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.

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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!

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Accounting Month Closed for January 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.

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November 2020 BPAG Minutes Available

The BPAG minutes from the November 13, 2020 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.

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Ask UsPlease ASK US if you have any questions.

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Intermittent System Issues

Attention campus users: We have been experiencing intermittent and varied system issues over the last several days.

In most cases, we are able to get a system back online before our users are impacted, but if you experience a significant error – please let us know using our ASK US form.

When reporting, it is helpful to know what you were doing when the error occurred and to attach any helpful screen shots.

We then work directly with UIT to report, address, and correct the issues.

FBS Web Application Status

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ePR: Employee Reimbursement Approvals >$1,000

Attention ePR preparers:

In response to an internal audit, and in strict adherence to Rule 3-010A, we have implemented system changes to enforce Director or Chair approval for all Employee Reimbursements that exceed $1,000.

The intent of the Rule is to provide incentive to departments to use recommended procurement methods based upon the Buying and Payment Guide. Prior to the internal audit, Travel & Reimbursement Services would scrutinize the content of the reimbursement to determine if preferred procurement methods were violated, and would re-route the reimbursement request back to the department to add Director/Chair to the workflow, if necessary.  The system will now enforce a requirement of Director/Chair when the request exceeds $1,000, regardless of the content of the payment.

We encourage Departments to use the most efficient and cost-effective procurement methods as outlined in the Buying and Payment Guide, especially to avoid unnecessary payment of sales tax.

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Preparing for Deliveries During the Two-Week Circuit Breaker

As a reminder, the two-week “Circuit Breaker” is approaching next week (Sunday, Sept. 27 through Sunday, Oct. 11, 2020), and 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 we 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 (801-581-7409). From there, it can be picked up by your department in Will Call or it will be subsequently delivered to your department once your building has reopened per your request.

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ePR Reimbursements

Travel & Reimbursement Services is seeing many reimbursements violating policy.  Please review the policy below to make sure you are complying in order to avoid delaying the reimbursement.

Policy Rule 3-010A.

One common violation is a missing approval from the Director or Department Chair on reimbursements over $1,000. We are fixing ePR so it will automatically add this approval step which simply requires the Director or Department Chair’s name or UNID to be put in.

Policy R3-010A, III.C.4

Reimbursements in excess of the established maximum, currently $1,000, require two approvals – the person’s supervisor and the director or department chair, along with an explanation of why preferred procurement methods were not used.

Another violation is sales tax reimbursement for non-business meals.  We are not able to reimburse sales tax without a Dean or VP approval. 

Other common missing items:

  • Missing proof of payment receipts
    • Has to show payee is out of pocket
    • Final transaction receipts from online orders – shipping details required for Amazon orders
  • New Membership requires VP, Dean, or Director approval
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New FIL Reports – See Details not found in Management Reports

We love to hear from our users! The following two FIL reports are now available to answer unmet needs from our campus customers.  These two new reports (one for Projects and one for Activities) were created to bring back descriptions on journal lines from UShop and ePR.  These descriptions are not found in Management Reports.  Please keep your suggestions coming using our ASK US form. Selection Criteria for these reports include:

•  Begin and end on Journal Date

• Begin and end on Account Range

You need Management Report security to run these reports.  They are located in the JOURNAL DETAIL folder. They are titled:

• Journal Line Detail – Activity

• Journal Line Detail – Project

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Purchasing Training Now Available Online

Due to COVID-19 restrictions, the Purchasing department’s in-person trainings will be available online through Zoom until further notice. If you have any questions, please contact Purchasing.

Click on the links below to register:

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