Mount Olympus State Contract Canceled, effective July 31, 2016

The Purchasing Department has received notice from the State of Utah stating they have decided to cancel the current contract (MA294) in place with DS Services (Mt. Olympus Water) effective July 31, 2016.

University departments may choose any supplier for water service as long as their annual service costs less than the $5,000 small dollar threshold.

Please note: You may still receive your spring water from Mount Olympus.

We recommend the following when making arrangements for your water services:

Mt. Olympus Water:

  • Current customers may be receiving a letter from Mt. Olympus with instructions to complete a new agreement. DEPARTMENTS DO NOT NEED TO SIGN AN AGREEMENT, AND WE RECOMMEND THAT THEY DO NOT SIGN PROPOSED AGREEMENTS.
    • Please note we are under pricing “Zone 6” and it will remain unchanged.
  • We have been told your account number will remain unchanged.
    • If you wish to continue service with Mt. Olympus, send a “Yes” and your account number to UTSLCMOD@DSSERVICES.COM.
    • If you wish to cancel the service, send a “No” and your account number to the same email as above.

Other water suppliers:

  • If you wish to cancel your service with Mt. Olympus, some other possible providers are Culligans or Pure Water Solutions.  There may be others you will want to investigate.
    • Culligan Water Contact info:
      • Nykee Walker – nykee@culliganslc.com – 801-954-9283
    • Complete new Account form – provided by Culligan Water
      • No documents to sign
    • Pricing for University:
      • All U of U accounts – hospital/clinic or campus
        $3.50 per bottle ($8.00 deposit)
        $1.50 delivery fee
        $6.00 cooler rental
    • Pure Water Solutions
      • 801-913-7892

Additional Reminders:

  • Only those with proper financial authority (as verified in GFA) should authorize water service.
  • We anticipate most water purchases will fall below the small dollar threshold as per R3-100D (http://regulations.utah.edu/administration/rules/R3-100D.php)

If you have additional questions, please contact the buyer, Colette Brown at cbrown@purchasing.utah.edu.

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Final Bagel Giveaway – Thank you for submitting Renewals!

Congratulations to Kate Sturgeon from Continuing Education & Community Engagement for submitting Renewals and winning bagels for her office!

NOTE: Departments are encouraged to use the Renewal form throughout the year when they engage with a supplier for annual or regularly scheduled services.

The Renewal process makes payment and tracking more convenient and efficient throughout the year!

 

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New Guideline: Management Report Review

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 approve 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)

Step 1: Login to Granting Financial Authority through CIS, and choose “Designate Alternate(s)”:

Step 2: Indicate individual to whom you wish to delegate authority (enter Employee ID), and which ORG, Activity or Project you wish to affect:

 

Step 3: On appropriate line, designate authority you choose to delegate, UShop Approval, EOR Approval or All Financial Transactions (only one role may be delegated to an individual):

Have questions? ASK US!

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UShop is Growing!

We are pleased to announce that UShop has reached 2 important milestones!

UShop now has over 3,500 enabled suppliers from which users are able to shop.

Additionally, 12,000 POs have been issued! 

As UShop use continues to increases across campus, we are diligently working to prepare campus to use UShop to replace many current paper-based processes.

Please make sure you are aware of these dates when various paper forms will be retired, and that your department is trained and prepared for these changes

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Weekly Bagel Giveaway – Renewals are due this Friday!

UShop Renewals” have replaced the annual Paper Blanket Order process – View the Renewal how-to video here, if you already have access to UShop.

Congratulations to Evelina Day from Campus Recreation for submitting Renewals and winning bagels for her office!

Get your Renewals done by Friday, June 24th to enter the final drawing!

June 24 is the final day to get your Renewals submitted before the end of the fiscal year. 

Don’t wait!  You can train online – See our ONLINE Shopper, Requisitioner and Renewal Training.

We also have resources ready to help you at our Hands-On help and Q&A session.  You will have in-person help to understand any UShop process you may have encountered, and we will be able to help you complete your Renewal process at the same time.

 

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Weekly Bagel Giveaway – Submit Renewals Before the Fiscal Year Closes

UShop Renewals” have replaced the annual Paper Blanket Order process – View the Renewal how-to video here, if you already have access to UShop.

Congratulations to Ann Buffington from the Office of Admissions for submitting Renewals and winning bagels for her office!

Get your Renewals done by Friday, June 17th to enter our next weekly drawing!

Get your Renewals (formerly Blanket Orders or Proof Reqs) submitted prior to fiscal year close – which is June 24 – to beat the rush! 

Don’t wait!  You can train online – See our ONLINE Shopper, Requisitioner and Renewal Training.

We also have resources ready to help you at our Hands-On help and Q&A session.  You will have in-person help to understand any UShop process you may have encountered, and we will be able to help you complete your Renewal process at the same time.

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“Evidence of Review” Tools have been Improved

EORThe Evidence of Review (EOR) application was implemented to give Account Executives and Principal Investigators a method to demonstrate required “evidence” that they had reviewed their monthly financial reports.
EOR has been redesigned so that the REQUIRED REVIEW options are at the BOTTOM of the list of Activities or Projects.  The “Detail Reports PDF” button and other tools to find/sort your data is now at the top right of the application.

Two NEW BUTTONS have been added to quickly locate Activities or Projects for the  Account Executives and Principal Investigators. Use of the “My Activities” and “My Projects” buttons will open separate tabs with the desired data, and do not require the search functionality.

We hope that these changes will simplify the required EOR tasks.

Please see screen shot below:

Ask UsPlease ASK US if you have any questions.

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FY2016 is coming to a close – View Year-End Dates

July 1, 2016 begins a new Fiscal Year, so the time has come to participate in the year-end closing process.

Don’t wait until the last moment to complete these tasks – get yours in early to beat the RUSH!

Please be aware of these deadlines:

  • Cost Transfers – June 17 (Payroll)/July 1 (Non-payroll)
  • Blanket Orders (Now UShop Renewals) – June 24**
  • Budget Changes – July 1
  • Campus Orders – July 6
  • Travel – July 6
  • Accounts Payable – July 8
  • Cash Receipts – July 8
  • Journal Entries – July 13
  • Purchasing Card Reallocations – July 13

More Detailed information on Fiscal Year Closing and Dates can be found here.

If you have any questions concerning the year-end closing process, please contact General Accounting at 1-5610.

**Need to be trained on UShop and Renewal forms? You can get your UShop training done ONLINE!

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Bagel Giveaway – Submit your Renewals to win next week!

UShop Renewals” have replaced the annual Paper Blanket Order process – Already have access to Ushop? View the Renewal how-to video here.

Congratulations to Chris Gonzalez from the Natural History Museum for submitting Renewals and winning bagels for his office!

Get your Renewals done by Friday, June 10th to enter our next weekly drawing!

Get your Renewals (formerly Blanket Orders or Proof Reqs) submitted prior to fiscal year close! 

Don’t wait!  You can train online – See our ONLINE Shopper, Requisitioner and Renewal Training.

We also have resources ready to help you at our Hands-On help and Q&A session.  You will have in-person help to understand any UShop process you may have encountered, and we will be able to help you complete your Renewal process at the same time.

 

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Submit FY2017 Renewals, Win Bagels!

“UShop Renewals” have replaced the annual Paper Blanket Order process – Already have access to Ushop? View the Renewal how-to video here.

Congratulations to Theresa Crow in Human Resources for submitting Renewals and winning bagels for her office!

Get your Renewals done by Friday, June 3rd to enter our next weekly drawing!

Get your Renewals (formerly Blanket Orders or Proof Reqs) submitted prior to fiscal year close!

Don’t wait!  You can train online – See our ONLINE Shopper, Requisitioner and Renewal Training.

We also have resources ready to help you at our Hands-On help and Q&A session.  You will have in-person help to understand any UShop process you may have encountered, and we will be able to help you complete your Renewal process at the same time.

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