s needs and they can be shipped much faster than any custom configurations.

Please feel free to reach out to UTech at 801-581-4776 or Alex Khan at akhan@campusstore.utah.edu with any questions at all!

Any Order Placed for Delivery Direct to a Department

Departments are responsible to ensure receipt of delivery for orders to be delivered directly to the department. Orders may also be addressed for delivery to Central Receiving, 1795 E. South Campus Drive, Room 253, Salt Lake City, Utah 84112. A contact name or PO number should be included with the delivery information. The order will then be made to the department by Central Receiving. General Stores and Central Receiving will remain open. With questions contact 801-581-8671.

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Revised Space Rental/Lease Account Codes

The Property Accounting Office and Controllers Office are informing you of required changes to the Space Rental/Lease Account Codes due to Governmental Accounting Standards Board (GASB) No. 87 on Leases to be implemented July 1, 2020.

The statement requires the university to recognize an intangible asset and lease liability on its financial statements and footnote disclosures. As a result, we have analyzed the account code structure to separate expenditures for leases from the regular space rental account codes 65500-65539. The statement also requires us to split out Common Area Maintenance (CAM) expenses, as stated below:

  • Payments for maintenance activities, including CAM (e.g., cleaning a lobby of a building, utilities, removing snow from a parking lot for employees and customers), are considered non-lease components and are accounted for separately.

Currently, in Management Reports, the Space Rental Account Codes are identified as: Space Rental, account number range 65500-65539, however, this account code structure does not provide the granularity required to implement the new lease requirements.

The Account Codes in the table below MUST be used in ALL Budget planning and then categorized for the dollars that are submitted for the upcoming fiscal year (July 1, 2020 – June 30, 2021) and thereafter. This is a regulatory financial requirement.

Revised Space Rental/Lease Account Codes (effective July 1, 2020):

Begin End Description Short Description Comments
65500 65509 Space Rental (non GASB87) for short term space rentals and leases less than 12 months Space Rent Non Lease Related
65510 65519 Lease Rent Intra Univ GASB87-for long term leases greater than 12 months LSE INTRA Real Estate Admin
65520 65529 Lease Rent 3rd Party GASB87-for long term leases greater than 12 months LSE 3RD Outside University
65530 65539 Lease Cam Intra Univ GASB87-for long term leases greater than 12 months CAM INTRA Real Estate Admin
65540 65544 Lease Cam 3rd Party GASB87-for long term leases greater than 12 months CAM 3RD Outside University

These changes will be effective as of July 1, 2020.  However, for any new Recurring Lease Payment Purchase Order setups, the new accounts will be effective immediately.

If you have any questions please call Mark Hamilton 213-1401, Rob Allen 581-5635 or Todd Kapos 581-5077.

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Accounting Month Closed for February 2020-You may now review your Management Reports in EOR

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.

To proceed, please check both your PROJECTS and ACTIVITIES.

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. Select 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.

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)

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.

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Ask UsPlease ASK US if you have any questions.

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Fiscal Year 2020 Year-End Procurement Submission Dates

The last day of the University’s fiscal year is June 30, 2020. Procurement transactions required to be completed prior to the end of FY 2020 are subject to the due dates described below.

The dates shown below are estimates and not guarantees. They reflect the typical time necessary to allow for a procurement process to be completed, as well as for delivery of requested goods or services prior to June 30th. Delivery of goods or services based on procurement requests submitted after the dates below may not be completed by June 30, 2020.

March 13, 2020 – Request for Proposal (RFP): Requisitions for procurement requests requiring a request for proposal process must be submitted by March 13, 2020. This process requires draft RFP documents for review and input by Purchasing, committee chair participation, and suggested vendor list.

March 13, 2020Multi-Stage Invitation for Bids (IFB) for purchases over $50,000: Requisitions for procurement requests requiring a multi-stage low bid process must be submitted by March 13, 2020. This process requires bid stage advancement criteria, specifications/requirements and a suggested vendor list.

May 1, 2020 – Invitation for Bids (IFB) and Sole Source Requests for purchases over $50,000: Requisitions for procurement requests requiring a standard low bid process must be submitted by May 1, 2020. The IFB process requires specifications/requirements and a suggested vendor list. The sole source request requires a completed sole source form and quote.

May 29, 2020 – Request for Quotes (RFQ) and Sole Source Requests for purchases between $5,000 – $50,000: Requisitions for procurement requests requiring a quote or sole source process must be submitted by May 29, 2020. The RFQ process requires complete specifications and a suggested vendor list. The sole source request requires a completed sole source form and quote.

REMINDER

  • Goods and services must be received and the invoice dated on or prior to June 30, 2020 to be charged to fiscal year 2020 funds.
  • Grant-funded purchases must be completed at least 60 days prior to project end date which may alter the timelines listed above.
  • Contracts must be fully executed before a purchase order is issued.

Ask UsPlease If you have questions, please contact the Purchasing Department at (801) 581-7241.

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Q2 FY 2020 UMV for Endowment Projections

The ending quarter endowment pool unit market value (UMV) for December 31, 2019, is $227.68 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 2020-2021.

If you have any questions or feedback just ask us!

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February 2020 BPAG Minutes Available

The BPAG minutes from the February 14, 2020 BPAG meeting are now available on the Business Analysis & Support Services 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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Purchasing Department Buyer Changes

Employee Retirement

We’re both saddened and thrilled for him to announce the retirement of Bob Tiney, a buyer in the Purchasing Department. His last day at the University is January 15, 2020.

Bob has been a valued and vital member of the Purchasing Department for the past 28 years including full- and part-time work. We will miss Bob’s extensive IT experience and knowledge, reliability, and dedication. His contributions and years of service have been integral to the success of the Purchasing Department.

We wish Bob all the best!

Buyer Assignment Changes

We are pleased to welcome Colette Brown, senior buyer, as the new IT buyer. Colette has worked in the Purchasing Department for the last four years, and has a total of seven years of experience in procurement.

We’re also very pleased to welcome Aimee Elliott to the Purchasing Department as a buyer. Aimee brings with her over five years of experience in procurement, with much of that time in healthcare. Aimee’s new buying assignments and commodities will include furniture, flooring, window coverings, and bottled water/purification.

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