Accounting Month Closed for May 2022-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.

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Small-Dollar / Single Procurement Threshold Update

Effective immediately, in response to the change to the small-dollar / single procurement threshold as defined in policy 3-100 and rule R3-100D, UShop workflow has been modified. Requisitions for non-restricted goods or services that previously were paused for procurement review and approval when the total requisition amount was greater than $5,000 will now pause for that review when the requisition amount is greater than $10,000. This does not apply to orders placed with punch-out catalogs where a contract is in place. That threshold will remain at $50,000. Please contact the UShop team with any questions.

ePR (Electronic Payment Requests) will reflect this change as well. The payment types previously limited to $5,000 will move to a $10,000 limit. Please contact Accounts Payable with any ePR related questions.

The single purchase threshold change will also affect PCard transactions valued between $5,000 and $10,000. For cardholders requiring a single limit increase greater than $5,000, a Change Cardholder Limits form is required to be submitted for approval. Requests for permanent PCard single purchase limit increases exceeding $5,000 will require detailed justification. Please contact the PCard office with any questions.

Contact information:

UShop: UShop@utah.edu; Phone: 801-585-2255
Accounts Payable: ap@admin.utah.edu; Phone: 801-581-6976
PCard: PCard@purchasing.utah.edu; Phone: 801-587-7859

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April 2022 BPAG Minutes Are Available

The BPAG minutes from the April 8, 2022 BPAG meeting are now available on the Business Analysis & Support Services website.

April 2022 Meeting Minutes

  • PI Budget Planning Tool
  • Stakeholder / Advisory Group Participation
  • Invoice Submission Form

To learn more about BPAG, click here.

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Glendon Mitchell Retirement

We would like to announce the retirement of our dear friend Glendon Mitchell, Director of Procurement. Retirement is a time to look back with satisfaction, look ahead with anticipation, and it is a time to fill each day with enjoyment. Congratulations on your may years of service to the University of Utah! We wish you the best of luck with all of your future endeavors.

After college, Glendon started his career as a retail store manager for a Utah chain. Later he worked for the same corporation as a category manager/buyer. Then, after a relatively short stay as grocery buyer, Glendon moved to the public sector as the equivalent of a Sr. Buyer for the State of Utah. Later he joined Salt Lake County as their Purchasing Associate Director. In 2012 Glendon joined the University of Utah as a Purchasing Associate Director and had a lot of fun trying to mitigate drastic changes to Utah procurement law and then implementing resulting changes. He became the Director of Procurement and Contracting Services in March 2016 and has enjoyed working with a top-notch team as well as dedicated campus constituents across campus.

Glendon is married and has four adult children, and 12 grandchildren.

His short-term retirement plans include caring for an aging parent and catching up with family and friends.

“It has been an honor and joy to work with Glendon and I will miss having him as part of my leadership team. He’s leaving really big shoes to fill!” Theresa Ashman

“Many thanks for the great partnerships and collaboration from the campus community. I recognize and appreciate your support to the dedicated team of professionals in our newly expanded department. Wishing the best for the continued growth and successes of the University. “ – Glendon Mitchell

Join us for Glendon’s retirement party on April 1st at 1:00 PM in the University Guest House.  Click here for invitation and parking information.

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March 2022 BPAG Minutes Are Available

The BPAG minutes from the March 11, 2022 BPAG meeting are now available on the Business Analysis & Support Services website.

March 2022 Meeting Minutes

  • OneU Project – Chart of Accounts
  • OneU Project – PeopleSoft Finance Optimization
  • GASB 87 Leases
  • Travel Cards
  • Purchasing Update

To learn more about BPAG, click here.

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Q2 FY 2022 UMV for Endowment Projections

The ending quarter endowment pool unit market value (UMV) for December 31, 2021, is $263.26 per unit. This information is necessary for Method 2 of projecting endowment income and is provided quarterly through FS 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 2022-2023.

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Accounting Month Closed for January 2022-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.

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January 2022 BPAG Minutes Are Available

The BPAG minutes from the January 14, 2022 BPAG meeting are now available on the Business Analysis & Support Services website.

January 2022 Meeting Minutes

  • Concur, Jagger Review
  • Website Redesign
  • Kronos (UKG)
  • W-2
  • Changes to Surplus & Salvage Schedule of Percentages
  • New Gift Card Procedure
  • OneU Updates

To learn more about BPAG, click here.

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KN95 Masks Available

Thanks to a decision by University Administration, General Stores has KN95 masks available at no charge to University Departments and Clinics.

These are currently on a weekly allocation at five (5) boxes of 50 individually wrapped masks per department. More are expected next week and allocations will increase. All no-charge items are available for will-call or for delivery with any purchase.

980280 – Mask, KN95, Earloop, 50/Box, Individually Wrapped.

Place an order through General Stores by either:
Calling – 801-581-8671
Emailing – csr@stores.utah.edu
Visiting – https://finance.apps.utah.edu/uofu/fin/stores/

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Gift Card Purchases and Requirements

The University has created a Gift Card Procedure surrounding the purchase and control of gift cards purchased by campus and hospital departments.

P3-100D Gift Card Purchases and Requirements is effective January 15, 2022 and can be found in the Regulations Library. This Procedure has been created to outline the approvals and controls that must be in place when gift cards are purchased. This Procedure applies to all academic and administrative units of the University and to all methods used when purchasing gift cards. 

Gift cards may not be purchased using personal funds, and will NOT be eligible for reimbursement in ePR, so gift cards MUST be purchased using PCards or UShop. 

Procurement and Contracting Services has also created a number of forms to be used when these purchases occur, as well as documents describing the procedures departments should follow. These documents can be found here.

If you have any questions, please contact:

PCardpcard@purchasing.utah.edu | 801-587-7859

UShopushop@utah.edu | 801-585-2255

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