Business & Finance

Flashpoints

In this April 2015 issue:

Employee and Dependent Scholarship

Employee and Dependent Scholarship credit allocation can be entered for Summer and Fall Semesters beginning April 6th, 2015.  Credit allocation can be done through Employee Self Service in Firefly. 

Youth Activity Policy Updated

Youth Activity Policy has been updated.  Central Administration recently updated the Youth Safety Policy.  The link is listed below. Please note that there are now forms to be filled out, an approved at the Dean or Director level for events involving youth.  Also there are forms for the workers to sign and incident reports to be used.  Another change to point out is records must be kept of what youth were in attendance each day of the youth event. The policy is in place and all forms must be used from this point forward.  Camps currently in place for the summer have been considered “grandfathered” in, as well as most of the camp directors for these events have already been briefed on the updated policy.

http://www.unk.edu/bf/_files/PoliciesAndProcedures.pdf#nameddest=Youth_Activity_Safety_Policy

23rd Annual Celebrating Excellence Retirement and Service Award Luncheon

The 23rd Annual Celebrating Excellence Retirement and Service Award Luncheon will be held on April 21, 2015. Please mark your calendars and plan to attend. (Luncheon starts at 12:30 p.m. with service awards starting at 1:30 p.m.) in the Ponderosa Room of the Nebraskan Student Union.  Tickets are $12.75 and can be purchased in the Finance Office beginning April 1.

Enroll for 2015 Online W-2

As we wrap up filing our 2014 income taxes, now is a perfect time to think about your preferred delivery method for your 2015 W-2 form. UNK faculty and staff can now enroll for online delivery of their 2015 W2 tax statement by logging into Firefly>Employee Self Service>Payment>Enroll for 2015 Tax Year W-2 Online Delivery.

Follow the on screen steps to designate your preferred tax statement delivery method. By opting for online W-2 forms, not only will you save paper but you will also have accessibility to your W-2 form at any time through Firefly. The forms are also available online approximately a week before the paper forms are sent out to those users who do not designate their W-2 delivery method or who opt for a paper W-2 form.

You do not need to enroll again if you already opted for the online delivery as your selection carries forward each year. If you do not log into Firefly and make an election, you will receive a paper W-2 form by default.

If you have any questions, please contact Payroll at 865-8426.

2014 Facilities Management Information Report is available

The 2014 Facilities Management Information Report is now available at http://nebraska.edu/docs/facilities/FMIR2014.pdf The report contains data on Buildings, Land and Outdoor Recreation and Athletic Facilities in service at the University of Nebraska as of June 30, 2014. Information regarding the UNK campus is updated every year by the Facilities Management and Planning Department and then consolidated into the publication by the Office of Vice President for Business and Finance, Central Administration. 

Graduation Gift Idea

Loper Dollars make a great gift for a high school graduate who will be attending UNK next fall. Loper Dollars can be used at all campus dining locations, the Antelope Bookstore, the UNK Technology Store, copiers, printers and vending machines. Remember, purchases at campus dining locations using Loper Dollars are discounted 20% automatically! Contact the Finance Office for more information at 8423.

Fiscal Year-end Procedures and Information

There will be two opportunities for you to attend an Informational Meeting on Fiscal Year-end Procedures. The information covered will include budget encumbrances and balances carried forward at the end of the biennium on June 30, 2015. Other topics to be covered include year-end deadlines, accrual adjustments, payroll processing, AP parked document processing, procurement card processing and more. Contact Jill Purdy at 8421 with questions.

Tuesday, April 7, 2015, 2:00-2:45 PM (register)

Wednesday, April 15, 2015, 9:00-9:45 AM, Ockinga Auditorium (register)

Reading Department Financial Reports

There will be two opportunities for you to attend a demonstration on financial reports that are available in SAP and Firefly that can assist departments in managing their budgets and how to read and understand those financial reports. NEW easy to use reports available in Firefly will be included in the demonstration. Contact Jill Purdy at 8421 with questions.

Tuesday, April 7, 2015, 3:00-3:45 PM, Copeland 142 (register)

Wednesday, April 15, 2015, 10:00-10:45 AM, Ockinga Auditorium (register)

Physical Confirmations of Equipment Inventory

In April, Departments will receive a current listing of major equipment (cost $5,000 or greater) for the department as recorded in the University’s fixed asset system. Departments are expected to confirm the inventory of equipment by physically inspecting the equipment, verifying the accuracy of the recorded information, and indicating the condition of the asset on the confirmation. If there is equipment held by the department with an original cost of $5,000 or more that is not listed, please add the equipment information to the confirmation.

New this year, in addition to a listing of major equipment, departments will also receive a separate list of current objects on loan for the department as recorded in the University’s HR system. Per University policy, Departments are required to record laptop computers and other mobile electronic devices such as iPads and tablets on objects on loan. Desktop computers, printers or fax machines taken home or off campus are also required to be recorded on objects on loan. Departments are expected to confirm the inventory of objects on loan by physically inspecting the equipment and verifying the accuracy of the recorded asset information and employee assignment. Equipment that meets the requirements but are not listed should be added to the confirmation before returning it to the Asset Records Manager. The Asset Records Manager will be sampling purchasing records to verify the accuracy of the objects on loan lists once they are returned by the Departments.

Please assist in the physical inventory of UNK equipment by completing the steps and returning the asset confirmations to the Asset Records Manager by the due date indicated on the confirmation.

Personal Use of University Property and Equipment 

Personal use of University property is prohibited, except where allowed by Board of Regent policy.  University property includes any items purchased with University funds including grants, contracts, awards, gifts and Foundation funds as well as donated items.   

Use of University Property Off-Campus for Work Related Activities 

When University property is removed from a department for off-campus work-related activities, the department must maintain written documentation of the department head’s authorization for such use, specifically identifying the equipment removed, reason for the removal, location, and dates removed and returned. When equipment is mobile in nature and assigned to an individual for work use on a long term basis, departments are encouraged to record that equipment as an “object on loan” on the employee’s personnel record in SAP. Departments are required to record laptop computers and other mobile electronic devices such as iPads and tablets as well as any desktop computers, printers or fax machines taken home or off campus on objects on loan in SAP. Contact Chris Moran at 8785 with any questions.

How can I review what has been recorded on SAP Objects on Loan? 

Employees can review items assigned to them in SAP objects on loan by navigating to Firefly > Employee Self Service > Employment Information > Objects on Loan. Departments can review information for all employees in their department by running a report in SAP. See instructions at Sapphire > Reference Guides > UNK > Finance Office > SAP Objects on Loan Report Instructions. To update Objects on Loan information in SAP, contact your IT Coordinator or go to Sapphire > Business Forms > UNK > Finance Office > Objects on Loan Update Form.

Employee Achievement/Recognition of Excellence Award Nomination Forms

The Employee Achievement and Recognition of Excellence award nomination forms have been updated and are now available as electronic forms, using the following links.  These forms are also available as links on the UNK Staff Senate webpage. 

As we gear up for another exciting academic year, please consider nominating a staff member or group who has demonstrated excellence.  It’s time to show our colleagues how much we appreciate what they do and why we’re so very proud to be Lopers!!

http://www.unk.edu/committees/staffsenate/employee_achievement_award.php

http://www.unk.edu/committees/staffsenate/recognition_of_excellence.php

For further information, please go to:

Business & Finance – Policies & Procedures

Orientation for New Employees to B & F Procedures

Flashpoints Archive