Purchasing Update – October 2021

The Utah procurement code has undergone several changes during the past few years, which have been communicated in BPAG meetings and in transactional situations where applicable. Since some of the code changes require updates to University procurement policy and rules, that effort is underway. We anticipate the policy review/approval process may take several weeks. 

Policy changes are primarily in three categories:  1. Updates to match current statutes;  2. Clean-up since the last changes in 2013;  3. Reductions and simplifications, where possible.

In cases where university policy is currently outdated as compared to Utah code, Purchasing is following the code statutes as required by law.  Examples include:

  1. Simplifications to the request for proposals (RFP) process, which include streamlining the “intent to award notice” and eliminating a “cost-benefit analysis”.
  1. Emergency procurements – public posting is now required, similar to sole source or solicitation postings. 30-day completion of work requirement.
  1. Restrictions and the exception process for equipment leasing – equipment leasing is generally prohibited, but an exception process is articulated.

With questions regarding this update, please feel free to contact Glendon Mitchell, Sr. Director of Procurement and Contracting services at gmitchell@purchasing.utah.edu or a member of the Purchasing team at 801-581-7241.

Subscribe to the FBS News E-mail ListSubscribe to the FBS News E-mail List
Comments Off on Purchasing Update – October 2021

Accounting Month Closed for September 2021-You may now review your Management Reports in EOR

The most recent accounting month is now closed. Your Management Reports are complete and ready for your review. For most departments/units, review and approval should follow the steps outlined in this memo. Some departments/units have alternate procedures in place to accomplish review and approval. Check with your unit’s accountant and/or the liaison listed at the bottom of your Management Report if you have questions about review and approval.

To proceed, please check both your PROJECTS and ACTIVITIES.

TO MAKE CHANGES, correct errors, etc.: Contact your departmental administrator as soon as possible (e.g. to prevent delay in posting your changes, please do not wait for the PAR forms).

MARK the Projects/Activities you have reviewed. (This does not necessarily indicate the transactions are correct, only that you reviewed them). There are only two approved methods to indicate Evidence of Review, and both are completed using the EOR web application

  1. Select reviewed activities/projects, and click button “Mark Reviewed,”
  2. Select reviewed activities/projects, and click button “Indicate Review PDF.”

Either action leaves a data indicator that review is complete. Signed review PDFs should be retained in your files for as long as you retain other Management Report documentation.

A new Guideline has been published to offer clarification to Policy 3-003: Authorizations and Approvals Required for Financial Transactions.

This Guideline is meant to improve internal controls across campus as it outlines:

  1. Account Executives (AEs) and PIs remain primarily responsible for monthly review of their Management Report and submission of EOR (Evidence of Review) – even if they have chosen to delegate this authority.
  2. This responsibility cannot be delegated to an individual who also has the authority to initiate financial transactions.
  3. GFA (Granting Financial Authority) is an application found on CIS that has been recently enhanced to allow AEs and PIs to make separate delegations for financial transaction approval and Management Report Review. (Follow these instructions to delegate authority)

Review and approval of these monthly reports is a key element in the University’s system of internal controls, and is further explained in University Policy 3-003, Authorizations and Approvals Required for Financial Transactions. – See Section III.F.

Please help us by providing feedback by clicking here.

Ask UsPlease ASK US if you have any questions.

Subscribe to the FBS News E-mail ListSubscribe to the FBS News E-mail List
Comments Off on Accounting Month Closed for September 2021-You may now review your Management Reports in EOR

October 2021 BPAG Minutes Are Available

The BPAG minutes from the October 8, 2021 BPAG meeting are now available on the Business Analysis & Support Services website.

October 2021 Meeting Minutes

  • BPAG Meeting Scheduling
  • Procurement Policy
  • Email Policy
  • OneU Updates
  • FBS Interns
  • Policy Exceptions
  • Open Discussion

To learn more about BPAG, click here.

Subscribe to the BPAG mailing listSubscribe to the BPAG mailing list

Ask UsPlease ASK US if you have any questions.

Subscribe to the FBS News E-mail ListSubscribe to the FBS News E-mail List
Comments Off on October 2021 BPAG Minutes Are Available

August 2021 BPAG Minutes Available

The BPAG minutes from the August 13, 2021 BPAG meeting are now available on the Business Analysis & Support Services 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.

Subscribe to the BPAG mailing listSubscribe to the BPAG mailing list

Ask UsPlease ASK US if you have any questions.

Subscribe to the FBS News E-mail ListSubscribe to the FBS News E-mail List
Comments Off on August 2021 BPAG Minutes Available

Free 3-Ply Masks Available Now

General Stores received donations of disposable 3-ply earloop PPE masks which are available for use throughout our University Community. Each department may receive up to 2 boxes, free of charge, while supplies last. These may be especially useful for areas with students, such as classrooms or student housing.

These masks are available by will-call at General Stores in the north end of the Randal Turpin Building #350, no order necessary. Arrive between 7:30 am-3:30 pm to claim your boxes. They are also available for delivery, by request, with the purchase of any other PPE supplies. If placing orders through the web, please add the request in the Special Instructions box.

Place an order by:
Calling – 801-581-8671
Emailing – 
csr@stores.utah.edu
Visiting – 
https://finance.apps.utah.edu/uofu/fin/stores/

Subscribe to the FBS News E-mail ListSubscribe to the FBS News E-mail List
Comments Off on Free 3-Ply Masks Available Now

PPE And Sanitation Supplies for Campus Departments and Clinics

As the beginning of the Fall Semester is quickly approaching, we suggest taking stock of the PPE and sanitization supplies you may need.  With continuing COVID cases, the need for hand sanitizer and normal cleaning supplies are necessary.  We have been told that surface cleaning is important but not necessarily sanitization.  General Stores is well stocked and there are currently no ordering restrictions or allocations except for some nitrile medical exam gloves.

Over the past 18 months, Purchasing and General Stores have been partnering to source PPE and sanitizer items for departmental and clinic purchases. While you are stocking up on PPE as needed, don’t forget to order your office and classroom supplies as well.

Please contact General Stores directly to place an order. If there are PPE items you would like to purchase that aren’t currently stocked, please call and we will be happy to help you. If you require large quantities of masks, gloves, sanitizer, etc., please let us know so we can work with our vendors to get those to you as timely as possible.

Welcome back to those who are returning to campus. 

Ordering Email:  csr@stores.utah.edu | Website | Phone: 801-581-8671

 

 

Subscribe to the FBS News E-mail ListSubscribe to the FBS News E-mail List
Comments Off on PPE And Sanitation Supplies for Campus Departments and Clinics

Temporary Move – Purchasing, UShop, PCard, and Contracts

Along with several other buildings on campus, the first floor of the Park Building flooded the night of August 1, 2021. Several offices were impacted, including Purchasing. Fortunately, Accounts Payable only received water damage to a small area.

Effective Monday, August 9, 2021, Purchasing, UShop, P-Card, and Contracts will temporarily be located within Accounts Payable in the Park Building, 201 Presidents Circle, Room 145. Office hours will remain unchanged for all of these units: 8 am – 5 pm, Monday through Friday.

Phones are being moved and no interruptions of service are anticipated, but please be patient and email if you cannot complete a call. While a renovation completion date has not been established at this time, it is anticipated that Purchasing’s move back to room 170 may take several weeks. Notice will be provided when that move is completed.

In addition to employee’s phone numbers, which are still operational, central numbers and an email address exist as follows:

Many thanks to Accounts Payable for making this accommodation, and best wishes to others on campus who are dealing with flood-related issues.

Subscribe to the FBS News E-mail ListSubscribe to the FBS News E-mail List
Comments Off on Temporary Move – Purchasing, UShop, PCard, and Contracts

Fiscal Year-End Closing Information and Dates

Fiscal Year-End Closing Information and Dates

All individuals responsible for Management Reports should carefully review their statements between now and the first part of July to identify any corrections or adjustments, which should be reflected in the statement for the month of June. Suggested items to be examined are:

  1. Are asset and liability balances supported by detailed listings or other documentation? If not, adjust the balances to agree with the documentation. Documentation for all balance sheet balances at June 30 (except Accounts 10500, 11000 thru 12099, 20099, and 30000) must be submitted to General Accounting no later than July 15th. Any undocumented balances may be written off against Fund Balance. Questions regarding this documentation requirement should be directed to the Accountant listed at the bottom of your Management Reports
  2. Are expenditures shown in the proper Activity or Project and in accordance with any restrictions?
  3. Do revenues, as recorded, represent all revenues earned?
  4. Are transactions recorded in the proper Account code?
  5. Are the outstanding obligations correct?

See Full Memo With All Year-End Deadlines Here

Subscribe to the FBS News E-mail ListSubscribe to the FBS News E-mail List
Comments Off on Fiscal Year-End Closing Information and Dates

Mail Service Changes During the Online-Only Educational Period: March 1-14

Deliveries During the Online-Only Educational Period

General Stores & Receiving

As a reminder, the scheduled move to the online-only educational period, March 1-14, 2021, is fast approaching. During this time many buildings on campus may be closed and unable to accept packages for delivery. We expect that you are already aware of how your department may be impacted during this time and have planned accordingly. Your department may choose alternate delivery options, as outlined here.

If General Stores & Receiving receive calls for help from carriers attempting to deliver packages to a closed building, we will instruct them to deliver the package to the Receiving department. From there it can be picked up by your department in WILL CALL with your University ID, or delivery can be arranged per your request.

When ordering from General Stores during this time period, please ensure you put “WILL CALL” in the special instructions if your area is not accessible by our delivery personnel. As always, please ensure a name and phone number are on every order so we can contact you in case of closures or delivery issues.

General Stores: 801-581-8671

Central Receiving: 801-581-7409

General Stores and Receiving
253 VRTUSB
1795 E South Campus Dr 253
Salt Lake City, UT 84112

FedEx, UPS, U.S. Postal Service (USPS), and Campus Mail deliveries

University Print & Mail Services would like some information that will allow us to help your department receive mail and packages during the online-only educational period from March 1-14, 2021.

Our questions to you

If your department will be closed or changing hours, please contact Juan Sosa at juan.sosa@utah.edu or 385-290-8878 with your answers to the following questions:

  1. Which departments will be closed and unable to receive FedEx, UPS, USPS, and Campus Mail packages?
  2.  When will your department officially close? 
  3. When will your department reopen and be ready to resume normal package/mail delivery after the online-only educational period?
  4. If your department plans to be open part-time, what will your open hours be and how would you like your mail/packages delivered?

Note: USPS can only deliver mail to offices that are open on a regular schedule. If notified, Print & Mail can receive your USPS mail and packages on your behalf. We’ll sort it and hold it at our facility until it is picked up or until regular mail delivery resumes.

What to do if your department is closed

If you work in an area that will be closed and you have a FedEx or UPS package that needs to be delivered or picked up during the online-only educational period, please read the following instructions:

If you have a UPS package:

  • UPS will deliver and pick up packages from Print & Mail. You can pick up delivered packages at the north end of our west loading dock(VRTUSB) between 8 am and 4 pm, M–F.
  • You can drop off processed and ready-to-ship UPS packages at the north end of our west loading dock (VRTUSB) to hold for UPS pickup at 5 pm, M–F. Please deliver the packages to Print & Mail before 4 pm to ensure they are sent out that day.
  • If your package is not ready to ship, please process the package with your UPS account before dropping it off at Print & Mail for UPS pickup. We cannot prepare UPS packages for shipping.
  • Contact UPS directly at 1-800-742-5877 to schedule a pickup with the courier.

If you have a FedEx package:

  • FedEx will deliver and pick up packages at Print & Mail. You can pick up delivered packages at the north end of our west loading dock(VRTUSB) between 8 am and 4 pm, M–F.
  • Print & Mail can process, prepare, and ship FedEx and SendSuite packages. To utilize this service, please drop off or pick up your package at the north end of our west loading dock (VRTUSB) between 8 am and 4 pm, M–F.
  • Contact FedEx directly at 1-800-463-3339 to schedule a pickup with the courier. 

Note: FedEx Ground and FedEx Express have different daily pick-up times. To ensure your packages are picked up on the same day you drop them off:

  • FedEx Ground packages must be delivered to us by 3:30 pm 
  • FedEx Express packages must be delivered to use by 4:30 pm

How to pick up items

If you need items during the closure period, please note that your mail, packages, and print projects can be retrieved in the following ways:

  • Print & Mail offers a free curbside pick-up service in front of VRTUSB between 8 am and 4 pm, M–F.
  • You can pick up mail/packages at the north end of our west loading dock (VRTUSB) between 8 am and 4 pm, M–F.
  • Print projects can be picked up in our lobby (VRTUSB 135) between 8:30 am and 5 pm, M–F.
  • To coordinate an alternate delivery plan, contact Juan Sosa before the closure dates at juan.sosa@utah.edu or 385-290-8878.

Uncollected or undeliverable items will be held at Print & Mail until the online-only educational period ends on March 15, 2021, or until we’re notified your department or building is reopened.


If you have further questions, please contact Juan Sosa at juan.sosa@utah.eduor call Print & Mail at 801-581-6171.

Subscribe to the FBS News E-mail ListSubscribe to the FBS News E-mail List
Comments Off on Mail Service Changes During the Online-Only Educational Period: March 1-14

Q2 FY 2021 UMV for Endowment Projections

The ending quarter endowment pool unit market value (UMV) for December 31, 2020, is $239.50 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 2021-2022.

If you have any questions or feedback just ask us!

Subscribe to the FBS News E-mail ListSubscribe to the FBS News E-mail List
Comments Off on Q2 FY 2021 UMV for Endowment Projections