In this August 2016 issue:

REMINDER: Campus Surplus

The basement of West Center will no longer be used for campus surplus.  Please do not place any surplus items in this area.  The area needs to remain clear as it is designated for as a severe weather shelter for the building.

Please continue to place work orders for any items from your area designated as surplus, needing to be removed.  Beginning soon, UNK Surplus will have regularly scheduled “open hours” for the UNK community to visit the surplus inventory storage area and view items available.  If you have any questions regarding the surplus inventory, please contact Don at 308-440-2573.

Parking Lot Changes

After further study into our needs and convenience for our campus constituents, parking in the new lot 8 (southwest corner of 26th Street and 8th Avenue) has changed from what was earlier announced. The new lot will now be Commuter parking (yellow).  With the additional shortage of close commuter student parking, an additional “row” of commuter parking has been added to the east side of lot 3 (big lot north of Martin Hall). A link to the campus parking map reflecting the latest updates is linked here:


Building Supervisors for 2016-17

The Building Supervisor list has been updated for 2016-17.  Please go to http://www.unk.edu/bf/_files/PoliciesAndProcedures.pdf#nameddest=Building_Supervisors to find the updated supervisor list.

REMINDER: Enforcement of Pre-Trip Authorization and Trip Expense Reporting

UNK Policy and Procedures requires Pre-Trip Authorization for employee travel be completed in the automated SAP travel (TRIP) system unless a blanket pre-trip authorization is on file due to recurring travel that is related to a single and ongoing business purpose.  (See University Travel policies in the Policy & Procedure document found on the Business & Finance webpage of the UNK website - http://www.unk.edu/bf/_files/PoliciesAndProcedures.pdf#nameddest=Travel_Overview).

Beginning July 1, 2016, if an employee TRIP expense report is submitted to Accounts Payable and that trip does not have an automated pre-trip authorization or a blanket pre-trip authorization on file, the SAP TRIP workflow and all documentation will be returned to the travel coordinator or employee.  Accounts Payable will be unable to process the travel reimbursement request until one of these forms of pre-authorization can be provided to our office. 

Additionally, in order to accurately reflect the true and complete cost of a trip, Accounts Payable will be enforcing the requirement for all paid-by-University expenses (items not reimbursable to the employee/traveler) be itemized on the automated SAP TRIP expense report and supported with documentation to allow for complete pre-audit functions as required by the State of Nebraska.

Review sessions are being planned for this summer/early fall and all travel coordinators, travelers and travel approvers are encouraged to attend.  Topics will include a review of allowable and non-allowable expenses, documentation requirements, “how-to” complete an automated pre-trip and subsequent trip expense reports and more.

Please direct questions to Accounts Payable personnel at -8419.

Business and Finance Trainings for New Hires

If you have a new hire that will have responsibilities related to accounts payable, human resources, financial reporting, contracting for personal services, and eSHOP ordering please refer to the Business and Finance workshop registration site (http://unk.enrollware.com/schedule) to see a list of available trainings and register for the ones that will pertain to the new employee.  Contact names and numbers vary and can be found in the descriptions provided for individual classes.

SAP/Firefly Financial Reports

FINAL June FY2016 financial reports will be available in SAP and Firefly on August 4. Remember to enter period=14 to capture all FY2016 financial activity. FINAL July FY2017 financial reports will be available on August 17. With the exception of June & July, all other months will close on the last day of the month and final month-end reports are available to print or view on-line on the first day of the next month.

Budget information for fiscal year 2017, including carry forwards, will be available in SAP by the last week of August.

Change in Responsible Person for a Cost Center or WBS Element

When the responsible person for a cost center or WBS element changes, the person relinquishing responsibility can send an email to Chris Moran at morancl@unk.edu so that SAP can be updated. The name of the responsible person can be found on both SAP and Firefly financial reports.

Vending Machines

If a vending machine malfunctions, make note of the machine ID number, and visit one of the following locations for a refund:

  • Calvin T. Ryan Library – Front Desk
  • Finance Office – Founders Hall

Navigating the Policies and Procedures Document

Our policies and procedures document (http://www.unk.edu/bf/policies_and_procedures.php) has a wealth of information, but because of its size, it can be a challenge at times to find what you are looking for.  Here are a few tips to help!

  1. Use control->F to quickly find a word or phrase in the document
  2. The PDF has bookmarks that aid in navigation.  Make sure bookmarks are enabled on your PDF viewer
  3. If you want to link to a certain section of the PDF and are not sure how to do that, contact Mike Rohde (rohdemk@unk.edu) for assistance.

Poster Approval, Sidewalk Advertising and Sandwich Boards

Only those events sponsored by recognized UNK student groups, campus departments, a program or meeting taking place on campus may be advertised by displaying posters, sidewalk advertising, or sandwich boards on campus.  For further information regarding the policies and procedures for advertising events, please go to this link for further information: http://www.unk.edu/bf/_files/PoliciesAndProcedures.pdf#nameddest=Poster_Approval

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!!



For further information, please go to:

Business & Finance – Policies & Procedures

Orientation for New Employees to B & F Procedures

Flashpoints Archive