In this September 2017 issue:

PCard/Group Card Application Form

We now have available a PCard/Group Travel Card Application Form in eSHOP.  To apply for a card, fill out the form in eSHOP, add form to cart, and enter the same Cost Object in check out that was used on the form as the Default Cost Object for Billing Purposes.  Please use 523600 for the GL Account.  Once the form is Submitted and Approved by the Cost Object Approver, the form will go to Business Services to place the order for the card.  The Instructions for this form can be found in Firefly under the eSHOP Training Resources.

New Indirect Cost Rate

The University of Nebraska at Kearney has negotiated a new indirect cost rate with the Department of Health & Human Services.  Beginning 7/1/17 through 6/30/21, our indirect cost rate will be 47.23%.  Please use this figure when applying for all new grants.

September 4th Labor Day – Campus Closed

The University of Nebraska at Kearney will be closed on Monday, September 4th, 2017 for the Labor Day Holiday. 

Employee Tuition Remission

Allocation of tuition remission credits for the Fall Semester final submission is Friday, September 15th, 2017. Allocate credits via Firefly/ESS, under Benefits, click “Employee & Dependent Scholarship”. For employees utilizing KSC forms, please visit the link below. For questions, please call 865-8516.


Employee Assistant Program – Best Care

We would like to remind benefits eligible employees about one of the benefits available to you and your dependent family members: the Employee Assistance Program provided by Best Care.  The benefit is twofold: short-term counseling and access to the Best Care website.


Best Care provides benefits eligible employees and dependent family members up to 4 free short-term professional counseling sessions through Best Care’s network of licensed counselors.  Short-term counseling is available in person, by phone or online.  For information, assistance, or to schedule an appointment, call (402) 354-8000 or (800) 801-4182 or visit http://www.bestcareeap.org  

Best Care Website

The new Best Care website provides free resources including articles and webinars.  Article topics include stress, addiction, mental health, and many more.  Webinars cover personal topics like fatigue and finances, workplace topic like diversity and professionalism, and management topics like motivation and conflict management.

Visit http://www.bestcareeap.org  Username: bcUNKe Password: UNK

Contact Human Resources for any questions.

New Mileage Rate Announced Beginning on September 1, 2017

The University of Nebraska will decrease the standard mileage rate for reimbursable business mileage to 25¢ (down from 53.5¢).  The allowance for moving/relocation expenses will stay at 17¢/mile. All forms have been updated in SAPPHIRE. If you have any questions, please call Val at 865-8419 or Paula at 865-8866.

Alternate forms of transportation can be car rental from Enterprise (Kearney store 236-6200, Option #4, use Acct #XZ63UNK) or UNK Motor Pool (-1800)

New Processes Available to Request Payments Through Accounts Payable

Recently, Accounts Payable and Business Services has made available two new automated processes to request vendor payments for goods and services and employee reimbursements.  First, payments that are currently being “parked” in SAP can now be entered as a Direct Pay request through eSHOP.  This allows for a fully automated/electronic process complete with electronic approvals and does not require any paper be sent to the Accounts Payable offices.  Second, Office Associates (and others) that are currently acting as Travel Coordinators are now able to request employee reimbursements for Non-Travel related expenses through a fully automated/electronic process (ZNTEXPENSE)-very similar to the way employees get reimbursed for their travel expenses. If you are interested in either of these options or have any questions, please call Val at 865-8419 or Paula at 865-8866.

Enforcement of Pre-Trip Authorization

UNK Policy and Procedures requires Pre-Trip Authorization for employee travel be completed in the automated SAP travel (TRIP) system before any purchases are made with funds on deposit with the state. A blanket pre-trip authorization can be completed and kept on file for recurring travel that is related to a single and ongoing business purpose, which will satisfy this requirement.  (See University Travel policies in the Policy & Procedure document found on the Business & Finance webpage of the UNK website  


Reminder: 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.

Hotels.com Purchases Using the University Site/Login System

This system allows for employees to make (approved) hotel reservations that are charged to a University “ghost” card.  However, Hotels.com should generally only be utilized to book hotel rooms outside of Nebraska. Most hotels in Nebraska will direct bill to the University which will save us on taxes and many of those hotels have special University/government rates which are not available through Hotels.com.  In addition, many/most reservation through Hotels.com are non-refundable/non-cancellable.  If you’d like to discuss alternative options, please contact Accounts Payable at -8419 or Business Services at -8525.

Updated Moving Expense Agreement Form

The form has been updated in SAPPHIRE, please be sure to use this most recent form effective immediately.  Changes include clarification on moving a personal vehicle and to add a missing G/L code for the lump-sum payment. Questions can be directed to Accounts Payable at -8419.

Employee Achievement/Teamwork Excellence Award Nomination Forms

Employees and Departments/Groups of Employees can be nominated for different awards. The awards are presented monthly during the Staff Senate meetings.

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