IN THIS EDITION

• Finance and Administration
  • 2025 Campus Wide Business Managers Meetings 
  • Campus Wide Business Managers Directory
• Contracts
  • DASH Access to the Contract System
• Facilities

  • DASH Maintenance Work Requests

  • Vehicle Services for University-Owned Vehicle

• Procurement

  • DASH Updates and Resources - Expense/Payables/Procurement

• Information Technology

  • Windows 10 End of Life

FINANCE AND ADMINISTRATION

Campus Wide Business Managers Meeting

Please mark your calendars for the 2025 Campus Wide Business Managers meetings. 

• February 12, GEB A104
• April 9, GEB A104
• June 11, GEB A104
• August 13, Location TBD
• October 8, Location TBD
• December 10, Location TBD

Campus Wide Business Managers Directory

It's time again, to update the Business Managers Directory. Please review the current directory and send all updates to the EVC email. The directory will be updated by January 31.  

CONTRACTS

DASH Access to the Contract System

Employees will be able to access the contract system directly in DASH.  Access is found in the tab “Other Tools”, which will display links to both Agiloft and Payment Works. The contract system is accessible through the Agiloft link. 

Unfortunately, the contract system is unavailable at this time and there is not a timeline for the system to be operational. For any contracts that are time sensitive, please contact the Business Contracts Office.

FACILITIES

DASH Maintenance Work Requests

As part of the DASH implementation, DASH Maintenance also went live on January 6. To access the Maintenance Work Request portal, click on the tile located on the DASH Landing Page.

You will be able to submit your work requests to UT Health Science Center Facilities by following our Facilities: Submitting a Work Request in DASH instructions. For questions, we have a Facilities: Submitting a Work Request FAQs article, which will be updated as questions come in.

If you experience any issues with creating a work request, please contact the Facilities Service Desk at 901.448.8888.

Vehicle Services for University-Owned Vehicles

Services provided by Facilities for UT Health Science Center-owned vehicles:

• New vehicle registration services (e.g. decals, fixed asset tags, and equipment numbers applied)
• Tracking Fleet Maintenance History (e.g., detailed record of vehicle’s maintenance)
• Routine, preventive maintenance (e.g., oil changes, filter/fluid changes, tire maintenance, electric vehicle battery maintenance, and air conditioning service)
• Corrective maintenance (e.g., flat tires, battery testing/replacement, wiper blades, basic body work and service lights)
• Scheduling work with a UT-approved outside service providers (e.g., more involved mechanical work, body work, and towing services)
• Student and Staff related services (e.g., assist with keys locked in vehicles, battery boast, and tire issue assist)

Vehicle maintenance services and fuel costs can now be charged to the owning department through DASH.

Requests for service should be initiated through the new Maintenance Work Request tile on the DASH Landing Page.

Questions?  Please contact Facilities at 901.448.8888 or by emailing uthscfacitlites@uthsc.edu.

PROCUREMENT

Dash Updates and Resources: EXPENSE - PAYABLES - PROCUREMENT

1.  Payables Application-INVOICES: Currently in DASH under the Payables Application-INVOICES, users can see an approval card that will display ALL invoices processed across the HSC campus. These are either listed as PENDING, OTHERS, REJECTED. Although having visual access to invoices in other departments may present initially as a concern, DASH and UTSA have confirmed that at this time invoices will remain visible to all. We ask that you do not delete, cancel, validate, or initiate any invoice you did not process.
2. 45 POs: If you come across any 45 POs that are not in DASH but should be, please forward an email with that information to kfulle19@uthswc.edu. We will have IT manually upload these as we come across them.
   1. POs with inactive vendors did not come across in the conversion so that may be the cause for missing 45s.
3.  AGILOFT: Please be advised that AGILOFT is currently unavailable. UTSA is diligently working to correct this issue. Invoices that require 95-PO numbers cannot be processed at this time. Again, please know that we will update accordingly with changes to this issue. For emergency situations related to contract invoices, please forward a detailed email to purchasing@uthsc.edu
4. Framework Invoices: Framework invoices will require a purchase agreement order form before the invoice is processed in DASH. Reminder, all PO and contract invoices should be processed against a purchase order. Instructions are located here: https://procurement.tennessee.edu/
   1. Please also refer to this step-by-step for entering a PO or Contract Invoice.
5. POs: Multiple invoices for 55 purchase agreements as well as 95 contracts may be paid from one PO.
6. Delegates: Delegates from Concur have not transposed to DASH. These are being addressed by UTSA and DASH. In the meantime, for those needing to enter travel expense reports, petty cash, and miscellaneous reimbursements using template OTHER NON-TRAVEL, you may choose to have the traveler grant you permissions to delegate these reports on their behalf. Manage delegates is available using the task wheel from the EXPENSE landing page and instructions are provided in the OGL-Oracle Guided Learning widget . 
   1. You may also view the step guide for Manage Expense Delegates.
7. Contingent Workers: Departments will need to use MY CLIENT GROUP in DASH to add a contingent worker - formerly known as guest travelers - to complete necessary files and SELECT UT SYSTEM.
   1. NOTE: the contingent workers demographic and other related information will be needed. Some will not have access to the above highlighted and will need to submit a TDX ticket.  
8. Approval Flow: The approval flow for financial transactions route to the department head. You can permanently delegate as described in the DASH Approval Delegate Overview Job Aid.pdf. If the current approver is not the department head and someone else should be listed, please submit a DASH Service Request by clicking here: Service - DASH 
9. Training/Office Hours: UTHSC will offer training/office hours for the following areas though the end of January:
   1. DASH INVOICE, DASH EXPENSE AND DASH PROCUREMENT REQUISITION TRAINING
      1. Check K@TE for registration opportunities: https://tennessee.csod.com/LMS/catalog/EventsCalendar.aspx#m=2&d=01/13/2025   
      2. **UTSA is currently offering Requisition and Marketplace training as well as office hours. Both can be accessed without registration: https://procurement.tennessee.edu/

If you have any questions and/or concerns related to this, please contact purchasing@uthsc.edu or uthscap@uthsc.edu

INFORMATION TECHNOLOGY SERVICES

Windows 10 End of Life

Windows 10 will officially reach end of life (EOL) on October 14, 2025.  After this date, Windows 10 will no longer be supported by Microsoft, and UT Health Science Center devices running Windows 10 will no longer be allowed on the campus network.

Since Windows 10 EOL is now less than one year away, ITS recommends that you start planning to replace any Windows 10 devices in your areas NOW. We are ready to assist by providing a computer inventory report from our asset management system to help identify devices that are incompatible with Windows 11. We can also assist with building out device recommendations and cost estimates for needed replacements. 

To request an ITS computer asset report for your area and/or assistance with the computer replacement process, please submit a service request in TechConnect here.

Please direct any additional questions to Micah Hubbard at mhubba13@uthsc.edu .

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