IN THIS EDITION

• Finance Office
  
  • Business Managers Directory
• Contracts Office
  • Training Videos Available
• International Affairs Office

  • J-1 Exchange Visitor Sponsorship Funding Increase

• Procurement Services Office
  • Direct Bill Lodging Request 
  • Refund Request
  • Procurement and Travel Card Renewals and Distribution 

FINANCE OFFICE

Business Managers Directory 

The Office of Finance and Administration Business Managers Directory has been updated and can be viewed on the Office of Finance Campus Wide Business Managers website.

CONTRACTS OFFICE

Training Videos Available on the UTHSC Website

It is recommended that any employee tasked with entering accounts receivable contracts in ESM watch the helpful videos provided on the website. These videos can be accessed from the "Quick Links" on the Contracts Office webpage. If you have any questions, please reach out to Laura DeFries, 901.448.1527 or ldefries@uthsc.edu.

Dash Town Hall Meeting | September 13 at 3:00 pm. 

A Dash Town Hall webinar will be held on September 13 at 2:00pm CST via Microsoft Teams. To register for the town hall, please use the link provided below. If you have any issues with the DASH Town Hall registration, please contact the DASH Project Team at dash@tennessee.edu.

Link: https://events.teams.microsoft.com/event/3a42f96b-f126-4272-a022-e4ecb10bc225@515813d9-717d-45dd-9eca-9aa19c09d6f9

INTERNATIONAL AFFAIRS OFFICE

J-1 Exchange Visitor Sponsorship Funding Increase

The minimum funding amount we have set for J-1 Exchange Visitor sponsorship has not been updated for several years, and due to cost increase across all areas of life (housing, food, etc.), we have set a new minimum funding amount of $30,000.00 per year ($2,500.00 per month) effective immediately for all future J-1 Exchange Visitor Sponsorship requests. If you have any questions, please contract International Affairs. 

PROCUREMENT SERVICES OFFICE

Direct Bill Lodging Request and Refund Request

All T25 request for "direct bill" of lodging and all refund request forms should be forwarded to the entire Accounts Payable staff, see list below. If you have any questions please contact one of the individuals listed below. 

• Emma Dye, edye3@uthsc.edu
• Keysha Fuller, kfulle19@uthsc.edu
• Debra Toombs, dtoombs1@uthsc.edu
• Brea Patton, bpatto11@uthsc.edu

Procurement and Travel Card Renewals and Distribution 

All procurement and travel cards are now shipped to the cardholder's primary office address as provided on the card application including new, renewal, and replacement cards. Staff members expecting a card should check with Campus Mail Services when a card has not been received in the expected amount of time. If the card is not located at Campus Mail Services, contact HSC Accounts Payable. 

• New and replacement cards should arrive within 10 business days 
• Renewal cards will arrive 4-6 weeks prior to card expiration (last day of the expiration month printed on the card) 

Renewal training is still required but will be assigned in K@TE and tracked by UTSA. Cardholders must complete renewal training by their card expiration date. 

1. Cardholders will be assigned the applicable K@TE training module 3 months in advance of the card expiration and will have approximately 90 days to complete the training. They will receive a notification that the training has been assigned. 
2. Cardholders will receive 3 additional reminder emails 
   1. 60 days to deadline 
   2. 30 days to deadline 
   3. 7 days to deadline 
3. If training is not completed by the deadline, the card will be suspended (set to a $0 spend limit) until the renewal training is completed. 
   1. If a travel cardholder is in travel status, the card will be suspended at the conclusion of the active trip. 

As a reminder: 

• Cardholders should NOT apply for a new card if their current card is expiring. 
• The renewal period for cardholders is once every 5 years beginning with card issued in 2022. Cards issued prior to 2022 will renew after 3 years. the reissued card will move to the new 5-year period. 
• Dormant cards (no activity for 2+ years at time of renewal) are NOT renewed by the bank and will require new training and card application to be reissued. 
• To facilitate delivery, card requests must include a complete mailing address, including building name or office/suite/department number as needed. 
• Office address changes should be promptly reported at ap_cardadmin@tennessee.edu to prevent failed deliver of renewal or replacement cards. 

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Hyman Building, Suite 220 62 S. Dunlap Street | Memphis, TN 38163 US

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