Invoice Approvals & Fiscal Year Cut-Off

As we approach the deadline for invoice processing, please be aware that invoices exceeding $50,000 require approval by the account executive or approved alternate as defined by GFA. Invoices that are approved after the deadline will be processed and accounted for in the new year. Whether you have an invoice over $50,000 or one that you flagged as requiring approval, please review and approve those for FY2017 as soon as possible. The deadline for FY2017 invoice approvals is Tuesday, July 11th.

Ask UsPlease ASK US if you have any questions.

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Capital Equipment Inventories – Return by July 18

Any orgs that have not returned their completed FY17 Capital Equipment Inventories (over $5,000) to Property Accounting will need to do so by the year-end closing date of July 18. In order to avoid backup and promote efficiency, please return them as soon as possible. 

 

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***UPDATE***Management Reports Documents Now Available

Maintenance is now complete and documents are now available to view in Management Reports. 

When clicking on the spyglass icon in Management Reports, users receive this error: “Fatal error: Uncaught exception ‘com_exception’ with message……”.  The server that stores the documents is having unplanned necessary maintenance.  The server should be back online Monday.     

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Notice to Potential Work-Study Employers

As students begin arriving on campus in June for New Student Orientation, June is an ideal time to post your work-study job with Human Resources. Students may begin earning their Fall 2017 work-study award as early as July 1st, 2017. For more information please refer to the Hiring Process section of the Employer Work-Study Handbook or email faws@sa.utah.edu.

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Q3 FY 2017 UMV for Endowment Projections

The ending quarter endowment pool unit market value (UMV) for March 31, 2017, is $220.61 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.

If you have any questions or feedback just ask us!

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Audit News – State Auditors’ Fieldwork

The State auditors will begin their interim fieldwork testing this month.

This year’s State audit team will include Jason Allen, Audit Manager and his staff; Bertha Lui, Audit Manager and Pam Willis, Audit Staff.

Ask UsPlease ASK US if you have any questions.

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Liaison Change Application Issue ***Resolved***

This has been resolved

We are troubleshooting a problem with the Liaison Change application in both Activity and Project Lookup, which is currently not working. If you have an urgent change to make, please contact your cognizant accountant to do it manually. We hope to have this issue resolved soon.

Ask UsPlease ASK US if you have any questions.

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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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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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