The Finance Office will be sending all departments a request to prepare an Aged Accounts Receivable Listing as of June 30, 2020. Please return your department's list to the Finance Office by July 8, 2020. If your department does not have any outstanding accounts receivable, simply write NONE on the request and return it to the Finance Office. Contact Scott Olson at olsons2@unk.edu with any questions.
The University of Nebraska will recognize Independence Day on Friday, July 3, 2020 and will be closed for business.
A newly redesigned and streamlined SAPPHIRE was unveiled on June 22nd. SAPPHIRE is used for help documentation related to SAP, Firefly, eSHOP, Concur, and is a place to store business forms.
The new sapphire is easier for campus admins to manage and the search functionality in the new system is much better than the previous version. Links can be made directly to documents in the new system.
A help document for the new sapphire is located here:
We all can work together to control the spread of disease:
Masks are the most effective tool. We wear them to protect each other.
Wash your hands thoroughly and regularly. This keeps you from picking up virus from surfaces.
Clean surfaces, especially those that are shared by multiple people.
Pay attention to your health. Stay home if you have a fever, shortness of breath, or other symptoms.
July 1, the beginning of the new fiscal year, is a time to review and renew all employee blanket travel authorizations which are completed in Concur. Blanket travel authorizations are those department authorizations for travelers who travel for a single and ongoing business purpose during the year. Reminder: Currently, travel restrictions are still in place through August 21st. Please follow previously announced guidance for in-state travel and check with the Office of Sponsored programs for requirements related to research activity travel.
Copies of payment documentation that has been attached in eSHOP (Direct Pay) or PCard receipts attached in SAP and verified to be legible, complete with all details and physical financial approval signature(s), may be disposed of at the option of the department. However, these copies may not be kept longer than the University's records retention schedule allows unless a legal hold has been placed on those records.
Departments may attach .pdf files of scanned invoices or other supporting documentation in SAP in lieu of retaining paper documentation for parked Payment Services transactions. However, please note that there are specific University policies and file naming conventions that apply. Please contact the Payment Services Office (8865) for more information.
After July 1, purchasing card reconcilers should perform a daily check (after 1:30 pm) to determine if any new FY2020 purchasing card transactions have fed into SAP. Any old year (FY2020) charges detected should be reconciled promptly. Contact the Payment Services Office (8865) if outstanding issues exist with any old year charges which prevent reconciliation of those charges. The goal to have all FY 2020 charges reconciled is July 16th.
Facilities is working to obtain COVID related supplies and equipment to help the campus through this challenging time. While we have not yet received all supplies, we are working with vendors to secure what is needed before fall classes. Facilities intends to stock the following items that will be made available for purchase by departments:
Hand Sanitizer
Disinfecting Wipes for Classrooms
3-Ply Surgical Masks
Plexiglass Sneeze Guards
If you would like to place an order for any of the above items, please submit a work request at http://facilities-tma.unk.edu:85/. Based on limited product availability, we cannot guarantee all requests and quantities will be filled. Distribution of supplies will begin on August 3rd, provided availability. However, we will continue to order materials throughout the semester to help meet the needs of the campus. If you have any questions, or would like to inquire about other types of materials or supplies, please email facilities@unk.edu.
Previously, expense contracts less than $1,000 could be processed and executed at the department level with contracts $1,000 or more being processed through Business Services. As of July 1, 2020, all expense contracts will now be executed through Business Services via DocuSign. This implementation is to ensure a consistent process and to allow UNK to comply with all applicable State of Nebraska and University policies. The Service Agreement form which was previously found on Sapphire will no longer be available and all requests to begin an expense contract should be sent tocontracts@unk.edu. If you have not had DocuSign training for contracts, please be watching your emails for future training opportunities and documents.
Please note that all Facilities, Research and Sponsored Program contracts will continue to follow their standard procedures.
Feel free to contact Business Services atcontracts@unk.eduor 308-865-8448 for all contract questions or Payment Services atacctspay@unk.edu or 308-865-8419 for all payment questions related to contracts.
In accordance with State of Nebraska Statue 84-710, all cash, checks and credit card receipts must be deposited with the State Treasury within 3 business days of receipt if >$500 and within 7 days of receipt if <$500. Note that the time begins when anyone at UNK receives the funds, not just when the department Office Associate or the Finance Office receives the funds. The Finance Office requests that all departments routinely deposit receipts twice weekly at a minimum to comply with the state statute; however daily depositing is recommended. Receipts should be kept in a secure location at all times until the deposit is made with the Finance Office. For further guidance on controls & procedures regarding receipt handling, contact Scott Olson at olsons2@unk.edu or see the cash/money handling policy.
Employee salary notification letters will be posted in Firefly (Employee Self Service) by July 1, 2020. If you have questions, please contact your supervisor.
Parking permits may be purchased on line through MyBlue (either by payroll deduction, credit or debit card), by campus mail (with check or payroll deduction), or in person (with check, cash or payroll deduction). Permits will be mailed to the purchaser by campus mail, if ordered by August 15th. Permits ordered after close of business on August 15th, will need to be picked up at the UNK Police office. Permits will not be sent via regular mail.
MyBlue” purchases: Log into “MyBlue” (you can find the link at unk.edu home page), enter your NUID and password, on the next screen on the left click on “Tools”, then click “Police and Parking”, then “Order A Permit”, payment can now be made using payroll deduction or by card. (If you have not used “MyBlue” before, you can still access it by using your NUID and your Firefly password, the first time this process may take a while to load).
For in person or by campus mail purchases you will need to fill out the vehicle registration/payroll deduction form:
If paying by cash or check do not fill out the bottom payroll deduction part of the form.
If paying by payroll deduction, the bottom portion of the vehicle/payroll deduction form will need to be filled in.
Bi-weekly deduction will start on September 1, 2020.
Monthly deductions will start on September 30, 2020.
Completed form and check (or completed payroll deduction) can be mailed or taken to UNK Police - Parking Division, Facilities Building, 2501 19th Avenue, Kearney, NE 68849.
VEHICLE INFORMATION WILL BE REQUIRED: License Plate, Make Model Style (2dr, 4dr, SUV, etc), and color.
If you have any problems please feel free to contact us at parking@unk.edu or 308-865-8367.
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:
Please submit completed forms to the Human Resources Office.
Please consider nominating one or more deserving employees for the 2020 SAFE award. The award was created to recognize staff who have performed significant service to the University of Nebraska at Kearney and each award includes a $1,000 stipend. The deadline for nominations will be July 30th. SAFE award winners will be announced on Friday, August 21st at Convocation.
Additional information about the award can be found using the following link:
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!
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