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Issue No. 19 | Published 11/14/16
A Message from the Vice Chancellor/CFO
This biweekly publication was created in an effort to reduce the number of emails and duplicate notices sent to campus business managers and associates via the Business Contacts listserv.  It is important that you review this publication for informational notices, policy changes, meeting dates and other financial matters since this medium will be used primarily to distribute important information from the Office of Finance and Operations to the campus.   
Anthony Ferrara
Thursday, November 17, 2016
1:30 - 3:00 PM

The next Campus-Wide Business Managers Meeting is scheduled to be held on Thursday, December 15, 2016. Request for agenda items and a reminder notice will be sent prior to the next meeting date.

Dates for the January - June 2017 meetings have been confirmed and are listed below:
Date Time Location
January 19, 2017 1:30 – 3:00 PM GEB A204
February 16, 2017 1:30 – 3:00 PM GEB A104
March 16, 2017 1:30 – 3:00 PM GEB A104
April 20, 2017 1:30 – 3:00 PM GEB A104
May 18, 2017 1:30 – 3:00 PM GEB A104
June 15, 2017 1:30 – 3:00 PM GEB A104

We are still scheduling the meetings on a monthly basis in anticipation of the entity change effort.  If the meeting is not needed for a particular month, it will be cancelled but we would like to make sure these meetings are included on your calendar.  Please note these dates/times are subject to change.  A reminder notice will be sent prior to each scheduled meeting.  July - December meeting dates will be announced in June.

The following University of Tennessee System Policy has been revised and is now available on the system policy web site.

FI0705 - Travel:  The following updates have been approved effective October 1, 2016:
  • When coach airfare isn’t available, tickets should be purchased through World Travel, who will document the lowest available fare allowing employees to be reimbursed for economy plus or similar fare. Such fares need not be treated as an exception only if purchased through World Travel. First and business class tickets are still prohibited. (Section 18)
  • Upgraded coach airfare, but not business or first class, is allowed for international travel for any flight leg of five hours or greater. (Section 67)
  • The requirement of getting reimbursed through the motor pool for gasoline purchased for UT vehicles has been removed. When the credit card provided in UT vehicles can’t be used, reimbursement of gasoline expenses should be requested through a travel expense report. (Section 27)
  • Travelers are encouraged to return rental cars with a full tank of gas, but they can be reimbursed for the REFUELING OPTION if the car is rented though the UT contract with National/Enterprise. (Under our contract, they are charged the market rate plus .25 per gallon.) Travelers are NOT permitted to purchase the PREPAID FUEL OPTION because we are charged for a full tank of gas regardless of the amount used. Travelers are also not permitted to purchase fuel options from other rental car services. (Section 32)
You can access this policy by clicking on the link above or at
Go Green by Opting Out of Paper W-2s

The Office of the Treasurer recently sent out instructions on how to opt out of receiving paper W-2 forms as a part of an effort to improve efficiency, promote sustainability and enhance security. The IRS requires that employees specifically acknowledge an agreement to receive an electronic version only.  No action is necessary for employees who wish to continue receipt of paper W-2 forms.

To opt out of receiving paper W-2 forms, follow these steps:
  • Visit My IRIS Web Portal
  • Click on the Employee Self Service tab
  • Click Benefits and Payment
  • Click Election Period Open
  • A new screen will open at the bottom of the screen titled Election Details
  • Click Receive W-2 Online
  • Click OK to confirm your election
The election period is open now through January.  An election process will be available each year before W-2 forms are distributed.  Inactive and terminated employees will continue to receive paper forms mailed to their home addresses as recorded in the IRIS Payroll system.  Additional communications will be distributed in early January 2017.  If you have any questions or need additional information, please contact the UT Payroll Office at 865-974-5251.
Dell Computer Orders
Departments are encouraged to place Dell and other vendor computer orders through the UTHSC VolShop.  Arrangements have been made that computer orders placed through this method are received at the VolShop and then transported to ITS for computer imaging prior to being delivered to your office.  After the required software is installed, IT will make arrangements with the receiving department to deliver and install your new computer equipment.  This service has proven to more convenient for the departments to receive their new equipment already set up.  
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