IN THIS EDITION

• Finance Office

  • Campus Wide Business Managers Meeting 

  • Fiscal Year 2024 Processing Deadline Dates "At a Glance"
• Procurement Services Office
  • Conference Registration Payments - Procurement Cards
  • Travel / Procurement Cardholders
  • Procurement Cards
• Institutional Compliance Office 
  • Compliance Reminders
• Information Technology Services 
  • Updated Dell Return Policy
  • ChatGPT

FINANCE OFFICE

Campus Wide Business Managers 

The next CWBM Meeting will be held on June 4, 1:30 - 3:00pm in GEB A102. The agenda will be posted on the Campus Wide Business Managers webpage the morning of the meeting. 

Individuals on the Memphis Campus are highly encouraged to attend in person. For those joining via Zoom, please register using the link below. 

Registration Link

Campus Wide Business Managers | Directory

It's time again, to update the Business Managers Directory. Please review the current directory listed on the webpage and send all updates to the EVC email. 

The updated directory will be posted May 24, 2024. 

Fiscal Year 2024 Processing Deadline Dates | At a Glance

Each item must be received in the appropriate office by close of business on the date listed to be posted in FY 2024:

• May 20 | Purchase requisitions above $50,000.00 requiring bids (for questions about purchasing deadlines contact Michelle Newman 8-7271)
• May 20 | Purchase requisitions using FY24 Funds (for questions about purchasing deadlines contact Michelle Newman 8-7271)
• May 29 | Purchase requisitions under $50,000.00 or any over $50,000.00 that do not require bids (contracts and approved non-competitive) (for questions about purchasing deadlines contact Michelle Newman 9-7271)
• June 28 | Certification of effort (for questions concerning certification deadlines, contact Brenda Murrell 8-4889)
• July 1 | All items reviewed and approved by Campus Business Offices and/or Accounts Payable/Travel offices (CONCUR travel transactions, 95xxxxxxxx contract invoices, miscellaneous reimbursements T-27 without contracts (for questions about these deadlines, contact Jonathan Lawshe at 8-2325 for AP/Travel and Trent Pitts at 8-7330 for business contract invoices)
• July 1 | Petty cash items and also complete the Petty Cash Verification Report (for questions about petty cash, contact Byron Porter 8-4847)
• July 1 | Deposits for cash receipts received in the University offices prior to the close of business on July 01, report of collections (ZK document) dated June 30, 2024, must be received in the Bursar’s Office by July 1, 2024 (for questions about deposit deadlines contact Byron Porter 8-4847). Deadline for accounts receivable Write-off requests (t-35's). For questions, please contact George Ninan 8-9745
• July 10 | Invoices, internal transfers, and procurement card distribution entered by department to be charged to FY 2024 (for questions about accounting deadlines, contact Keysha Fuller 8-4882)
• July 17 | Accrual of Accounts Payable invoices (received after July 10th) outstanding for goods or services received on or before June 30 (for questions about accounts payable deadlines, contact George Ninan  8-9745)
• July 17 | Accrual information pertaining to Business Contracts for accounts receivable and accounts payable invoices (received after July 6th) for goods or services received on or before June 30 (for questions about service contacts, contact Trent Pitts 8-7330)

Please remember that our objective is to record all revenues, disbursements and encumbrances in the proper fiscal year. 

Your assistance in closing our the year will be appreciated. 

PROCUREMENT SERVICES OFFICE

Travel / Procurement Cardholders

If your travel or procurement card is set to expire soon, you do NOT need to request a new card. Bank of America will send the renewal card directly to your official work address approximately 4-6 weeks before the expiration of the card (last working day of the expiration month). 

You will begin to receive emails 90 days before the expiration of your card for the required card training recertification. if the appropriate training has not been successfully completed by the expiration date of the card, the card will be moved to a zero-dollar credit limit until training is completed. 

Please email any questions to uthscap@uthsc.edu

Procurement Cards

The June cutoff date for purchases made by departmental procurement cards will be June 21, 2024. Purchases made near or on June 21 are not guaranteed to be posted to June. The final date to distribute charges through the procurement card system for the June purchases will be July 10, 2024. All procurement card statements should be reconciled and approved in IRIS by July 10, 2024. The procurement card default account will be charged for all purchases if you do not access the procurement card system and distribute and approve the charges by that date. Procurement card purchases made after the billing cycle ends will be charged to the new fiscal year. 

Conference Registration Payments - Procurement Cards

UT System Policy allowing the payment of conference registrations on procurement cards has changed. Conference registration payments on procurement cards are only permissible if the conference is fully virtual or the conference is in person but geographically located where the only other expenses incurred related to the conference are mileage and/or parking. Below is the section of FI0705: Travel - General Procedures that states:

• Department (or Employee) Pays via Procurement Card 
  • Departments may pay for an employee's conference registration fees with a procurement card only when (i) the conference is fully virtual; or (ii) when the conference is within a geographic range that will not require the employee to incur travel costs (other than mileage or parking). 

In person conference registration fees can be paid using a UT travel card. If you have any questions contact HSC Accounts Payable. 

INSTITUTIONAL COMPLIANCE OFFICE

Compliance Reminders

Regular Staff, Faculty, and Temporary Employees

• Please complete the Mandatory Compliance Training and Outside Interest Disclosure (OID) Form. All regular staff, faculty, and temporary employees must undergo compliance training and submit the OID Form on a yearly basis. 

Residents

• Please complete the Mandatory HIPAA Training and Outside Interest Disclosure (OID) Form. All residents must undergo HIPAA training and complete the OID Form on a yearly basis. 

Students

• Please complete the Mandatory HIPAA Training. All regular students must undergo HIPAA training on a yearly basis. 

If you have not completed your training and/or OID form, please schedule some time on your calendar to complete it as soon as possible. We are aiming for 100% completion before May 31. Thank you to those who have already completed these requirements! 

INFORMATION TECHNOLOGY SERVICES 

Updated Dell Return Policy

Per Dell, the return policy for commercial and public sector customers has been updated. This policy no longer permits returns where Dell has NOT made an error. please thoroughly review all quotes before submitting orders and refer to the Dell return policy page for more information on this change. 

This change applies to all Dell purchases, whether places through the HSC Hub or via the Dell portal in UT Marketplace. Please speak with an HSC Hub staff member or reach out to ITS for a pre-purchase consultation as needed to ensure new computing equipment meets both ITS standards and your business needs BEFORE placing an order. 

ChatGPT

Think you need to purchase ChatGPT to get into the artificial intelligence game? Think again! 

Save your money by using UT Verse and Copilot for free. 

Both UT Verse and Copilot offer the same functionality but also include protection for your data. Learn more about the UT AI resources available on our Artificial Intelligence webpage, which includes more information on UT Verse and Copilot, how AI is already being used at the UT Health Science Center, and resources such as webinars and newsletters. 

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