Flashpoints Archive

Flashpoints March 2014

In this March 2014 issue: 

  

New Senior Financial Accountant/Asset Records Manager 

Please join the Finance Office in welcoming Christine Moran as the new Senior Financial Accountant beginning March 3, 2014. Chris will assume the Asset Records Manager functions previously carried out by Joan DeHaven. The Asset Records Manager is responsible for updating the accounting records for acquisitions, trades, transfers, disposals and/or sales of University property and assisting in interpreting and applying policy as it relates to University property. Chris will be sending out the annual equipment confirmations at the end of March.   

22nd Annual Celebrating Excellence Retirement and Service Award Luncheon 

The 22nd Annual Celebrating Excellence Retirement and Service Award Luncheon will be held on April 22, 2014. Please mark your calendars and plan to attend. (The 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.

USBank Voyager Credit Cards (Campus Fuel Cards) 

All USBank Voyager credit cards (campus fuel cards) expire in April 2014.  When the cards are replaced UNL Transportation Services will switch from using the license plate as the authorization PIN, to using the first 6 digits of the employee’s NUID number.  All departments that will have folks driving on university business, either a departmental vehicle or Motor Pool vehicle, need to submit their NUID#, first and last name, Driver’s License number and issuing state, birthdate and email address.  This information and any questions may be directed to heatonpf@unk.edu.  The driver’s information should be submitted by March 10th to insure that there will be no interruption in your departments travel.

Tornado Awareness  

The University takes great pride in offering students, faculty and staff a safe and protected environment in which to learn and work.  Buffalo County will conduct a County Wide tornado drill on Wednesday, March 25, between 10:30 am and 11:00 am.  This tornado drill will be activated by sounding the outdoor warning sirens.  At this same time, UNK will test the voice over alarm systems in buildings that currently have the system and the UNK Alert system will be tested.  These systems will encourage everyone to find their Severe Weather Shelter, if you are not familiar with where your buildings shelter is located you can find the list at:

http://unkcms.unk.edu/bf/_files/p_and_p_linked_files/shelter_locations09.pdf 

Business Services:  A Common Contracting Mistake

On a regular basis, Business Services reviews contract which do not properly name the Board of Regents (and therefore the University of Nebraska) as the contracting party.  Legally, to bind UNK, a contract should name the Board of Regents and be signed as delegated by the Board of Regents – which for UNK is the Vice Chancellor for Business and Finance as well as the Chancellor.  Below is standard language to be included in all UNK agreements:

Standard Paragraph 1:

THIS AGREEMENT is made and entered into effective the XX day of MONTH, 20XX, by and between THE BOARD OF REGENTS OF THE UNIVERSITY OF NEBRASKA, a public body corporate and agency of government of the State of Nebraska (the “University”), for and on behalf of the University of Nebraska at Kearney (“UNK”) and VENDOR LEGAL NAME, a STATE OF INCORPORATION, d/b/a VENDOR SHORT NAME (“Contractor”).

Persons with specific questions regarding contracting policy should be directed to Jon Watts or Scott Benson in Business Services at 865-8525.

UNK Dining Services 

Hope your spring semester is treating you well! Please download our newsletter at http://www.dineoncampus.com/unkearney/show.cfm?cmd=newsletter to see how busy we have been and the exciting partnerships and events that have been going on with UNK DIning. Keep a look out for our Seasonal Lenten specials including, Fish Sandwiches at FlipSide Burgers and Fries and Shrimp Stir Fry Friday's at Lantern Asian Cuisine! Also, if you are planning an event over Lent, Loper Catering is offering a wonderful Lenten Buffet for only $14.95 per person including Breaded or Baked Pollock with Tartar Sauce or Baked Pollock with Lemon Butter accompanied with all of the following; Green Beans, Creamy Coleslaw, Hushpuppies, Cookies and Brownies!

Please go to our website for all dining information http://www.dineoncampus.com/unkearney/ and feel free to contact us at anytime! 

Fiscal Year-End Information 

There will be two opportunities for you to attend an Informational Meeting on Fiscal Year-end Procedures. Topics to be covered include budget encumbrances and balances carried forward, accrual adjustments, payroll processing, AP parked document processing, procurement card processing and more.

These informational meetings will be held Thursday, April 3, 2014, 2:00-2:45 pm, Copeland 142 OR Wednesday, April 9, 2014, 9:00-9:45 am, Ockinga Auditorium. To register, click on link:
 
https://unk.co1.qualtrics.com/SE/?SID=SV_cMDv9j7cX6Yktqk 

Select General & Grants Accounting and then Next, scroll to Fiscal Year End Procedures and Information and select the date you would like to attend. Please contact Jill Purdy at 8421 if you have questions.

Reading Your SAP Financial Reports 

There will also be two opportunities for you to attend a demonstration on financial reports that are available in SAP that can assist departments in managing their budgets and how to read and understand those financial reports.

The financial report demonstrations will be held on Thursday, April 3, 2014, 3:00-3:45 pm, Copeland 142 OR Wednesday, April 9, 2014, 10:00-10:45 am, Ockinga Auditorium.  To register, click on this link:

https://unk.co1.qualtrics.com/SE/?SID=SV_cMDv9j7cX6Yktqk 

Select General & Grants Accounting and then Next, scroll to Reading Department Financial Reports and select the date you would like to attend. Please contact Jill Purdy at 8421 if you have questions.

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 Jill Purdy at 8421 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.

For further information, please go to: 

Business & Finance – Policies & Procedures

Orientation for New Employees to B & F Procedures