Accounting Month Closed for September 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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Enhancements to Scholarship/Fellowship/Traineeship Payment Request Processing

In an effort to simplify the Scholarship/Fellowship/Traineeship process, the Scholarship/Fellowship and Traineeship forms have been combined into a single comprehensive form. This new form can be used for all ePR business purposes under the Scholarship/Fellowship/Traineeship payment type.

Additional Form Enhancements:

  • An initial payment date field has been added and should correspond to the invoice date indicated on the ePR. This indicates the desired processing date (print date for checks, transaction date for direct deposit) for the initial payment.
  • The beginning and end date entry boxes have been moved up on the form and reformatted to communicate these dates more clearly. The first and last month date fields are otherwise unchanged and should include the full date (mm/dd/yy).

Along with form improvements, there are additional features available in ePR:

  • The invoice date on the ePR:
    • This date controls when the payment is processed and can now indicate a date up to two months in the future, in effect allowing a department to schedule the initial payment. The subsequent payments will be issued on the first of each following month.
    • If a future date is indicated on an ePR that is NOT for a Scholarship/Fellowship/Traineeship, it will have the same effect—the payment will be scheduled but not released until the date indicated.
  • The accounting date on the ePR will determine when the expense posts to the Management Reports.

The new Scholarship/Fellowship/Traineeship Form is linked directly from the attachment section of ePR when the Scholarship/Fellowship/Traineeship payment type is selected. It is also available from the Accounts Payable forms page. Detailed instructions including a summarized checklist have also been published along with an updated Educational Payments Decision Document. Both of which are also available from the Accounts Payable forms page.

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View Paycheck & Check/Advice Roster

The Payroll Processing for the October 5th, 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 October 5, 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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September 2018 BPAG Minutes Available

The BPAG minutes from the September 14, 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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Announcement: New Leadership GCA/Research Support & Analysis

New Associate Director, Research Support & Analysis: Rob Allen

Financial & Business Services is pleased to announce that Robert Allen is our new Associate Director, Research Support & Analysis. Rob reports directly to Ken Erickson, Director of Research Management & Compliance.

Rob joined the Research Management & Compliance department on April 1, 2016 as the Manager of Cost Accounting & Analysis. Rob has recently been the Interim Manager of Grants and Contracts Accounting and the Manager of Property Accounting. Rob is a licensed CPA and has extensive professional experience in government regulations, compliance, reporting, financial management, budgeting, cost accounting and auditing.

Rob is familiar with our research portfolio, costs and rates at the University of Utah (he manages the data preparation, review and submissions in our F & A Rate Proposals).

Rob is a graduate of the University of Utah with a Bachelor of Science degree in Accounting and he holds an MBA degree as a graduate of Utah State University. Rob’s employers (prior to the University of Utah) included the Defense Contract Audit Agency, Hercules Incorporated, Dyno Nobel and TATC.

Please join Financial & Business Services in congratulating Rob as he integrates his experiences into the research mission of the University of Utah.


New Manager of Grants & Contracts Accounting: Sally Petersen

Financial & Business Services is pleased to announce that Sally Petersen is our new Manager of Grants and Contracts Accounting. Sally will report directly to Ken Erickson, Director of Research Management & Compliance.

Sally joined the Research Management & Compliance department in 1994 as an Associate Accountant. Prior to that role, Sally was in the university’s Accounts Payable department for six years. Sally also worked as an Accountant and, most recently, as the Assistant Manager of the Grants & Contracts Accounting department. Sally has extensive professional experience in federal grants and contracts, in our financial systems, in government regulations, in compliance and in reporting obligations. Sally is familiar with our research portfolio.

Sally is a graduate of the University of Utah with a Bachelor of Science degree in Mathematics (Summa Cum Laude).

Please join Financial & Business Services in welcoming Sally as she integrates her experiences into her work and the research mission of the University of Utah.

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Audit News – State Auditors’ Fieldwork

The State auditors will be on site beginning August 27, 2018.

This year’s State audit team will include Jason Allen, Senior Audit Manager and his staff; Kathryn Hoins, David Ingram, Kevin Dastrup, Daniel Layton and Chase Brown.

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Q4 FY 2018 UMV for Endowment Projections

The ending quarter endowment pool unit market value (UMV) for June 30, 2018, is $223.25 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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Temporary Access to the Purchasing, PCard & Accounts Payable Offices

Purchasing Department, Purchasing Card and UShop

Due to the construction in the Park Building caused by flooding, the entrances to the Purchasing Department will be limited to the ADA ramps and stairs located on the southeast and northeast side of the building. The more commonly used doors facing north, south and west (west side of the building) are not available. Purchasing is still in the same location. Elevators are still accessible to and from the first floor. Another notice will be sent when conditions change. Thank you for your patience.

Purchasing Department
201 S Presidents Circle, Rm 170
801-581-7241


 

Accounts Payable

As indicated in prior communications, due to the Park Building flood that occurred in July, Accounts Payable has relocated temporarily and a new “main entrance” has been established at 160C Park at the bottom of the ADA accessibility ramps on the South side of the Park Building. Using this new entrance is especially critical now that many of the 1st floor entrances to the Park Building are blocked due to construction. The most direct way to AP’s front desk is from the outside entranced circled in the map below. Thank you for your patience during this unexpected transition!

Accounts Payable
201 S Presidents Circle, Rm 160C
801-581-6976


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Accounts Payable Relocation

Due to the Park Building flood that occurred in July, Accounts Payable will be displaced for approximately 6 months. In order to maintain a good customer service experience during this time, we have a new “main entrance” located at the bottom of the ADA accessibility ramps on the North and South sides of the Park Building with way-finding signage that will hopefully guide customers to our new front desk. The entrance on the south side will be the most direct way to AP’s front desk which is now located in 160C Park, indicated on the map below. Thank you for your patience during this unexpected transition!

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Search Pending Approvals in ePR by Org

A new report has been created in the Financial Information Library called: EPR Pending Approvals by Org. Input the Org ID and optional Rollup to see all the pending approvals for that Org. The results of the report are:

  • Org ID
  • Descr
  • Pending Approver
  • Pending Since
  • ePR REquest #
  • Description
  • Role Name
  • Approval Sequence
  • Descr
  • Line Amount
  • Preparer

This report is in the EPR folder of the Financial Information Library.

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