In May, departments will receive a current listing of capital equipment assets (cost $5,000+ and useful life of more than 1 year OR any licensed vehicle) for the department as recorded in the University’s fixed asset system. Departments should confirm the list of items by physically inspecting the equipment, verifying the accuracy of the recorded information, and indicating the condition of the asset on the confirmation. If the department has any capital equipment assets that are not listed, please add them to the confirmation. Departments with no capital equipment assets recorded will need to confirm they do not have any.
Please assist in the physical inventory of UNK capital equipment assets by completing the confirmation and returning it to the Asset Records Manager by the due date indicated on the confirmation.
In addition to a listing of capital equipment assets, departments will receive a separate list of sensitive equipment items that are recorded as objects on loan in their employees’ SAP HR profiles.
Departments are required to record laptop computers and other mobile electronic devices such as iPads, tablets, cell phones, and external hard drives as objects on loan if assigned to an individual or taken/kept off-campus.
Laptops and other mobile electronic devices held for general department use and kept on campus are not required to be (but can be) tracked through objects on loan. However, each department is responsible for its equipment and should track these items in some way.
Desktop computers, printers, or fax machines that are taken home or off-campus are also required to be recorded as objects on loan.
Departments, at their discretion, may include other specific items such as cameras, iPods, research equipment, or other equipment on an individual’s objects on loan.
Accessories to these items such as a laptop docking station, keyboard, case/cover, etc. do not need to be recorded as separate items but may be included in the description of the main item, if desired.
Departments should confirm the list of items by physically inspecting the equipment and verifying the accuracy of the recorded item information and employee assignment. If sensitive equipment items that should be on an individual’s objects on loan are not listed, please add them to the confirmation. If there are no objects on loan recorded for department employees, then the department will need to confirm that is still the case.
Please assist in the physical inventory of UNK sensitive equipment items listed as objects on loan by completing the confirmation and returning it to the Asset Records Manager by the due date indicated on the confirmation.
For more information regarding sensitive equipment (objects on loan), please see the UNK Sensitive Equipment Policy or contact Ross Pierce, Asset Records Manager, at piercerl@unk.edu or 308-865-8007.
Togetherall is a safe online community where UNK employees and students can anonymously connect with others who understand what you’re going through Togetherall Video. Whether you want to get advice, tips or just want someone to listen outside of your friendship group, Togetherall is available to you. Register Here
The UNK campus will be closed on Monday, May 29th in observation of the Memorial Day holiday.
Per University policy (see below), hourly employees should utilize any accrued compensatory time prior to July 1st. Please log into Firefly>Employee Self Service>Leave Information to review your current balance and submit your leave request(s) accordingly.
Employees who request to use earned compensatory time shall be permitted to use such time within a reasonable period after making such a request if the use of the compensatory time does not unduly disrupt the operation of the department. Employees shall not accumulate more than 60 hours of compensatory time. To insure that compensatory time is used within a reasonable time, compensatory balances should be used by June 30th of each year unless permission is granted by the Human Resources Office to carry a balance beyond that date.
Please contact Human Resources with any questions.
Employees can review items assigned to them in SAP objects on loan by navigating to Firefly > Employee Self Service > My Employment > On Loan.
Departments can review information for all employees in their department by running a report in SAP. See instructions at UNK SAP Objects on Loan Report Instructions (also located at Firefly > SAPPHIRE > UNK > Finance Office > Reference Guides > UNK SAP Objects on Loan Report Instructions).
To update objects on loan information in SAP, complete the Objects on Loan Update Form (also located at Firefly > SAPPHIRE > UNK > Finance Office > Forms > UNK Objects on Loan Update Form) and email the completed form to the Asset Records Manager at piercerl@unk.edu.
Personal use of University property is prohibited, except where allowed by Board of Regents policy. University property includes any items purchased with University funds including grants, contracts, awards, gifts, and Foundation funds as well as donated items. If you have any questions, please contact Ross Pierce, Asset Records Manager, at piercerl@unk.edu or 308-865-8007.
If UNK property is taken off-campus by employees for work-related activities, the department must maintain written documentation showing the department head's authorization, the specific property involved (including serial number and asset tag number, if applicable), reason for taking the property off-campus, location, and dates taken off-campus and returned to campus. In the rare occasion that off-campus work-related use of UNK property is necessary and frequent in nature, a blanket authorization covering multiple off-campus locations and/or dates is allowed. Items recorded as objects on loan on an employee’s SAP HR profile, such as laptops, are exempt from this requirement. If you have any questions, please contact Ross Pierce, Asset Records Manager, at piercerl@unk.edu or 308-865-8007.
Departments who handle customer credit card information must comply with the Payment Card Industry Data Security Standards (PCIDSS). PCI compliance mitigates risk, protects the University from the costs of a breach, and strengthens overall security. When the University complies with the PCIDSS, it not only protects itself, but also its students, employees, alumni and customers.
The requirements for departments include:
Approval by the Finance Office prior to acceptance of payment cards (credit or debit) as a means of payment regardless of the transaction method or technology used (e-commerce, POS device, in person, telephone, fax or mail).
Approval by Information Technology Services of all technology implementation to process any payment card transaction including internet payment service providers such as PayPal.
Establish department procedures for safeguarding cardholder information and secure storage of data. An updated copy of these procedures signed by the department head must be submitted to the Finance Office annually.
Annual security control attestation to assure understanding of the requirements to comply with payment card merchant safeguards. Attestation form provided by the Finance Office.
Breach of security reported immediately to ITS at achildress@nebraska.edu, Finance Office at purdyj@unk.edu, and UNK Police at davisjf@unk.edu. If you suspect loss or theft of any materials containing cardholder data, you are required to report the incident as soon as possible. Please contact ITS-Sec-Response@nebraska.edu if this occurs.
Loper Dollars make a great gift for a high school graduate who will be attending UNK next fall. Loper Dollars can be used at all campus dining locations, the Nebraskan Welcome Desk, and select copiers and printers. Remember, purchases at campus dining locations using Loper Dollars are discounted 20% automatically! Contact the Finance Office for more information at 8012.
If you were unable to attend the fiscal year end procedure presentation it will be available on the Finance Office web page soon. Also, several reference guides will soon be available as well to assist you in understanding what happens to surplus budgets at the end of the fiscal year as well as fiscal year closing policies, procedures, dates, and deadlines. See FY2023 Year-end Close. Please contact Scott Olson at olsons2@unk.edu with any questions.
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!!
