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This communication was generated by the Office of Finance to inform you of any recent or upcoming events/deadlines.  
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Deadlines

 
In an effort to eliminate multiple email notices, listed below are upcoming processing deadlines.  It is important that you note these dates on your calendar as additional reminders will not be sent.
 

BIWEEKLY PAYROLL

  • March 8 (noon):  Process biweekly time for hours worked February 22 – March 6.
  • March 10:  Reconcile biweekly payroll to be issued on March 15.
  • March 22 (noon): Process biweekly time for hours worked March 7 – March 20.
  • March 24: Reconcile biweekly payroll to be issued on March 29.
MONTHLY PAYROLL
  • March 15: Process monthly time used in February.
  • March 28: Reconcile monthly payroll to be issued on March 31.

PROCUREMENT CARDS

  • March 25:  Procurement card reconciliation due for February.  

Cost Transfers

A cost transfer is an after-the-fact transfer of expenditures that is required to be completed in a timely manner.  The responsibility of the Business Managers is to ensure all transactions (with the exception of payroll adjustments) are completed within five business days upon receipt of the approved cost transfer form.  All payroll adjustments must be completed by the next pay period.  Monthly reconciliation will ensure that the cost transfer transactions are properly recorded.  Sponsored Projects Accounting Office will closely monitor this process to ensure appropriate compliance with policy.  For more information, please review the Sponsored Projects – Cost Transfers Policy (FI0220).

Television Purchases

Several departments have purchased televisions for their areas and requested the new equipment be added to the campus network after the purchase. It should be noted that if equipment is to be added to the campus network, the procuring department should verify with Information Technology Services that the equipment meets the network standards before the purchase.  

Catering Requests

Sodexo, our on-campus food vendor, has requested that departments verify their upcoming catering orders with Artimus Hollins, Sodexo Catering Sales Coordinator, by telephone at 448-5626 or by email at ahollin6@uthsc.edu. New and exciting menu items are being added to their current offerings and you are encouraged to check with their office when planning your next on- or off-campus event.  

Commencement Regalia

Planning is underway for the Spring Commencement Ceremonies. Over the last year, the HSC decidemortarboardd to move to individual college ceremonies instead of the campus-wide event formerly held at the FedEx Forum. With this change, the colleges are now responsible for the primary cost of their commencement. The campus, through the Vice Chancellor for Academic, Faculty and Student Affairs office will continue to pay for student regalia and diplomas. Colleges are responsible for providing faculty regalia, site rental, and other costs of the ceremony.
Rush

 
Requests to process RUSH contracts have multiplied exponentially recently. These requests require a great deal of time and delay staff in the processing of contracts which were submitted in a timely manner.  
 
Effective immediately, a rush contract will require a request from the business manager.  

MARCH IRIS TRAINING


Equipment Inventory reports are due April 1, 2016.
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