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Issue 50 | April 23, 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

Bursar's Office Move

As the renovation project begins for the Bursar's Office, staff has been moved temporarily from 103 Hyman to 120 Hyman (down the hall in the former Payroll Office).  You will need to visit this location if you have any transactions related to: 

Petty Cash
Cash Deposits
Student Accounts
Student Loans

Staff telephone numbers will remain the same.  If you have any questions, please contact the Bursar's Office at 448-5550.

Fiscal Year 2018 Processing Deadline Dates

Yes it is that time again!  The objective is to record all revenues, disbursements and encumbrances in the proper fiscal year.  You can access the document listing each of the year-end processing deadlines at http://www.uthsc.edu/finance/documents/fy2018-processing-dates.pdf.  Each item must be received in the appropriate office by close of business on the date listed to be posted in FY 2018.  It is imperative that you adhere to the published deadlines.  Your assistance in closing out the year will be appreciated.  Please contact the appropriate office listed if you have questions.

The University has seen a huge increase in the number of attempts to conduct fraudulent transactions in the name of the University of Tennessee. The scams include the following:
  • Fake Purchase Orders and Fake Requests for Quotes are being sent to vendors requesting that computers, chain saws and other types of equipment be sent to various addresses across the country. The Purchase Orders have our logo and some include the names of actual University employees.
  • Fake Invoices are being sent indicating that we provided a service or equipment to a vendor. They ask for the payment to be sent to various bank accounts across the country.
  • Request for Payments or Wire Transfers are being sent to various University business offices. They indicate that a senior University official has requested this payment.
Should you encounter one of these transactions or if a vendor contacts you about one of these documents, please ensure that the e-mail and attached documents are forwarded to abuse@uthsc.edu and list “Vendor Fraud” in the subject line.  
 
If a vendor contacts you, you may also refer the vendor to the system website: https://procurement.tennessee.edu/scams-fraudulent-purchase-orders/.
2018 Job-Related Professional Privilege Tax Payment

Some University of Tennessee (UT) and UT Foundation (UTFI) faculty and staff hold professional licenses subject to the Tennessee professional privilege tax, a $400 tax imposed by the state each year on professionals holding active Tennessee licenses or registrations in certain professions.  If you are subject to this tax, UT/UTFI may be able to pay it on your behalf.  To be eligible, you must:
  1. Be a full-time regular employee of UT or UTFI as of April 1, 2018 (this does not include medical residents).
  2. Hold a professional license directly related to your UT/UTFI job duties.
  3. Submit an online request (https://ppt.tennessee.edu) no later than Friday, May 11, 2018.
There are NO EXCEPTIONS to these requirements.

A notice was sent to each faculty and staff member at their campus email address; however, business managers are asked to assist us in notifying any faculty or staff in your area who use an outside email address instead of their campus mail address.  You should take action to assist any faculty or staff member unable to respond by the deadline, e.g., employees without email; employees on any type of leave, including vacations; employees who are working away from the University; or any other similar situation.  If you have any questions, please contact April Suttles, Professional Privilege Tax Coordinator, at 448-8680 or by email at asuttle2@uthsc.edu

Campus Updates

2018 Annual Space Survey

The University of Tennessee is conducting its Annual Verification of Space Inventory during the period of  April 23rd through May 31st.  The Office of Space Planning and Utilization conducts an Annual Space Survey in order to update and maintain the University’s Space Database, consisting of room inventory for approximately 3.7 million of gross sq. ft. and 2.5 million sq. ft. of assignable areas. The Facilities Inventory encompasses 46 buildings on approximately 60 acres of densely developed urban property. There are over 13,000 separate rooms listed on the official inventory which is accessed through the IRIS Real Estate module.

UTHSC is required by both state and federal regulations to maintain an accurate inventory of space in all buildings owned and leased by the university.   This information is used to request federal research reimbursements, state funding for new construction and renovation projects and is a key component of our Campus Master Plan.  Funding issues that tie directly to this data have become an important topic for all UT campuses and your careful and accurate work on this project is very important and greatly appreciated. Meeting this deadline is very important since there are a number of processes that must take place after the departmental data entry.  The Tennessee Higher Education Commission is expecting UT to report facilities data for all campuses as a part of a new space justification process that is directly tied to funding.  The Office of Space Planning and Utilization is responsible for maintaining campus' comprehensive space management system.  The facilities component of UTHSC's Federal F&A rate is allocated based on the results of the survey.

Business managers are asked to designate an individual within your department to verify space inventory. If you have been designated to provide this information on behalf of your department, you are highly encouraged to attend one of the following training sessions:


     Wednesday, April 25th  at 8:30 am – 11:30 am  (1.5 Hours), GEB Room B107
     Wednesday, April 25th  at 1:30 pm – 3:00 pm  (1.5 Hours), GEB Room B107


Please contact Andrea Kolen in Space Planning and Utilization at akolen@uthsc.edu or by telephone at 448-7248.

Upcoming Events



Fisher Scientific Vendor Show
GEB Lobby
Tuesday, April 24, 2018
10:00 AM - 2:00 PM
 

UTHSC Office of Finance
62 S. Dunlap, Suite 300 | Memphis, TN 38163
901.448.5523
uthsc.edu/finance






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University of Tennessee Health Science Center · 62 S. Dunlap, Suite 300 · Memphis, TN 38163 · USA

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