Accounting Month Closed for February 2019-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. 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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FY 2019 Year-End Procurement Submission Dates

The last day of the University’s fiscal year is June 30, 2019. Procurement transactions required to be completed prior to the end of FY 2019 are subject to the due dates described below. 

The dates shown below are estimates and not guarantees. They reflect the typical time necessary to allow for a procurement process to be completed, as well as for delivery of requested goods or services prior to June 30th. Delivery of goods or services based on procurement requests submitted after the dates below may not be completed by June 30, 2019.

April 8, 2019 – Request for Proposal (RFP): Requisitions for procurement requests requiring a request for proposal process must be submitted by April 8, 2019. This process requires draft RFP documents for review and input by Purchasing, committee chair participation, and suggested vendor list.

April 8, 2019 – Multi-Stage Invitation for Bids (IFB) for purchases over $50,000: Requisitions for procurement requests requiring a multi-stage low bid process must be submitted by April 8, 2019. This process requires bid stage advancement criteria, specifications/requirements, and a suggested vendor list.

May 3, 2019 – Invitation for Bids (IFB) and Sole Source Requests for purchases over $50,000: Requisitions for procurement requests requiring a standard low bid process must be submitted by May 3, 2019. The IFB process requires specifications/requirements and a suggested vendor list. The sole source request requires a completed sole source form and quote.

May 31, 2019 – Request for Quotes (RFQ) and Sole Source Requests for purchases between $5,000 – $50,000: Requisitions for procurement requests requiring a quote or sole source process must be submitted by May 31, 2019. The RFQ process requires complete specifications and a suggested vendor list. The sole source request requires a completed sole source form and quote.

Reminders:

  • Goods and Services must be received and the invoice dated on or prior to June 30, 2019 to be charged to fiscal year 2019 funds.
  • Grant funded purchases must be completed at least 30 days prior to project end date which may alter the timelines listed above.
  • Contracts must be fully executed before a purchase order is issued.

If you have questions, please contact the Purchasing Department at (801) 581-7241.

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View Paycheck & Check/Advice Roster

The Payroll Processing for the March 7th, 2019 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 March 7, 2019 . 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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Q2 FY 2019 UMV for Endowment Projections

The ending quarter endowment pool unit market value (UMV) for December 31, 2018, is $209.73 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 2019-2020.

If you have any questions or feedback just ask us!

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Notice for Federal Work-Study

The Office of Scholarships and Financial Aid has Work-Study funding available for the 2018-2019 academic year. Our goal is to fully utilize the funds we have to offer our eligible students Work-Study options. We would like to evaluate current part-time student workers to determine if they are eligible for Work-Study and also assist in any way possible for students to participate in the Work-Study program during the Spring 2019 term.

As an employer, this may reduce the cost of wages to your Department for your student employees. If you send us a list of all the part-time student workers you employ, we will happily look at their eligibility on a case-by-case basis to see if Work-Study is a possibility and provide further guidance to assist if needed.

As you are hiring new student employees, we would like to evaluate those students as well for eligibility for the Work-Study program. You may send us their name and student ID for review.

If it is determined that the student worker is eligible to participate we will put a Work-Study offer on their financial aid files. We will provide you with a list of students that have been offered Work-Study so that you can encourage them to accept the offer. Once a student has accepted Work-Study the employer will then need to complete a Job Referral Notice (JRN) Request on our website.

For employers with additional questions about Work-Study we have information available on our website.

You may also refer any questions the Federal Work-Study Coordinator, Emilie Hereth , at faws@sa.utah.edu .

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Risk Management – Materials Stored in Temperature Controlled Units Update

Risk Management requested the following information be sent.


If you store research or pharmaceutical materials in a temperature controlled unit, it is imperative that you take action to prevent losses due to equipment malfunctions, power outages, etc. (see Loss Prevention Protocols). University Administration made a Preventive Maintenance Agreement (PMA) a requirement for all units covered by insurance effective July 1, 2019 (see the February 3, 2019 Freezer PMA Requirement memo). For questions about PMA vendors or contracts, contact Hamer Reiser, Senior Buyer, at ext. 1-4022.

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University’s Property Insurance Policy

The University’s property insurance policy excludes coverage for property owned by University faculty, staff, students or visitors. Such persons’ homeowners or renters insurance policy applies on a primary basis for any loss to personal property. If you have any questions, contact University Risk & Insurance Services at extension 1-5590.

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Revised Sole Source Procurement Process Request Form

The Procurement and Contracting Services Department in conjunction with the Office of General Counsel and the Conflict of Interest Office has revised the Sole Source (Non-Standard) Procurement Process Request Form, commonly known as Sole Source Form.

The Conflict of Interest Disclosure section has been revised to include additional information and must be completed by each decision maker involved in directing the sole source selection to the vendor.

Section D has been added to Part 2 to include categories of exceptions to the standard procurement process requirements compliant with Regents Rule R571-8 and University Procedure 3-100C.

The new form can be found on the Purchasing website under FORMS, or click here. Please share this information with others in your department who may have interest.

Please contact the purchasing department (801-581-7241) if you have questions.

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Airport Parking Option: U Gets Discount at The Parking Spot

Christopherson Business Travel has been a longtime partner with the University of Utah, and they have recently entered into a partnership with The Parking Spot – an off-airport parking company that provides parking, transportation, and emergency services.

The Parking Spot is offering University of Utah Employees a special offer through February to use their services: A free upgrade to Gold status and one free day of parking (see flyer here).

You will need to sign up in one of two ways to benefit:

  1. Click here and register for a Spot Club Exec account.
  2. Download the mobile app and enter corporate code “Utah5921” during registration

Program Summary – Simple, Predictable, Personal.

Spot Club Exec Account:

  • Corporate discount (for business and personal travel)
  • Mobile app technology for check-in/check-out
  • Concur expense integration
  • Industry-leading rewards program (earn points for free parking)

Hospitality:

  • Open 24/7 with 5-7 minute shuttle rotations
  • Trunk to Terminal service (picked up and dropped off at your car)
  • Luggage assistance

Complimentary Emergency Service:

  • Battery jump-start
  • Tire change
  • Towing service

Introductory Rates: 

  • Uncovered Parking: $6.00/Day ($5.00 with reservation)
  • Covered Parking: $9.00/Day ($8.00 with reservation)
  • Corporate discount still applies

Note – This is a new option available to travelers, not a requirement. Current parking options include those listed below.

Airport Parking Options: 

  • Salt Lake International Airport – $9/Day
  • Park n’ Jet – $8.50/Day
  • Diamond Airport Parking – Redwood Road – $8.50/Day
  • Diamond Airport Parking – North Temple – $7.50/Day
  • The Parking Spot – $6/Day
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New functionality in Voucher and Vendor web apps!

We’ve added the uNID as a searchable field in both the Voucher and Vendor web apps. This means you’re now able to locate employee or student vendors using their U ID#.

Voucher & Payment Search:

Enter a uNID in the box labeled “Individual”

Vendor Search:

Enter a uNID in the box labeled “Individual.”

You may also use a partial uNID and the system will return potential vendor matches. (This only works from Vendor Search and not in Voucher & Payment Search.)

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