Work-Study Deadline 09/30/16

Work-Study funded students must be placed in their first fiscal-year job no later than 09/30/16. Departments intending to employ a work-study student for the 16/17 fiscal-year must submit their Job Referral Notice (JRN) requests no later than 09/30/16. Students without a current fiscal-year JRN by 09/30/16 will lose their work-study funding and cannot be hired in the work-study program.

Payroll accounting for work-study employees must be correct by the pay period ending 09/30/16. If the payroll accounting is not correct, the student may lose their work-study funding and the employer will not be able to hire the student as a work-study employee after 09/30/16.

Please review your records for the following:

1) You must have a current JRN. The JRN authorizes the student to work for a specific department for a specified period of time. The JRN also indicates the authorized account number that must be used in order to utilize work-study funding.

2) The chartfield distribution on the e-PAF must include the Org ID and account number that is authorized on the JRN.

3) Please be aware that wages charged to any ORG ID and/or account number other than those authorized on the JRN, are an indication that the student is not set up as a work-study employee. Carefully review your payroll reports. Errors not resolved with the FWS Coordinator during the subsequent pay period may cause the student to lose their work-study funding.

If you have any questions regarding this notice or about a student’s work-study status, please contact the FWS coordinator at faws@sa.utah.edu.

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Only 2 Days Left!

2 Business Days Left: Paper Requisition Submission Deadline is August 31, 2016

As a follow-up to the on-going messages we’ve sent throughout August, we want to remind everyone that there are only 2 business days left before paper purchase requisitions will no longer be processed.

Beginning September 1, 2016, any paper requisitions received will be returned to the originating department for submission through UShop.

Purchases of goods and services will certainly be significantly impeded if you are not ready to use UShop in preparation of this deadline. 

What can you do to prepare?

Training is essential for access to UShop. We have created both in-person training and online training opportunities throughout August so that you and your department can be prepared for the September 1 milestone. Please complete training as soon as possible.

Please let us know immediately if you anticipate any problems.

For assistance, call our HELP DESK at 5-CALL or use our ASK US form.

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Attn: Academic Business Officers – WACUBO Professional Development Opportunity

WACUBO is offering a Professional Development opportunity at the Marriott Downtown at City Creek, in Salt Lake City, September 19-21, 2016.

Negotiation
Negotiation skills are critical throughout all aspects of colleges and universities especially in creating value for your unit. Competition for resources, space, funding, equipment, and opportunities require techniques for successful negotiation. This workshop is designed to help business managers understand the negotiation process while learning strategies for analysis, develop decision making processes, and define methods for negotiations. You will learn how to define interests, set priorities, and develop mutually beneficial strategies for all parties.

Unit & Academic Business Officer
The world of the academic and unit business officer is changing—are you prepared? Attend this interactive workshop to build your foundation for success. Discover new ways to support and advance your organization. This workshop is geared toward early and mid-career professionals. You will learn to develop an action plan for adding value to your organization, raise your awareness about challenges and ethical issues, practice techniques for interacting and communicating effectively with faculty, administrators, students, and your peers, explore ways to improve processes in complex environments, and build a network of colleagues who have similar roles and responsibilities.

Official Brochure

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10 Days Left – Are you Ready to Use UShop?

10 Business Days Left: Paper Requisition Submission Deadline is August 31, 2016

As a follow-up to the message sent last week, we want to remind everyone that there are only 10 business days left before paper purchase requisitions will no longer be processed.

Beginning September 1, 2016, any paper requisitions received will be returned to the originating department for submission through UShop. Purchases of goods and services will certainly be significantly impeded if you are not ready to use UShop in preparation of this deadline. 

Training is essential for access to UShop. We have created both in-person training and online training opportunities throughout August so that you and your department can be prepared for the September 1 milestone. Please complete training as soon as possible.

Please let us know immediately if you anticipate any problems.

For assistance, call our HELP DESK at 5-CALL or use our ASK US form.

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August 2016 BPAG Minutes Available

The BPAG minutes from the August 12, 2016 BPAG meeting are now available on the Financial Solutions website.

What is BPAG?

BPAG stands for Business Process Advisory Group.  Business officers from across campus meet monthly with central administration to address problems and issues along with suggestions to solve them.  Over the past several years, BPAG has helped to facilitate many important changes implemented by central administration. BPAG is not a policy making group, a priority setting group nor is it intended to be the primary means of communicating to all the departments.

To learn more about BPAG, click here.

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Ask UsPlease ASK US if you have any questions.

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PCard Application Requirement – UShop Training

Beginning Monday, August 15, all new campus Purchasing Card applicants will be required to become UShop Shoppers, prior to receiving a Purchasing Card. This means campus applicants must complete Shopper training before submitting their Purchasing Card application. Reconcilers were notified of this as a part of the regular distribution of PCard statements in July.

The University recommends all cardholders become trained in UShop to better understand how to take advantage of University contracts and more efficient procurement.

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A Few Days Left – Are you ready to use UShop?

Paper Requisition Submission Deadline: August 31, 2016

As a follow up to the message sent last week by Ruth Watkins and John Nixon to the Deans, Chairs and Program Directors, we want to remind you of some specific information regarding the upcoming deadline for the discontinuation of paper-based purchasing requisitions.  

These bullets contain key information mentioned in the August 1 message from Ruth Watkins and John Nixon:

  • Be Aware of the Deadline: Beginning September 1, 2016, paper purchasing requisitions will no longer be processed.  This deadline is now only 15 business days away.
  • Training is Essential for Access to UShop: We have created both in-person training or online training opportunities throughout August so that you can be sure to be prepared for this September 1 milestone.  Please complete training as soon as possible. 
  • You can help with the transition: Please convey this message to your staff and faculty who have budget and purchasing responsibilities.  Please let us know immediately if you anticipate any problems with the September 1 deadline.

Any paper requisitions received beginning September 1 will be returned to the originating department for submission through UShop. Purchases of goods and services will certainly be significantly impeded if you are not ready to use UShop in preparation of this deadline.  Thank you for your immediate attention to this matter. 

For assistance call our HELP DESK at 5-CALL or use our ASK US form.

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Cost Transfer Process And Form Have Been Updated

Research Management and Compliance announces that the Cost Transfer (CT) requirements and documentation expectations have been updated. As a result, the following items have been added, updated, or clarified:

  • Many corrections can now be processed using only an eJournal (instead of a CT). The same documentation is still required, but you won’t need to do the CT Form.
  • An “Expense Correction Flowchart” that specifically identifies which transactions do and do not need to be submitted via a CT (see link below).
  • Specific items that must be addressed in the CT explanation.
  • The documentation that must be submitted with a CT Form.
  • Specific Forms that must be completed and submitted with a CT.

The Cost Transfer changes that have been implemented will help:

  • Standardize, streamline, and simplify CT preparation
  • Reduce the CT review and approval time at the department level
  • Minimize the level of GCA and other administrative effort to review, approve, and finalize the CT entry.

Click here for the updated CT instructions and read the expectations when preparing and submitting a Cost Transfer (you will want to bookmark this page if you prepare cost transfers; all forms and documents can be found on this page). The easiest method to learn and understand the updated CT requirements is to follow the CT instructions while preparing a CTCT’s that have been or are currently in the process of being prepared (following the old instructions) will still be accepted. Any new CT’s should begin immediately to follow the updated CT instructions.

Ask UsPlease ASK US if you have any questions.

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Audit News – State Auditors’ Fieldwork

The State auditors will begin their interim fieldwork testing remotely this month and will be on site beginning in September.

This year’s State audit team will include Jason Allen, Supervisor and his staff; Nate Grondel, Aubrie Turner, Andrew Driggs, Matt Johnson, Will Maguire and Jake Houtrouw.

Ask UsPlease ASK US if you have any questions.

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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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