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Issue No. 23 | Published 2/6/17
PURCHASING PROCESS FOR
ALL UTHSC COMPUTERS

 
Departments are encouraged to place all computer orders using this method to ensure consistency and compliance with UTHSC network requirements.
  1. To purchase a computer, visit the UTHSC VolShop.
  2. VolShop places the order with Dell or Apple, receives the order and verifies everything shipped and is not damaged then contacts General Stores to pick up and deliver the equipment to ITS.
  3. ITS installs software and configures the equipment for the UTHSC campus.
  4. ITS schedules a time for delivery to the customer.  This will include copying data from an existing device, installing printer drivers and installing department specific applications, if needed.
  5. VolShop pays the invoice and bills the customer through IRIS.
Contact Felicia Hill at the UTHSC VolShop if you have any questions regarding this process.  
REMINDERS FROM SPONSORED PROJECTS ACCOUNTING

Purchase of Computer Devices:
The purchase of computer devices is an allowable charge if the usage is essential to carry out the activities of a sponsored project.  If the item is proposed as direct costs, acceptable justification will be required to be included in the proposal submitted to the sponsor.  If not previously approved in the initial budget proposal, purchases might require sponsor approval and, in all cases, will require justification and administrative approval from Sponsored Projects Accounting. Depending on the type of award, budget reallocation may be necessary. The key point is to gather all approvals before purchasing computer devices if they were not part of the original budget.  Please send all justification to the SPA Office for review and CBO approval.  For more information, you may refer to Section 2e under UT's Fiscal Policy FI0206 - Distinguishing Direct vs Indirect Costs.


Effort Certification:
If there are any changes to the employee records after certification, the records will have to be recertified.  It is the department’s responsibility to monitor and notify the employee to recertify their efforts in a timely manner.  We strongly encourage you to generate the “Uncertified Effort Report” on a frequent basis.  For more information, please refer to FI0215 - Sponsored Project-Effort Certification.

Contact Brenda Murrell in Sponsored Projects Accounting if you have any questions.
IMPORTANT NOTICE FROM THE OFFICE OF GRANTS AND
RESEARCH AGREEMENTS REGARDING UTHSC PERSONNEL
ENGAGED IN SPONSORED RESEARCH ACTIVITIES

Federal and UTHSC policy requires that all personnel engaged in sponsored activities must disclose outside interests for each proposal submitted. All UTHSC personnel who will be working on the project should be listed in the Evisions/Cayuse 424 and SP (SP) proposal when it is routed, and each will receive an e‐mail about completing the disclosure form. You will continue to receive system‐generated emails until the form has been completed. The link to the Research Conflict of Interest (RCOI) form is here:  https://uthsc.tera.tennessee.edu/rr/index.cfm?returnpage=rcoi%2Fform%2Ecfm; it is also embedded on the Conflict of Interest page in SP. Each individual should be sure the proposal number is included when they submit the form so that it will be linked to that disclosure.  If there are no outside interests to disclose, only the two boxes at the bottom of the RCOI form must be checked before submission.

Also, you may have received a reminder about renewing CITI training in conflict of interest. This is a separate CITI module, the Conflict of Interest CITI training course, which takes only about 15 minutes to complete and has two mandatory parts: the Financial Conflicts of Interest and the Institutional Responsibilities as They Affect Investigators.  CITI should be accessed by logging in through the SSO or “Single Sign On” for CITI Program Access: https://www.citiprogram.org/index.cfm?pageID=668.

Both the RCOI disclosure and training are required for all personnel engaged in sponsored projects. The Research Office staff will not be able to finish the processing of grants or contracts until all the required RCOI forms have been completed and CITI COI training is current for all personnel on the project.  Please make these items your priority so there are no delays. Contact Susan Senogles, Research Conflict of Interest Officer, in the Office of Research if you have any questions.
VERIFY YOUR OPEN ENROLLMENT CHANGES

Did you make any changes during open enrollment last year? To ensure the accuracy of your insurance deductions, you are encouraged to review your January pay statement(s) to verify if elected coverages and deductions are correct!  All employees have access to their online pay statement through the online payroll portal - https://irisweb.tennessee.edu/irj/portal/OnlinePayStatement. All current deductions will be found on the right side of the statement.                 
 
Upon review, if any insurance discrepancies are found, please contact Benefits Administration at 800-253-9981 for assistance.  The Insurance department will also be glad to assist you with any other additional questions and concerns regarding your benefits at  901-448-4876.
 
If you do need assistance with your Net ID and password to review your pay statement, link to UTHSC management page : https://www.uthsc.edu/password/.
CANCELLED:
CAMPUS-WIDE BUSINESS MANAGERS MEETING
February 16, 2017
1:30 - 3:00 PM 
 
Please remove this meeting date from your calendar.  The next scheduled Campus-Wide Business Managers Meeting will be held on Thursday, March 16, 2017.  A reminder notice will be sent prior to the next meeting date.  Contact Jackie McClarin at 448-8470  if you have any questions.
ADDITIONAL TIMEKEEPING TRAINING SESSIONS
 
Additional training sessions have been scheduled to address timekeeping input for monthly non-exempt employees and how to input and track COMP TIME in IRIS.  All supervisors and timekeepers are requested to attend one of these sessions, if you have not already participated.  If you have a specific issue that you wish to have addressed in one of these sessions, please forward your question(s) prior to the scheduled training session to Linda Crouch at lcrouch@uthsc.edu.

February 9, 2017      2:00 - 3:00 PM         910 Madison, Suite 753
February 24, 2017    2:00 - 3:00 PM         910 Madison, Suite 753

You can sign up for either of these classes in the training portal which can be accessed at  http://www.uthsc.edu/hrtraining/.  

    NEWS

Your UTHSC VolShop has a bundle deal for you!!
$699

Dell Inspiron 13" 2-n-1 Bundle includes:
  • Dell Inspiron 13" 2-n-1 (i5/8GB RAM/1 TB hard drive)
  • Tribeca 13" Sleeve
  • 4 port USB Hub
  • Tribeca Headphones
Contact the VolShop at 448-5427 if you are interested in this deal.
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