How to Use New FIL Report: Graduate Tuition Benefit Information

Thanks to our colleagues in HR and UIT, we are pleased to announce a new report has been developed to allow administrators to pull detailed student level data for graduate tuition benefits (GTB) related to RA’s, TA’s, GA’s and GF’s for a specific department or rollup.  Given the recent updates to the Research Overhead funding distribution methodology, this report may prove to be particularly useful for areas that want to understand their tuition benefit obligations, among its other possible uses.  We encourage you to explore this tool.  Below are directions showing you where to go to find the report and general instructions regarding how to run it.

Directions to find and run the GBT report:  CIS → Financial Information Library (FIL) → Financial Aid Folder → TA/GA/GF/RA information by org

  1. Log into CIS
  2. Go to the Financial Information Library (FIL/HRIL) reports
  3. Go to the Financial Aid folder  and find the report named TA/GA/GF/RA information by org

How to Run the Report:

  1. Insert your five-digit Dept ID (i.e. 00286)
  2. Select the √ checkbox if you would like the report to include rollup information
  3. Insert an account term*.  

*Vital Information for Account Term:  Account terms are represented by four-digit number codes.  For example, Spring of 2020 is “1204,” Fall of 2019 is “1198” and Summer of 2019 is “1196.”  These four digits serve a purpose, that is, to identify the century, year and semester for the query to call appropriate data.  As a rule of thumb, always begin a semester code with a leading “1,” which represents the century (0 = 20th and 1 = 21st)  After the “1,” the next two digits identify the year “20” for year 2020 and “19” for the year 2019.  The last digit identifies the semester – 2 = Winter, 4 = Spring, 6 = Summer and 8 = Fall.

Report Results:  The query results will give you the student level data for the department indicated coupled with amounts and descriptions outlining the waived benefits.  Also, the results identify what dollar portion, between 0 to 100 percent, belongs to what assistantship/fellowship category (i.e. TA/GA/RA/GF).  Multiplying the percent by the “Item Amt” will calculate how much to allocate to each assistantship/fellowship category.  The data results work remarkably well for pivot tables.

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U of U Travel Restrictions Extended Through September 1, 2020

The President’s Cabinet has extended the current travel restriction for all university-related business travel for faculty, staff and students through September 1, 2020.  Travel Planners are asked to distribute this information to all University Travelers.

Business-related trips between now and September 1, 2020 should be cancelled, unless you have obtained a fully approved exception. Exception approvals should first be granted by the cognizant Dean or Vice President, and then screened for extraordinary final approval from one of the following:

NOTE: Exceptions to this restriction should be approved at least one week prior to departure.

As global and domestic conditions become more clear, we will continue to update travel restriction information.

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Property Insurance Deductible Now $2,500

The University of Utah is required by statute to participate in a risk pooling arrangement administered by the Utah State Division of Risk Management (DRM). Effective July 1, 2020, DRM changed the U’s property insurance deductible from $1,000 to $2,500 per occurrence. 

Go to the U Risk & Insurance Services website under the Property section for tips to prevent loss or damage to U property. If you have questions please contact U Risk & Insurance Services or ext. 1-5590.   

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EOR Review Requirement Change

The goal/threshold for Evidence of Review (EOR) has been increased from 80% to 90% completion. The volatility of these times may add a level of vulnerability to your activity and project funds. Please take extra care in monitoring these transactions.

Tips:

  • Run the report twice, once for activities and again for projects    
  • Make sure you’re marking the intended month (or all months)   
  • Confirmation that you have marked correctly is seen in the ‘Status’ column on the far right.
  • A name and date stamp mean it is marked but *None* means it has not been.
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PPE and Sanitation Supplies for Departmental Use – Campus Departments and Campus Clinics

Purchasing, along with General Stores and Receiving, have been partnering to source scarce PPE and sanitizer items for departmental purchase.  Currently stocked are:

  • Hand Sanitizer – sizes 4 oz to 1 gal
  • Disinfecting wipes and sprays
  • Procedure masks
  • Face covering, reusable
  • Face shields
  • Nitrile gloves
  • Touchless thermometers
  • Other PPE related supplies

We anticipate that many of these items will continue to be in short supply with wildly varied pricing and will have vendor allocations this year.  Multiple buyers have worked tirelessly to obtain the best prices currently available. 

Prior to returning to campus, we recommend that you order soon or during July to allow for allocations or items temporarily out of stock.  

For orders placed with General Stores, please ensure someone is available to receive orders in your department or place the order for WILL CALL at General Stores. WILL CALL orders should be picked up within 5 days of order.  

Please contact General Stores directly if you would like to place an order.  Some items may not currently be available; however, we will actively source and fill orders as soon as possible.  If there are PPE items you would like to purchase that aren’t currently stocked, please call to discuss.

General Stores Contact Information:

New Face Coverings Contracts and Procedure Masks

The University has options available for the purchase of reusable face coverings and procedure masks.  

General Stores has both reusable face coverings and disposable 3 ply procedure masks in stock and available for purchase by departments.  Campus Store has face coverings available for retail sale. 

There are new university wide multiple award contracts available to order reusable face coverings with or without logos.

Available face coverings have ear loops or ties, are washable a minimum of 25 times, have a minimum of 2 layers, and include a variety of sizes.

The vendors awarded in the logo category are compliant with CLC licensing regulations.

Vendors awarded have price breaks for large quantity orders and established lead times.

Please visit the contract directory and look for the icon titled ‘Face Coverings’ or contact the contract manager for more detailed information. 

Patti Service:  pservice@purchasing.utah.edu, 801-587-3894

LOGO Face CoveringsBSN Sports, Kotis Design, and 007 Marketing.

Non-Logo Face CoveringsKotis Design, Kalci Soccer LLC, 007 Marketing, LXG Inc., and RN Wellness.

Facilities Hygiene FAQs

The FAQs provided by Facilities identify several hygiene topics and provide guidance on what service custodians will provide, what is being asked of everyone, and how to get help if there are concerns.

Faculty and Staff Resources for Returning to Campus

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Fiscal Year-End Closing Information and Dates

All individuals responsible for Management Reports should carefully review their statements between now and the first part of July to identify any corrections or adjustments, which should be reflected in the statement for the month of June. Suggested items to be examined are:

  1. Are asset and liability balances supported by detailed listings or other documentation? If not, adjust the balances to agree with the documentation. Documentation for all balance sheet balances at June 30 (except Accounts 10500, 11000 thru 12099, 20099, and 30000) must be submitted to General Accounting no later than July 15th. Any undocumented balances may be written off against Fund Balance. Questions regarding this documentation requirement should be directed to the Accountant listed at the bottom of your Management Reports
  2. Are expenditures shown in the proper Activity or Project and in accordance with any restrictions?
  3. Do revenues, as recorded, represent all revenues earned?
  4. Are transactions recorded in the proper Account code?
  5. Are the outstanding obligations correct?

See Full Memo With All Year-End Deadlines Here

Important Note: Departments need to pick up their campus mail at Print & Mail Services.

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Changes to eJournal (eJE) and Management Reports for new BU 06

Beginning Fiscal Year 2021, the University of Utah “Utah Health Plans” will begin to book transactions with data in 3 new ChartFields. “Product,” “Group,” and “Place” will provide more granular data to ease complex analysis of this growing business segment in the University Hospital. Although these new ChartFields will only be available in the new Business Unit (BU) 06, these changes have required significant changes to the underlying tables.

Updates will be made to the Peoplesoft system on Saturday, June 6, 2020. System will be unavailable during these updates. See information about the outage from UIT:

PeopleSoft Financial Maintenance on June 6

Beginning Sunday, June 7, 2020, the new ChartFields will be available and campus users will notice significant changes to eJournal (eJE). eJE users are encouraged to review the following PDF outlining these changes and instructions to utilize new upload functionality. Current “upload template” processes have been re-written to address BU06 and JAVA changes. Users will have to learn how to use the new “upload template” beginning June 7, 2020. eJE users will find the information they need in this PDF:

e Journal Presentation

Campus users may also notice minor changes to the Management Reports application with options to pull transactions to be booked in the new BU 06.

If you have any questions, please Ask Us here.

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PPE and Sanitization Supplies

Purchasing, along with General Stores and Receiving, have been partnering to source procedure masks, face-covering style masks, nitrile gloves, wipes, touchless thermometers, hand sanitizer as well as other pandemic related supplies. We anticipate that many of these items will continue to be in short supply and will have vendor allocations this year.

For orders placed with General Stores, please ensure someone is available to receive orders in your department or place the order for WILL CALL at General Stores so you can pick it up within 5 days of placing an order.  

Due to short supplies, we request at this time that ordering be limited to labs and departments returning to campus during Project Orange.  

Please contact General Stores directly if you would like to place an order.  Some items may not currently be available, however, we will actively source and fill orders as soon as possible. If there are PPE items you would like to purchase that aren’t currently stocked, please call to discuss.

Welcome back to those who are returning to campus. 

General Stores 

Ordering Email:  csr@stores.utah.edu

Website: https://fbs.admin.utah.edu/stores/

Phone: 801-581-8671

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Vice President (or designee) Approval Required on Expenditures Exceeding $10,000

In response to the directive dated April 29, 2020, issued to the President’s Leadership Council from President Watkins and Senior VPs Reed and Good (read here), the Purchasing Department has implemented new procedures and processes to address required vice presidential approval for expenditures exceeding $10,000.00.

To adhere to this directive, all in-process and newly received UShop requisitions with a value greater than $10,000, regardless of origination date, will require written cognizant vice presidential or designee approval prior to being processed.

Purchasing Department buyers will contact requisitioning departments to obtain the required written approval for all in-process requisitions received prior to this new directive. Newly received affected requisitions will be reviewed for proper written vice presidential or designee approval. Requisitions exceeding $10,000 in value not accompanied by written approval will be held until written approval is received. Requisitions denied approval will be returned to the requisitioning department. If an exception to the directive has been issued by a vice president, a copy of such should be submitted with the requisition.

Questions regarding the $10,000 written approval directive or possible exceptions should be addressed with the business officer(s) within your reporting area. Purchasing Department buyers should be contacted for requisition-specific questions.

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Q3 FY 2020 UMV for Endowment Projections

The ending quarter endowment pool unit market value (UMV) for March 31, 2020, is $196.72 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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