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
- Select reviewed activities/projects, and click button “Mark Reviewed,”
- 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:
- 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.
- This responsibility cannot be delegated to an individual who also has the authority to initiate financial transactions.
- 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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The Payroll Processing for the January 7th, 2020 paycheck is completed, and the paycheck information is available on Campus Information Services.
- Signon to the CIS.
- In the employee section, Click the Payroll, Taxes and Salary link.
- Click View Paycheck and you will see your current check.
- Click W-4 Tax Information and you can view/update your W-4 Tax Information.
- 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 January 7, 2020 . 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
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.
We’re both saddened and thrilled for him to announce the retirement of Bob Tiney, a buyer in the Purchasing Department. His last day at the University is January 15, 2020.
Bob has been a valued and vital member of the Purchasing Department for the past 28 years including full- and part-time work. We will miss Bob’s extensive IT experience and knowledge, reliability, and dedication. His contributions and years of service have been integral to the success of the Purchasing Department.
We wish Bob all the best!
Buyer Assignment Changes
We are pleased to welcome Colette Brown, senior buyer, as the new IT buyer. Colette has worked in the Purchasing Department for the last four years, and has a total of seven years of experience in procurement.
We’re also very pleased to welcome Aimee Elliott to the Purchasing Department as a buyer. Aimee brings with her over five years of experience in procurement, with much of that time in healthcare. Aimee’s new buying assignments and commodities will include furniture, flooring, window coverings, and bottled water/purification.
The BPAG minutes from the December 13, 2019 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 list
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The ending quarter endowment pool unit market value (UMV) for September 30, 2019, is $220.61 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!
The Office of Scholarships and Financial Aid has Work-Study funding available for the 2019-2020 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 2019-2020 year.
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 let the department know. If your student worker(s) are interested in Work-Study please let them know they can on our website.
Once a student has 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 email@example.com.
The ending quarter endowment pool unit market value (UMV) for June 30, 2019, is $220.14 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!
Central Administration has seen multiple instances where the question on the Traineeship Form “Is the payment for a current UofU Employee?” has been answered incorrectly (i.e. “No” when it should be “Yes”).
For those completing this form, you are asked to always double check and verify if a student receiving a payment is also a University employee. Incorrectly answering that a student is not an employee, when the student is, has the potential to lead to consequences that might negatively impact the student (with the IRS), your department and/or the University (with the IRS and the Award Sponsor), and delay the payment to the student.
Please ASK US if you have any questions.
As of July 1, 2019 (fiscal year 2020), General Accounting will begin assessing a $10 fee for posting un-booked deposits greater than 90 days old to the appropriate Department.
University Policy (Rule 3-003B) states transactions should be documented, appropriately approved, and recorded on a timely basis. Revenue should be reported in the month in which the revenue is earned. Deposits that have not been recorded in PeopleSoft for more than 90 days are not meeting this requirement. Failure to book deposits in a timely manner results in inaccurate reporting of revenue on a Department’s Management Reports. See the attached memo from Laura Howat, Interim AVP for Financial and Business Services.
The State auditors will begin their fieldwork testing June 24th and will be working on campus through September. This year’s State audit team will include Jason Allen and Bertha Lui, Senior Audit Managers and their staff; Kathryn Hoins, David Ingram, Daniel Layton, Chase Brown, Tyler Lanham and Craig Hatch.