Educational/Research Traineeship Grants Form

For the past two months the University Scholarship Office has provided training on the new Scholarship Administration system which will now be used to disperse scholarship/fellowship funds to students. The Scholarship/Fellowship form is no longer available and has been replaced by the Educational/Research Traineeship Grants form, to be used in limited circumstances. Contact the University Scholarship Office at scholarships@sa.utah.edu for more information regarding when to use this form, or in order to obtain training for, and access to, the Scholarship Administration system. If you have not attended one of the training sessions offered this Spring, you will not be able to access the new system.

If you have late summer awards you need to process, which apply to Summer semester and not fall, please contact the University Scholarship Office (scholarships@sa.utah.edu) to ask about processing for late Summer awards.

Subscribe to the FBS News E-mail ListSubscribe to the FBS News E-mail List
Comments Off on Educational/Research Traineeship Grants Form

Reimbursements Reminder

Accounts Payable processes a large volume of personal and employee reimbursements, about 1,700 transactions per month or an average of about 77 per day. This does not include travel reimbursements. Reimbursements present many issues and challenges for the University including:

  1. The process is paper intensive for both campus departments and central administration and often requires excessive data entry for central administration.
  2. Often results in a paper check, which adds steps and additional cost related to check production and routing.
  3. Presents a financial burden to the individual while they wait for their reimbursement to be processed.
  4. The nature of reimbursements and of their processing limits available data for further analytics.
  5. The University can’t take advantage of negotiated State of Utah or University contracted pricing when an individual is making the purchase.
  6. Direct waste of University funds paying State of Utah sales tax, which is nearly always present on these transactions.

With regard to sales tax, remember, it’s a violation of Utah state law for sales tax to be waived at the time of purchase when the payment is not being made using University funds directly.

Moreover, the median amount for these reimbursements in 2013 was $115, meaning that all of these inefficiencies, issues, and challenges are encountered for relatively small dollar amounts. We understand that, in some situations, reimbursements are unavoidable, but a majority of the reimbursements are excellent candidates for payment by PCard or some other direct payment method.

A little over a year ago, Policy 3-010, and the associated Rule R3-010A, were published to address these issues. We encourage you and your department to familiarize yourself with these regulations. Working together and approaching purchases proactively through the preferred methods will go a long way in helping us all be more efficient and compliant in our jobs.

If you have any additional questions, please contact Perry Hull, Manager or Heidi Slack, Assistant Manager.

Subscribe to the FBS News E-mail ListSubscribe to the FBS News E-mail List
Comments Off on Reimbursements Reminder

Accounts Payable Training – Additional Classes

Accounts Payable training will be offered on:

  • Friday April 25th, 2014 from 1:30 PM to 3:30 PM
  • Thursday, May 1st from 10:00 AM to 11:30 AM

Both training sessions will be held in the Conference Room located at Park 105. Go here to register for one of these two classes. This training provides an introduction to the AP business processes and appropriate payment methods available to your department. Please share with others in your departments who might be interested.

Ask UsPlease ASK US if you have any questions.

Subscribe to the FBS News E-mail ListSubscribe to the FBS News E-mail List
Comments Off on Accounts Payable Training – Additional Classes

Accounts Payable Training – Additional Classes

Accounts Payable training will be offered on:

  • Friday April 11th, 2014 from 2:00 to 3:30 pm
  • Thursday, April 17th from 2:00 to 3:30 pm

Both training sessions will be held in the Conference Room located at Park 105. Go here to register for one of these two classes. This training provides an introduction to the AP business processes and appropriate payment methods available to your department. Please share with others in your departments who might be interested.

Ask UsPlease ASK US if you have any questions.

Subscribe to the FBS News E-mail ListSubscribe to the FBS News E-mail List
Comments Off on Accounts Payable Training – Additional Classes

Accounts Payable Training

Accounts Payable training will be offered on:

  • Thursday, March 27th, 2014 from 1:30 to 2:30 pm 
  • Friday, April 5th from 1:00 PM to 2:00 PM.

Both training sessions will be held in the Conference Room located at Park 105. Go here to register for one of these two classes. This training provides an introduction to the AP business processes and appropriate payment methods available to your department. Please share with others in your departments who might be interested.

Ask UsPlease ASK US if you have any questions.

Subscribe to the FBS News E-mail ListSubscribe to the FBS News E-mail List
Comments Off on Accounts Payable Training

Accounts Payable Training – New sessions available

Accounts Payable training will be offered on November 14, 2013 at two different times; 9:00am and 2:00pm. Go here to register for one of these two classes. This training provides an introduction to the AP business processes and appropriate payment methods available to your department. Please share with others in your departments who might be interested.

Ask UsPlease ASK US if you have any questions.

Subscribe to the FBS News E-mail ListSubscribe to the FBS News E-mail List
Comments Off on Accounts Payable Training – New sessions available

Accounts Payable Training

Accounts Payable training will be offered on November 7, 2013 at two different times; 9:00am and 2:00pm. Go here to register for one of these two classes. This training provides an introduction to the AP business processes and appropriate payment methods available to your department. Please share with others in your departments who might be interested.

Ask UsPlease ASK US if you have any questions.

Subscribe to the FBS News E-mail ListSubscribe to the FBS News E-mail List
Comments Off on Accounts Payable Training

Accounts Payable Year End Processing Schedule

Campus Orders for FY13 business must be received in Accounts Payable by 5:00pm, July 8, 2013.

Invoices or Payment Requests for FY13 business must be received in Accounts Payable by 5:00pm, July 10, 2013.

Year End Check Pickup

All checks held by Accounts Payable for FY13 must be distributed by the close of business June 28th. If you have a check held for pickup, please arrange for this check to be picked up by 3:00pm on June 28. After 3:00pm, any checks currently held will be forwarded to the Payee via either US Mail or Campus Mail.

Please also refer to General Accounting’s Fiscal Year-End Closing Information and Dates.

Ask UsPlease ASK US if you have any questions.

Subscribe to the FBS News E-mail ListSubscribe to the FBS News E-mail List
Comments Off on Accounts Payable Year End Processing Schedule

Accounts Payable Training Classes Added

Accounts Payable training has been scheduled for the week of May 13th on the following dates and times;

  • Monday, May 13th at 9:00am
  • Wednesday, May 15th at 2:00pm
  • Thursday, May 16th at 2:00pm

All classes will be held in the Park Building, Room 404.
This training provides an introduction to the AP business processes and appropriate payment methods available to your department.

Please share with others in your departments who might be interested.

Click here to register.

Ask UsPlease ASK US if you have any questions.

Subscribe to the FBS News E-mail ListSubscribe to the FBS News E-mail List
Comments Off on Accounts Payable Training Classes Added

Payment Questions?

We understand that departments may have questions regarding the recently approved Expenditure Policy,  or forthcoming changes related to the State Procurement Code, effective May 1. Please use the Ask Us link on our website as you have questions. Submitting your questions this way allows us to keep track of the questions we receive, research in order to provide you with the best guidance, or easily involve Purchasing as necessary.
Ask UsPlease ASK US if you have any questions.

Subscribe to the FBS News E-mail ListSubscribe to the FBS News E-mail List
2 Comments