Flashpoints

University of Nebraska at Kearney (UNK) invites all University current and prospective employees and students to read the Annual Security and Fire Safety Report.  The Annual Security and Fire Safety Report is now available on the UNK website at:
https://www.unk.edu/bf/_files/p_and_p_linked_files/clery.pdf 

This report contains the University of Nebraska’s crime and fires statistics for the previous three (3) years for incidents that occurred on campus/University property, in University Housing, or on public property (streets) within/bordering campus, and fires that occurred in University residence facilities, as well as a list of resources available to the victims of crime. The report includes policy statements, links to sex offender registries, tips on avoiding being the victim of a crime, how to report crimes and how the reports are handled, campus resources and programs regarding safety/security, disciplinary procedures, fire safety and evacuations, and other matters of importance related to security and safety on campus. It also contains all of the information required by the Drug-Free Schools and Communities Act of 1989.

Information related to the drug-free schools and campuses regulations can be found at: unk.edu/student_affairs/_files/drug_free_statement.pdf

The Biennial Review can be found at:https://www.unk.edu/student_affairs/_files/unk-biennial-review.pdf

The deadline for submitting projects to Facilities Management and Planning is Feb 16, 2021, for construction projects to be completed prior to the Fall 2021 semester. Projects included with this deadline range from larger renovation work (involving one to two subcontractors) to small room modifications (moving walls, power receptacles, etc.) to simple renewal projects (paint and carpet).  Projects requiring multiple subcontractors should be submitted as soon as possible for consideration.

Projects will need to be submitted with funding source and Space Alteration form.

If there are additional questions or concerns, please contact Facilities at ext. 1700.

UNK will be closed on Monday, January 18, 2021 in recognition of the Martin Luther King Jr. Holiday.

The University of Nebraska system allows all employees to opt to receive their W-2 through Employee Self Service (Firefly).  Please consider opting for the electronic version to save paper and distribution time.  Those that choose to receive an electronic W-2 through Firefly will receive their W-2 statement about a week earlier than those who receive paper W-2 forms.  Only employees who elect an electronic W-2 will be able to view their W-2 form throughout the year.  To enroll, log into Firefly>Employee Self Service>W-2 Form>Enroll for W-2 Online Delivery.   Please contact Human Resources at 865-8184 with any questions.

This is also a good time to review your address listed in Employee Self Service (About Me - Personal Information>Address & Emergency Contact) to confirm that your contact information is current.  The address listed in an employee’s “permanent address” is where all benefit and payroll related information is sent, so it is important that the information is correct.

Please consider donating to the crisis leave program.  This program allows any employee who earns vacation leave to donate up to five accumulated vacation days per calendar year.  The donated leave goes to a pool of crisis leave hours that are used to help an employee who is experiencing a crisis and does not have sufficient leave to cover their absence period.  Donation forms can be accessed through SAPPHIRE or the following link:
https://sapphire.bravais.com/document/1730

Please submit completed forms to the Human Resources Office.

UNK is committed to recording and reporting prizes and awards according to IRS regulations.  It is especially important to note that gift cards are NEVER an option for a prize or award.  Procurement and Payment Services has strict rules that must be followed when departments desire to offer prizes for promotional or incentive-based purposes (random selection) or hold a competition or merit-based program with an award issued at the conclusion of the program.  A revised Reference Guide is available from Payment Services upon request, please send an email to Carrie Stithem (stithemcl@unk.edu) or Payment Services (pymtsvcs@unk.edu) to request a copy.

Due to changes in State Laws, effective January 1, 2021, several changes are being made to the University wide Travel Policy.  In summary, meals will now be reimbursed to traveling employees on a per diem basis.  However, the State law (LB 381) will limit that per diem amount to 70% of the published federal GSA rates for the travel destination.  Please read the news article provided by the University Travel Office for more information.  In addition, the University has announced that personal credit cards will no longer be allowed to be used to book and pay for University business airline reservations.  Also, the SWABIZ website to book Southwest Airlines tickets will be discontinued.  Southwest Airlines tickets are still able to be purchased through Concur and Fox World Travel, allowing the University to meet its duty of care obligations for employees.  More information is available in the news article provided by the University Travel Office on the UNK News webpage.  Make sure to also check the NU Travel webpage for other Announcements and Trainings.

Generally, the standard steps to completing a contractual service agreement through the point of payment using DocuSign and the eSHOP Direct Pay form are:

1. Contracting department works with Business Services, to prepare and begin electronic routing of a DocuSign service agreement/contract; Can be split funded; send an email to contracts@unk.edu to start the process
2. DocuSign workflow process collects all necessary contractual signatures electronically and the final executed contract is provided electronically to all signing parties
3. Services are completed
4. Contracting department (typically) enters a payment requisition using the eSHOP Direct Pay form, attaching Payment Transmittal and supplier invoice (if provided) as documentation (no physical signatures required)
5. eSHOP payment requisition electronically routes to financial responsible party(s) for the cost center/WBS being used to pay the obligation; CC/WBS does not have to “belong” to the contracting department (no physical signatures required)
6. eSHOP payment invoice gets audited by Payment Services and when all documentation requirements are present and is found to be in compliance with policy, Payment Services posts the payment invoice
7. Payment issued by the State Treasury

The biggest reminder continues to be that payments on contracts completed through DocuSign (or any other method) do not automatically get processed by Payment Services. A payment requisition must be entered into eSHOP using the Direct Pay form (and in very rare circumstances, parked in SAP directly) before any payments will be made to the service provider.  Should you have any questions regarding getting a DocuSign service agreement/contract started or to request training, contact Michael Christen at -8448 or contracts@unk.edu .  Refer to the December edition of Flashpoints regarding the training video that is now available.  Questions regarding entering a payment requisition can be directed to Payment Services at -8419 or -8866 or pymtsvcs@unk.edu.

All moving expenses are now paid through the Payroll office (not Payment Services as was the case prior to July 15, 2020) and all allowances paid through this policy are subject to all IRS withholding as outlined in the Tax Cuts and Jobs Act of 2017. Please reference the new University-wide Moving and Relocation Policy provided on the UNK Policies & Procedures webpage.

Procurement and Payment Services conducts regular trainings for many of the functions performed by Office Associates throughout the year.  If you have a newly hired employee in your department, please refer to the Workshop Registration page within the Business & Finance webpage to register for a class.  If there is not a scheduled class, please utilize the “Request Training” link to alert staff that you have a training need.  Procurement Services and the Finance/General Accounting departments also have trainings that you might need.  Please contact them directly for guidance. To get started with payment processing, the typical classes required, in order, are:

1. SAP/Firefly Basic Navigation
2. Bill Paying Process – UNK
3. eSHOP Requestor
4. eSHOP Direct Pay Invoicing
5. SAP Purchasing Card Policy
6. SAP Purchasing Card Reconciliation

If you have any questions, please contact Procurement and Payment Services at -8419, -8525 or pymtsvcs@unk.edu.

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. Offering free short-term professional counseling sessions and access to online resources. Your Best Care EAP login codes are USERNAME: bcUNKe and PASSWORD: UNK

For information, assistance, or to schedule an appointment, call 402-354-8000 or 800-801-4182. Email at eap@bestcareEAP.org or visit www.BestCareEAP.org

Allocation of tuition remission credits for the Spring Semester can now be entered and final submission is Friday, February 19, 2021. Allocate credits via Firefly/ESS, under Benefits, click “Employee & Dependent Scholarship”.

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!!

https://www.unk.edu/committees/staffsenate/employee-recognition-forms.php