PAM Update – Closeouts, Billings and AR

Posted June 11, 2013 in Grants and Contracts Accounting and tagged , .

We need your valuable assistance and cooperation to timely process sponsored research billings and close outs. We know that you, too, have identified certain critical projects requiring GCA staff actions.

The Project Administration and Management (“PAM”) initiative has been implemented on campus. Huron Consultants continue their help with certain aspects of our day-to-day Grants and Contracts (“GCA”) operations and administration. The recent conversion to the new system modules resulted in a backlog of: a) billing / invoices (574 items) that need to be processed and sent to sponsors; b) 1,305 projects that need to be finalized / closed out; and c) 1,247 Accounts Receivable entries that must be managed and collected. This backlog is in addition to the ongoing work in the GCA offices.

The goal for the GCA staff and the Huron Consultants is to have the majority of the backlog work completed by the end of August 2013. When the GCA staff or one of the Huron consultants (Kevin Cook, Brooke Weitz, Melissa Trask, Kevin Kamusoko or Andrew Merki) contact you during the coming months (June, July and August), please provide your prompt assistance and/or information pertaining to your applicable sponsored project(s). Your timely responses to their reasonable requests for information will maximize the value of these additional Huron resources and will keep their effort moving forward and on schedule.

If you have an immediate need to address a billing or close out, please contact Sally Petersen, Assistant Manager – GCA, at . Sally and/or the applicable GCA Grants Accounting Officer will normally respond to your request within two (2) business days.

Ask UsIf you have any questions, please contact Bob Turner, Manager – Grants & Contracts Accounting at .

Comments Off on PAM Update – Closeouts, Billings and AR

Scanned Documents for Commuter Services available in Management Reports

Posted May 20, 2013 in Financial Services, Financial Services Technical Support and tagged , .

Financial & Business Services is excited to announce that Commuter Services Invoices are now available using the spyglass spyglass in the Journal Detail of Management Reports. 

You can find the spyglass in the “View Doc” column of the Journal Detail of Management Reports.  The “Source” of the document is to the right of the spyglass.  Hover over the “Src” to see the “Source” of the document.
spyglass

Commuter Services Invoices joins the list of other documents that can be viewed in Management Reports:

  • Campus Order
  • Commuter Services
  • e-Journal Entry
  • Facilities Operations Billing Detail
  • General Journal Entry
  • Payment/Check Request
  • Printing Services Invoices
  • University Campus Stores Campus Orders
  • Wire Transfers

To learn more about the spyglass, visit the Journal Detail section of the Management Reports Help page.

Ask UsPlease ASK US if you have any questions.

Comments Off on Scanned Documents for Commuter Services available in Management Reports

Nonresident Alien Employee or Student Appointments with Tax Services

Posted May 17, 2013 in Tax Services and tagged , .

Non- US employees and non-US scholarship and fellowship recipients need to meet with Tax Services to complete additional forms. This is to ensure these individuals understand their tax responsibilities and to ensure taxes are withheld in compliance with US laws and regulations.

The following should be brought to the appointment:

  • Social Security Number
  • Passport
  • Visa

Please click here to schedule an appointment with Tax Services.

If you have any questions, Ask Us! Ask Us

Comments Off on Nonresident Alien Employee or Student Appointments with Tax Services

Audit News – State Auditors’ Fieldwork

Posted May 17, 2013 in Controller and tagged .

The State auditors will begin their interim fieldwork testing this month, May, which will last through July. Additional audit work is scheduled for September.

This year’s State audit team will include Jason Allen, Supervisor and his staff; Bertha Lui, Melanie Henderson, Lisa McComb, Brian Ipson, Stephen Miller, Debi Carty, Nate Grondel, David Burgess

Ask UsPlease ASK US if you have any questions.

Comments Off on Audit News – State Auditors’ Fieldwork

Multi-Stage Bid and Request for Proposal (RFP) Training

Posted May 10, 2013 in Procurement and Supply Management and tagged , , .

Training by the Purchasing department on writing an exceptional solicitation that meets the new Procurement Code requirements for multi-stage bids and RFP’s will be presented on May 22, 2013. The session will be from 9:30 to 10:30 AM with 30 minutes afterwards for questions. The location is the Spencer Fox Eccles Business Building (SFEBB). Permit parking (A & U) and pay lot 12 are just across the street, south of the building. Register for the class via the link on the Purchasing home page at Multi-Stage Bid and Request for Proposal Training. With questions contact Glendon Mitchell 801-587-3784.

FS Training

If you have any questions, Ask Us! Ask Us

Comments Off on Multi-Stage Bid and Request for Proposal (RFP) Training

Update on Project Encumbrance Issues

Posted May 9, 2013 in Financial Services and tagged , .

A previous FS News Post described a system issue resulting in negative encumbrances showing on Web Management Reports. There remain some isolated data anomalies, but the global issues have been resolved. We are also happy to report that the F&A encumbrance calculation is occurring every day. Combined with the daily Payroll Encumbrance process, you can feel confident that all project encumbrances are more accurate and more timely now than they have been for the past 15 years. We hope this increased accuracy and timeliness will help you as you make financial decisions based on the Web Management Reports.

If you any questions regarding your Financial Statements (including the remaining isolated encumbrance anomalies), please reach out to the Cognizant Accountant, whose name is at the bottom of your Activity/Project Management Report(s).

If you have further questions or comments about this news post, please also reach out to your friendly Cognizant Accountant or

Ask Us ASK US!

Comments Off on Update on Project Encumbrance Issues

April 2013 Momentum Newsletter

Posted April 17, 2013 in Financial Services and tagged .

The Momentum Newsletter is published quarterly and is meant for the use and benefit of the University of Utah Campus Community.

A full printable version of this newsletter is also available to forward to your colleagues.

Comments Off on April 2013 Momentum Newsletter

Proper Account Usage for Cell Phone Reimbursements ***Updated***

Posted April 8, 2013 in Financial Reporting and Accounting, Financial Services Technical Support and tagged , .

As you may already be aware, in March the process changed for reimbursing employees for business usage of their cell phones. Instead of initiating and renewing these reimbursements using paper forms and manual processes, this is now to be done via an eForm application through CIS.

For more information on this changed process or other questions regarding the Cell Phone Reimbursement Policy, please click HERE.

Cell Phone Reimbursement

One significant change you will notice increases the quality of data in recording and reporting this information for the university as a whole. This change requires the reimbursement to be charged to a specific range of account numbers in the Financial System Chartfield. In the past, your department could use any non-personal services account number. Now, all reimbursements of this nature will be limited to account numbers in the 633nn range. The general definition for this range of numbers is Telecomm – Other Charges. You’re welcome to choose any number within that range to account for these reimbursements. For the Hospital & Clinics (Business Unit 02) the account number will be 65250, which they have defined specifically for this purpose.

The enforcement of these account business rules went into effect on Tuesday, April 9, 2013. You are not required to go back and correct already submitted reimbursement forms.

Ask UsIf you have questions regarding the proper use of Account Numbers, please ASK US.

Comments Off on Proper Account Usage for Cell Phone Reimbursements ***Updated***

Fiscal Year-End Closing Information and Dates Document for Fiscal Year 2013 has been updated

Posted April 2, 2013 in Financial Reporting and Accounting and tagged , .

The Fiscal Year-End Closing Information and Dates document for fiscal year 2013 has been updated and is available on the FS pagelet on CIS.

Please take a moment to review the dates to make sure all your financial documents are in the hands of the appropriate department on time to insure your transactions for fiscal 2013 are processed in time to be included in the June Management Reports.

Ask UsPlease ASK US if you have any questions.

Comments Off on Fiscal Year-End Closing Information and Dates Document for Fiscal Year 2013 has been updated

Discover Credit Card Changes

Posted March 22, 2013 in Income Accounting, Payment Card Acceptance/E-Commerce and tagged .

CHANGES TO DISCOVER CREDIT CARD DEPOSITS

Beginning April 1, 2013, the Discover credit card settlement will be combined with the Visa and Mastercard settlement, to make one deposit to the bank. You will need to combine the Discover settlement total with the Visa and Mastercard settlement total, to make one total amount to book your deposit.

Our bank will now provide all merchant services for the Discover credit card, the same as they do for Visa and Mastercard, due to changes with Discover. Discover has made the decision to discontinue offering merchant services, and only have a credit card service. The bank will be funding our credit card deposits, rather than Discover. These funds will be combined with the Visa and Mastercard deposit, to make one deposit. The bank will also be our point of contact for any issue with a Discover transaction.

DEPARTMENTS USING THE ON-LINE DEPARTMENTAL DEPOSIT FORM

ALL March credit card deposits must be prepared and turned in to Income Accounting and Student Loan Services no later than Tuesday, April 2, 2013, at 5:00pm. Departments will need to hold ALL April credit card deposits, and not prepare theses deposits until after 1:00pm on Thursday, April 4, 2013.

Access to the use the departmental deposit form will be unavailable from 8:00am to 1:00pm, Thursday, April 4, 2013, to allow the required set-up changes to be made to the form. After that point in time you may begin processing deposits for your April credit card settlements, by only booking two credit card deposits, one deposit for Visa/Mastercard/Discover, and one deposit for American Express.

Once you begin processing April credit card deposits, the recap section of the departmental deposit form, will only allow two options for credit card deposits, one deposit for Visa/Mastercard/Discover, and one deposit for American Express. If for some reason, you still have some March credit card settlements, that have not been booked by Tuesday, April 2, 2013, please contact our office immediately.

Ask UsIf you have any questions or concerns, please contact Lisa Zaelit, or Kim Stringham from Income Accounting & Student Loan Services.

Comments Off on Discover Credit Card Changes