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Issue 53 | June 12, 2018

This communication was generated by UTHSC's Office of Finance to keep you informed of upcoming events/deadlines, changes to fiscal policy and procedures and other financial matters.  

Office of Finance News

Vendor Contact Information
When entering a new contract into ESM for processing, all vendor contacts, along with their email addresses related to that particular vendor number, will be auto-populated under “Vendor Contact” in the “Vendor Information” section of ESM.  To ensure your contract is forwarded to the appropriate party for signature, if there are multiple selections, remove all contacts that are not applicable to this contract.   If the correct contact party is not auto-populated, you must add a vendor contact by completing the “New Vendor Contact” section.  If your designated contact party is not selected, the contract could potentially be forwarded to the incorrect party and delay the execution of your contract.  Please call the Contracts Office at 448-2072 if you have any questions. 

General Stores - Copy Paper and Office Supplies
Effective July 1, 2018, the General Stores will no longer stock copy paper and office supplies.  This change is being implemented to match the General Stores' workload with the General Stores' future staffing to maintain overall service levels.  Copy paper and office supplies can be purchased on the UT Market Place through UT contracted vendors.  Impact on price should be noted.  The UT Market Place contracted vendor for copy paper is American Paper and Twine.  The contracted vendor for office supplies is Staples.  If you have any questions, please contact the General Stores at 901-448-6152.
UT General Stores will be Closed for Year End Inventory June 25 - 29 
Dry ice sales will continue.  The following deadlines have been set up:
If an order is backordered and not received by 5:00 p.m. on Friday, June 22, it will be received and billed in the new fiscal year provided the item has not shipped from the vendor or is cancelled by the customer.

Special orders from any vendor are subject to vendor availability.  Special order is defined as an item not currently in stock in General Stores at the time of order submission.

Please remember that the close of a fiscal year is a busy time.  The most effective and efficient way to place an order and to check availability is through our web page at (  You can order from the online catalog or if we do not have it in stock, there is an online form where you can type in any information you know about the item such as manufacturer, number, etc. 

Fiscal Year-End Clean-up of Commitments
As we approach the end of the fiscal year, all departments are requested to review outstanding commitments (encumbrances) and take action to eliminate obsolete purchase requisitions, purchase orders, and business trips. 
An easy way to review all commitments at once for your department is the report obtained with transaction FMRP_RFFMEP1OX - Commitments and Funds Transfers.  On the selection screen, get the Variant /OUTST.ENCUM – List outstanding commitments and then fill in your Funds Center(s) or Fund(s).
The report is by fund, then type of encumbrance, then document number.  (Commitments completely consumed may appear on the list, but they will show a zero amount; no action is required on these.)  The Posting Date tells you how old the document is; you should pay particular attention to old dates.  The amount shown is the remaining commitment, not necessarily the original cost.
For obsolete purchasing items  Call the Procurement Office at 448-5594 with the specific document number(s) and line item number(s) to be closed.  In most cases, each obsolete line item should be marked Closed on purchase requisitions, or Final Invoice on purchase orders.
Please note that if a purchase order line item is reduced or deleted (rather than marked Final Invoice), the corresponding purchase requisition is reactivated by that amount, as the system assumes you want to re-order with a different vendor.  So, it is important to ask for a delete/reduce when you intend to re-order, but to ask for Final Invoice when you want the commitment completely cleared.
For obsolete business trips:  In many cases, you can delete the trip yourself.  If that doesn’t work, call the Accounts Payable Office at 448-5570 with the specific trip number-pernr combination(s) to be deleted.
Contact the Procurement Office at 448-5594 if you have questions about your encumbrances.

We are pleased to announce that we have a new employee in the Payroll Department.  Our new Accounting Assistant is Mr. DuShun Taylor.  He will be a great asset to us and please join us in welcoming him to UTHSC.

2018 Campus-Wide Business Manager Meetings

The June 21 Campus-Wide Business Managers meeting has been cancelled. 
Please remove this meeting from your calendar.

Dates for the July - November 2018 meetings have been confirmed and are listed below:

Date Time Location
July 19, 2018 1:30 – 3:00 PM GEB A104
August 23, 2018 1:30 – 3:00 PM GEB A104
September 20, 2018 1:30 – 3:00 PM GEB A104
October 18, 2018 1:30 – 3:00 PM GEB A104
November 15, 2018 1:30 – 3:00 PM GEB A104
No meeting scheduled in December    

These meetings are scheduled on a monthly basis; however, if the meeting is not needed for a particular month, it will be cancelled and announced in this publication.  It should also be noted that the scheduled meeting dates and times are subject to change.  A reminder notice will be sent prior to each scheduled meeting.  Important information is provided to the campus at each of these meetings and individuals with finance responsibilities are encouraged to attend.

Campus Updates

Sick Leave Bank Enrollment Now Open
The Sick Leave Bank (SLB) was created to help seriously ill employees who have exhausted all of their paid leave.  Following a one-time donation of 3 days of sick leave, eligible SLB members may receive up to 90 calendar days of sick leave bank hours per year.  Enroll today using the SLB Enrollment form:  Open enrollment ends June 30, 2018.  For any questions, contact Human Resources at 448-8481.  
Policy Updates

The following UTHSC policies have been added/updated in PolicyMedical.  Employees are asked to review policies on a regular basis to ensure compliance with university rules and regulations.

Information Technology
Academic, Faculty and Student Affairs
UTHSC Office of Finance
62 S. Dunlap, Suite 300 | Memphis, TN 38163
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University of Tennessee Health Science Center · 62 S. Dunlap, Suite 300 · Memphis, TN 38163 · USA

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