New Training Offered!

Procurement and Payments Basics

Accounts Payable and Purchasing have created a new training, which combines the material from both the AP and the Purchasing classes. This was done to more closely align our guidance to campus departments, and make the most effective use of your time. If you are new to a role which includes financial and/or procurement responsibilities, or if you want to re-familiarize yourself with best practices, please register for this class.

The next class is scheduled for next Tuesday, August 12, at 1:00pm.
This class will be held in Purchasing, and space is still available.

Click here to register.

FBS Training

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Lowe’s State Contract MA087 Update

This State contract offers a 5% discount by use of a key fob which is scanned at the register or the PRO desk. The discount is only for University purchases.

Lowe’s key fobs may be requested by email to: askme@purchasing.utah.edu or picked up from the receptionist at Purchasing, 1901 E. South Campus Drive, room 151 from 8-5 Mon to Fri. You may also contact the buyer, Polly Alles, by email at: palles@purchasing.utah.edu. Please include the requested number of fobs and the campus mail address and they will be sent to you via campus mail. Please share this information with interested department personnel.

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July Management Report Balances

Over the weekend the was a problem creating the carryforward (beginning) account balances and having them reflected in the July Management Reports. Consequently, on Monday, July 21st, the balances for July do not include the beginning balances that should have been carried forward from June. The correct balances will appear on Management Reports beginning Tuesday, July 22nd.

Also, please note that only July balances are affected and the June final balances are reflected in the June Management Reports.

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Fiscal Year-End Closing Information and Dates

Do you know what is required as part of the Year End process?

We have compiled a document to help. You will find:

  • Helpful tips and guidelines
  • Contact information for central administration offices
  • Important deadlines

 Click here to view the document

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Momentum Newsletter – Summer 2014

The Summer 2014 edition of the Momentum Newsletter is now available.

Click Here

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Campus Order Chartfield Validation Effective Today

In an effort to improve data quality and reduce the need for subsequent correcting entries, Accounts Payable and General Accounting have implemented Chartfield validation for Campus Orders. This will improve efficiency by avoiding the time required by your department, or central administration, to make corrections following an error.

Chartfield validation is widely used throughout campus for other financial transactions posted to the general ledger.

What this means for you?

  • Each Chartfield component must be valid, and in combination.
  • The Account code must be within the list of values specified on this webpage

If you submit a Campus Order to a reseller on campus, or if you are a reseller submitting the Campus Order to Accounts Payable, please ensure that the Chartfields used on the Campus Order satisfy both of these requirements.
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Audit News – State Auditors’ Fieldwork

The State auditors will begin their interim fieldwork testing this month, May, which will last through July. Additional audit work is scheduled for September.

This year’s State audit team will include Jason Allen, Supervisor and his staff; Melanie Henderson, Lisa McComb, Stephen Miller, Nate Grondel, Debra Glenn, Zachary Page, Jenny Coblentz and Matthew Dame.

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New Accounts Payable Assistant Manager

Accounts Payable is pleased to announce that Heidi Slack has been selected to fill the Assistant Manager position in our office. Heidi brings fifteen years of diverse University experience, most recently as a PCard auditor. She will lead the team that handles questions regarding payment status, appropriate payment methods, University policy, or general questions. Please feel free to contact Heidi directly at heidi.slack@admin.utah.edu , or 581-7048.

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New Enhancements to the Effort Distribution Report (EDR)

With the suggestions and feedback that users have given us, we have developed some exciting new enhancements to the EDR. New features include:

  • The EDR can now be used for all out-of-quarter reallocations for non-PAR employees. This is generally those Exempt employees who are paid from Activities and/or BU 02 Orgs (i.e., not from a Project). Charging Projects will not be allowed for these out-of-quarter reallocations.
  • Added Chartfield lines are numbered, with the ability to add more than one Chartfield line at a time.
  • Improved Search Screen functionality:
    • The cursor automatically starts in the Name field—no need to click into the box first.
    • Tab through the Search Screen with ease (tabbing order fixed for quick data entry).
    • There is now an automatic default of the current Fiscal Year and Quarter in the drop-downs.

Check out the new improvements to the EDR here, or through the Effort Distribution Report (EDR) link in the FBS pagelet on the CIS homepage.

Questions?

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State Contract News: OfficeMax Merges with Office Depot

OfficeMax and Office Depot, two of our current state contracted office supply vendors, announced a merger agreement as business partners.

As with all important business decisions, we are confident that Office Depot (contract MA142) and OfficeMax (MA1595) will continue to work closely with the University to make the integration as smooth as possible. The merger of both companies will take place over the next year. In the meantime, University customers will continue to do business as usual and receive the same high quality service we have come to expect. University departments may continue to use either or both contracts. Current customer’s website logins and user names will also remain the same for the time being.

Two additional state contracts are available through Staples (MA1596) and Metro Office Solutions (MA2077). The four current state contracts for office supplies will be in place through January 4, 2015. The State will issue an RFP next year to establish new contracts for office supplies.

Office Depot and OfficeMax will continue to operate under their respective names until further notice. The merger of the companies will eventually operate under the name of Office Depot, Inc.
If you have any questions, please contact Sonia A. Sullivan, Senior Buyer for Purchasing, at salfaro@purchasing.utah.edu or 801-581-6859.

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