Accounting Month Closed for May 2018-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. Sselect 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. Click here for a quick online EOR tutorial.

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.

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June 2018 BPAG Minutes Available

The BPAG minutes from the June 8, 2018 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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Attention PIs: Evidence of Review Update – New Column for High Risk Transactions

Evidence of Review (EOR) has a new column for Federally funded cost reimbursable Projects ending within 60 days.

PIs: We remind each PI that transactions spent very close to the end date of a project may be subject to additional review and scrutiny.  Transactions that appear on the report linked from this column  are potentially HIGH RISK transactions that could be challenged or disallowed and are subject to additional scrutiny by Internal and External Auditors. The link in this column is an easy way to review any HIGH RISK transactions and take appropriate action if transactions should not remain on the project.

What will appear on the FIL report? When applicable, there will be a link in the column to a report in the Financial Information Library (FIL) that will list any travel, supplies, or equipment transactions beginning 60 days before the Project end date.  Project costs in the last one (1) to ninety (90) days could have the appearance of merely spending down an unobligated balance. Project costs should always be “allowable, allocable, reasonable and necessary” to the goals of the award and any errors should be corrected quickly.  If there are no potentially unallowable transactions, the report will display, “NO RESULTS”.  The report can also be run manually by navigating to the Financial Information Library, GRANTS/CONTRACT folder, called “FED Proj Trans 60 Days to End”.

Security to the report is by PI/Account Executive.  All PIs, AEs, and Liaisons have automatic security.  Please fill out a Management Report security authorization form if needed.

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View Paycheck & Check/Advice Roster

The Payroll Processing for the June 7th, 2018 paycheck is completed, and the paycheck information is available on Campus Information Services.

  1. Signon to the CIS and click the Employee dropdown (if it is not your default tab).
  2. Click the Payroll, Taxes and Salary tile.
  3. Click View Paycheck and you will see your current check.
  4. Click W-4 Tax Information and you can view/update your W-4 Tax Information.
  5. Click Direct Deposit and you can view or edit your direct deposit accounts, or suppress the printing of your direct deposit advice.

Please remember if your net pay is being direct deposited, it will not be in your bank account until NOON on June 7, 2018. If you receive a check, the University will mail it to your home address on file.

Payroll Reports: For more information about how to view your Check and Advice Roster please see the FBS News Post – Check Advice Roster

Important Information

All Payroll self-service functions are turned off during payroll processing, which begins on the final day of the pay period at 5:00 PM and ends on payday.

If you have further questions please call Payroll at 581-7873.

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Q3 FY 2018 UMV for Endowment Projections

The ending quarter endowment pool unit market value (UMV) for March 31, 2018, is $227.18 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 2018-2019.

If you have any questions or feedback just ask us!

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Notice to Potential Work-Study Employers

As students begin arriving on campus in June for New Student Orientation, June is an ideal time to post your work-study job with Human Resources. Students may begin earning their Fall 2018 work-study award as early as July 1st, 2018. For more information please refer to the Hiring Process section of the Employer Work-Study Handbook or email faws@sa.utah.edu.

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Save The Date: Purchasing Department Vendor Fair – May 17

University of Utah Purchasing Department Vendor Fair

Thursday, May 17, 2018 – 9:00 am to 11:30 am

Union Building Ballroom

200 S Central Campus Dr.

Entrance is free.

This will be a great opportunity to meet with local Small Businesses, along with UShop Punch-out vendors and University of Utah campus vendors.

There will also be a drawing to win a $200 gift card to the Campus Store! Details about the drawing will be available at the event. 

Please contact the Purchasing Department with any questions.

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WHAT YOU NEED TO KNOW ABOUT THE U’S RENTAL CAR CONTRACTS

Risk & Insurance ServicesDid you know the University of Utah has access to car rental companies using state-negotiated contracts? Contracts are available with Hertz, National and Enterprise.
Travelers or drivers who use these agencies while traveling on University of Utah business need not purchase extra insurance or pay U internal fees. However, insurance must be purchased for 1) vehicles larger than a minivan, 2) when renting outside the state contracts or 3) renting in a foreign country. Instructions for renting vehicles can be found at Risk & Insurance Services.

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PLAN AHEAD FOR FIELD TRIPS

Be PreparedAre you planning field trips, activities, or events with your class or group? If so, plan ahead for special requirements, hazards, approvals, accommodations, liability waivers, equipment needs, transportation requirements and emergencies. A field trip guideline checklist and approved liability waiver form can be accessed at Risk & Insurance Services.

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DRIVER TRAINING

The U’s auto liability insurer, State Division of Risk Management mandates online driver training programs for all persons who drive personal, rental or university-owned vehicles on U business.

All employees, students or volunteers who operate any vehicle on U business, both as an essential part of their job function or on an occasional basis, must take this interactive training and a short test prior to the first time driving, every two years thereafter and following any preventable accident.

Please refer to the University Risk & Insurance Services (URIS) website for additional information about vehicle training programs and instruction.

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