All Employee Reimbursements: Delivery Options Now Streamlined

Financial and Business Services continues to align our processes with our strategic objective of improved efficiency. To that end, we are implementing a change that will simplify and speed processing, free resources for higher value activities and reduce errors and corrections.

Effective immediately, all employee reimbursements will be delivered one of three ways: Direct Deposit, Campus Mail to the Home Department address, or Hold for Pickup [held in Accounts Payable (AP) at 145 Park].

  1. DIRECT DEPOSIT is still PREFERRED: Direct Deposit continues to be the preferred distribution method for Employee Reimbursements, and if you are set up with Direct Deposit through Accounts Payable, the payment will automatically default to that choice.
  2. CHECKS – CAMPUS MAIL TO THE HOME DEPARTMENT ADDRESS: If you are NOT set up for Direct Deposit through Accounts Payable, the Campus Mail/Home Department Address option is preferred.
  3. CHECKS – HOLD FOR PICKUP: If you are NOT set up for Direct Deposit through Accounts Payable, Hold for Pickup is allowed, but should be reserved for situations where holding a check for pick-up is absolutely necessary.

This change may affect any paper Payment Request or Travel Reimbursement that has been submitted for payment, but has not yet been paid. As part of this change, we will no longer add or change campus addresses to existing employee vendors, and all new employee vendors will only have their Home Department address on file. This information is updated daily with any new data. Checks that are coded as Hold for Pickup will be held for 10 business days, after which time the check will be sent via Campus Mail to the Home Department address.

How can I lookup Home Department address for an employee vendor?

By following the instructions in the Vendor Search How-to Guide, here.

What if the Home Department information is not correct?: Systems will automatically detect the Payee’s Home Department, the Home Department address, and in some cases, the employee’s Supervisor. If this information is inaccurate, departments should initiate an ePAF to correct the information prior to requesting an employee reimbursement.

FUTURE EFFICIENCIES: Payroll Distribution – We are currently in the preparation and design phase of Payroll Distribution for employee reimbursements through the regular payroll cycle.  More information will follow about timelines for this preferred expense reimbursement practice.

Have questions or concerns? Use our ASK US form, or call Kori Wetsel at 801-581-4149.

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Sign up for Electronic W2

W-2 forms are available to University of Utah faculty and staff electronically. Benefits of opting to receive your W-2 electronically include:

  • Helping the University go green. If you file your tax return electronically, a paper copy of the W-2 is not required.
  • You will receive your W-2 several days earlier than paper copies.
  • Your sensitive personal information will not be sent through the mail.
  • A positive impact on the university’s budget.
  • Your past W-2s are available online back to 1999.
  • You may print the PDF if a printed copy is desired.
  • You only need to consent to receive your W-2 electronically once during your employment at the university.
  • Please take advantage of this opportunity by signing up by January 14, 2017.

To sign up:

  1. Sign on to the CIS and click the ‘Employee’ tab (if it is not your default tab).
  2. Click ‘Payroll, Taxes and Salary.’
  3. Click ‘W-2 Consent Forms’ and you will have the option to select to receive your W-2 electronically.

Ask UsPlease ASK US if you have any questions.

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TCM: Submit your Contracts – Final Bagel Giveaway

Thank you to those who have submitted their contracts to Purchasing.  Your efforts will help us have a successful implementation of TCM!

The winning department of our final bagel giveaway is Biochemistry.

For those still unaware, these efforts are in anticipation of the implementation of “Total Contract Manager” (TCM) which will be a central repository for all University of Utah procurement-related contracts. TCM provides electronic access to your departmental contracts, features a quick search function, as well as provides powerful reporting capabilities. TCM also has the ability to preset notifications in advance of a contract expiration date to allow sufficient time to finalize a new contract.

It is the approved intent to gather all contracts into TCM, and departments should share their contracts with Purchasing ASAP to join this important endeavor.

Submit your contracts now using this form.

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Have you completed your EOR?

Beginning with the June 2016 Management Reports, FBS implemented procedures to comply with a new Management Report Review Guideline which states that each PI/Account Executive (or their appropriate review delegate) MUST use Evidence of Review (EOR) tools to indicate their review is complete, and that this review should be done within 30 days of the close of the month, and required to be completed no more seldom that quarterly.

It has been 30 days since the close of the first quarter of this fiscal year, and we will be monitoring EOR for compliance.  Reports of areas of non-compliance will be provided to the cognizant Dean or Vice President.

How do I access and use EOR?

EOR is accessed through CIS.  Reviewers may complete a paperless review of their Management Report online, or they may request a PDF bundle of the Management Reports if a paper-based review enhances their ability to complete the requirements.

NOTE: Once review is complete, reviewers MUST use one of the buttons at the bottom of the EOR page to indicate the review is complete.  This image highlights some of the navigation points within EOR:

Other Resources:

If you have questions please contact General Accounting using our ASK US form.

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Reminder: Surplus and Salvage Pick Up Timelines

University Surplus and Salvage wants to remind departments of surplus order pick up timelines:

Pickup truck sized orders are the fastest to schedule for pick up and are usually completed within one week as Surplus typically has 15 to 30 pending orders at any one time. PLEASE NOTE: Larger orders may take up to three weeks to complete.

The size and quantity of the orders ahead of your work order will dictate the speed of completion. On average, Surplus picks up 5,000 pieces of property per month, or an equivalent of 3 to 5 household loads of property each day. Many departments expect that their order will be picked up within couple of days, but this is not always possible. Guaranteed next day pickup is not available due to the limited number of trucks, limited number of personnel and prior orders.

This reminder is being sent at this time in anticipation of the scheduled tear down of Milton Bennion Hall and many other department moves planned during the December break and throughout the Spring Semester. The upcoming months will be an extremely busy time for Surplus. If a department has an emergency order they can always use the Heavy Equipment and Moving Department to deliver the property to Surplus or University contracted movers.

To schedule a surplus order pick up, complete a work order request on the Surplus website.

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Coming December 2016: Electronic Payment Request (ePR)

FBS is excited to announce another step toward our objective to eliminate paper-based processes…

We have been hard at work in conjunction with UIT developers to design and build a new application we will call “ePR,” as it is an online, electronic Payment Request system.

Beginning Spring Semester, ePR will be used by all our users to replace all payments currently initiated with the paper Payment Request. This new application will be accessed from within UShop, and will compliment the efficient procurement processes available through the marketplace. ePR payments will use electronic workflow steps and notifications similar to UShop transactions and will also allow easy online submission of supporting documents.

We plan to release three initial payment types (Employee Reimbursement, Non-employee Reimbursement, and Direct Payment), each of which will utilize the least number of workflow steps as possible for the given payment type. Eventually, the “Direct Payment” payment type will be further refined to simplify other processes, such as: Honorariums, Guest Lecturer Payments, License Renewals, etc.

More information regarding implementation dates, access and training will follow as the release date draws near. Users are encouraged to continue use of the NoPO form within UShop, or the paper Payment Request form until they gain access to the new ePR application.

Once we finalize ePR implementation strategies, Accounts Payable will publish a date after which paper forms will no longer be processed.

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TCM Bagel Giveaway: Submit your Contracts

Thank you to those who have submitted their contracts to Purchasing.  Your efforts will help us have a successful implementation of TCM!

For those still unaware, these efforts are in anticipation of the implementation of “Total Contract Manager” (TCM) which will be a central repository for all University of Utah procurement-related contracts. TCM provides electronic access to your departmental contracts, features a quick search function, as well as provides powerful reporting capabilities. TCM also has the ability to preset notifications in advance of a contract expiration date to allow sufficient time to finalize a new contract.

It is the approved intent to gather all contracts into TCM, and departments should share their contracts with Purchasing ASAP to join this important endeavor.

Submit your contracts now using this form, and you will be eligible for our next giveaway!

Congratulations to the Biology department for winning bagels for their office.

Our next giveaway will be during the week of November 14th!

For more information regarding TCM and the bagel giveaway, refer to this post.

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TCM Bagel Giveaway: Submit your Contracts

Thank you to those who have submitted their contracts to Purchasing.  Your efforts will help us have a successful implementation of TCM!

For those unaware, Total Contract Manager (TCM) is a central repository for all procurement related contracts. TCM provides electronic access to your departmental contracts, features a quick search function, as well as provides powerful reporting capabilities. TCM also has the ability to preset notifications in advance of a contract expiration date to allow sufficient time to finalize a new contract.

Submit your contracts using this form, and you will be eligible for our next giveaway!

Congratulations to the Ophthalmology department for winning bagels for their office.

21 contracts were submitted for this giveaway – our next giveaway will be on October 31.

For more information regarding TCM and the bagel giveaway, refer to this post.

 

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Total Contract Manager – Learn more, Submit your Contracts & Win Bagels!

The Procurement & Contracting Services Department has started the implementation of a new electronic “Total Contract Manager” System (TCM) as part of the campus wide UShop Marketplace System.

We are asking departments to use this form to tell us about the contracts in your area and to upload a copy of your completed contracts to the Purchasing Department for the TCM system.

We will be drawing a name from the submissions for office bagel give-aways every other Monday until Thanksgiving. We appreciate your help with this project!

What will TCM do?

This new system will act as a central repository of purchasing related contracts, which will enable departments and business units quick and easy electronic access to their contracts. Pre-set ‘alerts’ can be set in the system to give advance notice of the contract expiration date or other date sensitive requirements such as term renewals along with many other features to assist departments to manage their contracts. As we begin implementation, our department will be outreaching to departments and business units to obtain a copy of their procurement based contracts so that we may input them into this new system.

As the implementation of TCM progresses, the procurement department will be outreaching to departments and business units to obtain copies of their procurement based contracts, as each contract will be input into the new system. In addition to this outreach, departments and business units are being asked to utilize the TCM web page, as an easy and convenient way to provide detailed contract information with a resource for uploading copies of each contract.

The request for all procurement based contracts will begin on October 3, 2016 and we ask for your expedient response. If your department or business unit would like more information, please call the Department of Purchasing at 801-581-7243 and ask to speak with Michael Smith or Joe Bryant.

More information about this new system can be found on our Purchasing Home Page under Total Contract Manager.

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Remember to Return Your Paper LPO Forms!

As the month is coming to a close, we ask that you still return any unused paper LPO forms to Accounts Payable.  We will be transitioning to a paperless process effective October 1st.  In most circumstances, LPO invoices received by Accounts Payable after September 30th will be returned to the originating department for processing on a UShop NoPO form.  Please submit any questions or concerns to our Ask Us form.

We appreciate all the support we have received from the many departments who have returned their paper LPO forms!

Friday, September 23rd, marked the last day to be eligible to win bagels for your office by returning your paper LPO forms – and the final winning department is Geology & Geophysics!

See what paper processes will be eliminated next…

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