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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Open House – You’re Invited!

Join us in welcoming the UShop, Purchasing, and PCard offices to the Park Building!

Open House

Room 170 – Park Building, with two days and times for your convenience:

  • Tuesday, February 21st, from 3 – 4:30 pm
  • Wednesday, February 22nd, from 10 – 11:30 am

 

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Q2 FY 2017 Revised UMV for Endowment Projections

The ending quarter endowment pool unit market value (UMV) for December 31, 2016, is $215.15 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.

Ask Us a Question If you have any questions or feedback just ask us!

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Need to contact the Purchasing, PCard, or UShop Offices this week?

As previously announced, the Purchasing, PCard, and UShop offices are moving to room 170 in the Park Building (near Accounts Payable).

The moving process begins on Thursday, February 9th at 1:00 pm and will continue through Friday, February 10th. During that time we will have limited to no access to emails or phones.

If you have an urgent need for Purchasing/PCard/UShop during that timeframe please contact us at the following numbers:

Purchasing: (801) 581-7241

UShop: (801) 585-2255

PCard: (801) 587-7859

Our offices will resume regular business hours on Monday, February 13th. Please share this information with members of your team that may need to know.

 

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Moving Notice: Purchasing, UShop, PCard offices

We are excited to announce that on February 10th, 2017 the Purchasing, UShop and PCard Departments are moving to a new location in the Park Building (near Accounts Payable).

Please update your records with the following new address information effective February 13, 2017:

201 S. Presidents Circle, RM 170

Salt Lake City, UT 84112

Other contact information for these departments will remain the same:

Purchasing

P-Card

UShop

Thank you for taking the time to update your records. Feel free to contact us with any questions.

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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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