Notice for Federal Work-Study

Posted February 19, 2019 in Payroll and tagged .

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

Posted February 8, 2019 in Risk & Insurance Services and tagged , .

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

Posted January 31, 2019 in Risk & Insurance Services and tagged .

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

Posted January 17, 2019 in P2P, Procurement and Supply Management.

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

Posted January 15, 2019 in Travel.

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!

Posted January 15, 2019 in Financial Services.

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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Important Notice: PAPER W-2 FORMS WILL NO LONGER BE DELIVERED TO UNIVERSITY DEPARTMENTS

Posted November 28, 2018 in Financial Services, Payroll, Tax Services.

Paper W-2 forms will no longer be delivered to University departments effective for 2018 W-2 forms delivered in January 2019.  This change is due to the risk of access to personally identifiable information and University efficiency improvements.

W-2 forms may be received electronically on the CIS or delivered by mail.

There are many benefits to the employee and the University of opting to receive the W-2 form electronically.  Please follow the instructions below to take advantage of this opportunity by signing up through the CIS.  

To sign up for an electronic W-2: 

  1. Sign on to the CIS click here.
  2. Select the “Employee Page.”
  3. Click the “Payroll, Taxes and Salary” tile.
  4. Click “W-2/W-2c Consent Forms” and you will have the option to select to receive your W-2 electronically.  (Visual instructions may be viewed at https://fbs.admin.utah.edu/tax-services/w2_form/electonic-w2/)

For employees choosing to receive paper W-2 forms delivered in the mail, the employee’s Home Address in CIS will be used for mailing the paper W-2 forms.  It is very important that the Home Address is the current address for delivery of the 2018 W-2 forms in January 2019.  If the Home Address is not correct, please change the address immediately using the instructions below.  Changing the Home Address after January 14, 2019 may result in an undeliverable or lost W-2 form.  Request to reprint W-2 forms will be charged a $12 processing fee.

To check or edit the Home Address for paper W-2 mail delivery:

  1. Sign on to the CIS click here.
  2. Select the “Employee Page.”
  3. Click the “Change Bio/Demo Information” tile.
  4. Click “Change Home/Mailing Addresses” button and enter correct Home Address.
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Property Accounting Position Announcement

Posted November 20, 2018 in Property Accounting and tagged .

Financial & Business Services is pleased to announce that effective December 3, 2018 Mark Hamilton is our new Manager, Project Administration, and will be leading our efforts to implement a distributed tracking and inventory system for both capital and non-capital assets. He will be part of the Property Accounting office and will report directly to Rob Allen, Associate Director Research Support & Analysis.

Mark joined the University of Utah in 2013 as an Accountant for Financial Business Services and Auxiliary Services. Mark has also worked as an Accounting Manager in Financial Reporting & Accounting and most recently, as Associate Director of Accounting & Finance at the Center of Technology and Venture Commercialization. Prior to joining the University of Utah Mark worked in various financial management positions at Salt Lake Community College and has extensive experience in evaluating and implementing new systems designed for colleges and universities.

Mark is a graduate of the University of Utah with a Bachelor of Science degree in Accounting. Mark is a licensed Certified Public Accountant and a Certified Government Financial Manager.

Please join us in welcoming Mark to Financial & Business Services.

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Q1 FY 2019 UMV for Endowment Projections

Posted November 20, 2018 in Endowment & Investment Accounting, Financial Reporting and Accounting.

The ending quarter endowment pool unit market value (UMV) for September 30, 2018, is $226.81 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 2018-2019.

If you have any questions or feedback just ask us!

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Activity Funds Avail by Org Report in FIL updated with new columns

Posted November 19, 2018 in Financial Services and tagged .

The “Activity Funds Avail by Org” report has been updated. Two columns have been added:

  • FY Revenue
  • FY Expense

This report is located in the “ACTIVITY REPTS” folder of the Financial Information Library.

Ask UsPlease ASK US if you have any questions.

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