IN THIS EDITION

• Finance and Administration
  • Campus Wide Business Managers Meeting 
• Information Technology Services

  • Help Us Locate and Update UTHSC-Owned Devices

• Contracts

  • Accounts Receivable Contract Billing

  • Contract Term Length

• DASH
  • Updates and Resources

FINANCE AND ADMINISTRATION

Campus Wide Business Managers Meeting

August 13 Campus Wide Business Managers Meeting

The next Campus Wide Business Managers meeting will be held Wednesday, August 13 from 1:30 - 3:00 p.m. in GEB A102. The agenda will be posted on the Campus Wide Business Managers webpage prior to the meeting. Individuals on the Memphis campus are highly encouraged to attend in person. For those joining via Zoom, please register at the link below. 

INFORMATION TECHNOLOGY SERVICES

Help Us Locate and Update UTHSC-Owned Devices

Information Technology Services manages the security and access of all UT Health Science Center-owned devices, such as the computers and laptops you use. Our inventory currently shows thousands of university devices have not “called home” in several months, meaning they have not connected to the UTHSC network or VPN in a long time and are not getting critical security updates. We understand that during remote work or study, many devices may have been taken home and remain there for use. While this is acceptable, they still need to check in periodically. Please help us track down these devices by having your unit members do the following: 

• Check their homes and offices for any university-issued devices (laptops, desktops, tablets, etc.) that are still active but haven’t been used in a while. (Surplus any devices that are no longer useful.)
• Reconnect them by either:
  •  Bringing them to campus and connecting them to the UTHSC network, or
  •  Turning them on at home over the weekend and connecting them to our network via the VPN.

This simple step ensures devices are properly inventoried, updated, and secure, which is essential for our cybersecurity, compliance, and support operations.

CONTRACTS

Accounts Receivable Contract Billing

Reminder: Cost Reimbursement, Milestone and Per-Unit AR Contract billing requires an Invoice Request email to Businesscontracts@uthsc.edu in order for your billing to be processed. Please reach out to the Contracts Office at the same email address for any questions. Please note that if the IRIS account number has converted to an SPN number, a new DASH account number will need to be requested from Mike Ebbs before submitting an Invoice Request.

Contract Term Length

Before DASH, contracts without end dates were allowed in the contract system and the end date was listed as 12/31/9999. In DASH, this creates an error corrupting the import of contract information from Agiloft. As a result, any contract without a specified end date must have a specified end date in the contract system. If no end date is specified, the contract end date should be listed as 5 years from the start date of the contract. Departments should use the Agiloft expiration notices to review their contracts and determine if any contract without an end date should be extended further or, if no longer needed, should be terminated.

DASH

Updates and Resources

DASH PROCUREMENT

• If freight charges are not included in your requisition and added to the invoice upon receiving, Procurement will no longer need to process a change order; these freight charges may be added to your distribution lines in invoices manually. If you have questions, please reach to our office purchasing@uthsc.edu and uthscap@uthsc.edu

• When ordering in MarketPlace, once you have made your selections, you will be redirected back to DASH where you are able to update your delivery address. If you have any questions, reach out to scooper6@uthsc.edu for assistance and resources.

• MarketPlace e-invoice and ghost card suppliers require departments to only receive items to initiate payment. Be advised that once an order is received, you DO NOT need to pay the received invoice in DASH as a “standard invoice”. This will eliminate any double payments on your ledgers.

• Mandatory: HSC Procurement Services will be offering DASH/Procurement processing and policy overview training to include RFP/RFQ processes in DASH for the remainder of the year, please login and register to attend under your Events Calendar: https://tennessee.csod.com/LMS/catalog/EventsCalendar.aspx#m=2&d=05/30/2025 (ONCE YOU RECEIVE THE EMAIL NOTIFICATION AFTER REGISTERING, THE ZOOM LINK WILL SHOW ON YOUR OUTLOOK CALENDAR).

DASH TRAVEL AND EXPENSES

• Accounts Payable is requesting that procurement and travel card charges be reconciled monthly to reduce the number of single line reports being received for audit purposes. If you have any questions, please contact kfulle19@uthsc.edu

• When reconciling your procurement card charges, the template “Other Non-Travel” should NOT be used. Please use the Procurement Card Reconciliation template ONLY.

• When reconciling your travel card charges and said charges are for In-State, Out-of-State or International travel related expenses, these templates should be used accordingly. 

• When reconciling any card charge, DO NOT use Create Item; this will initiate payment to yourself. Also, DO NOT Create Report, only select charges from available expenses to build a report. Please reach out to uthscap@uthsc.edu for any assistance.

NEW UPDATES

• The “Other non-travel” template may be used for reconciling travel card expenses that are purchased while not in travel mode. Accounts Payable has confirmed that using this template when reconciling card charges will not initiate a payment to the processor. 

• Mandatory: Accounts Payable will be offering Travel, Travel Card and Procurement Card policy training for the remainder of the year, please login and register to attend under your Events Calendar: https://tennessee.csod.com/LMS/catalog/EventsCalendar.aspx#m=2&d=05/30/2025 (ONCE YOU RECEIVE THE EMAIL NOTIFICATION AFTER REGISTERING, THE ZOOM LINK WILL SHOW ON YOUR OUTLOOK CALENDAR).

• Effective Immediately: Please grant expense or approval delegate permissions to someone in your department. This will decrease the number expenses that require a manual delegate being assigned after a relocation, termination, ETC.

 DASH PAYABLE-INVOICES-FIXED ASSET

• (Blue) UT inventory tags will be distributed by the procurement department. You will still need to submit a fixed asset ticket to initiate asset creation through the controller’s office The link can be found below. If an inventory tag is required for sensitive minor or capital equipment, please forward me a copy of the paid invoice to kfulle19@uthsc.edu, prior to entering your fixed asset ticket.
• When processing a PO invoice and matching to lines, you will need to highlight lines that are assets before the “track as asset” box will appear. Please be reminded that this box must be checked if an asset meets the cost threshold of SME-Sensitive Minor Equipment or Capital equipment. Please use account code 539400 for sensitive minor equipment. For capital equipment, please use account code: 561100, 561200 or 561300. Also, the Controller’s office has asked that departments complete a TDX ticket and attach a copy of the invoice to that ticket; this will allow the department to complete details about the fixed asset. The following link can be used to access the correct ticket needed for the requisition request. This includes asset creation, asset transfers, and asset retirement: https://liveutk.sharepoint.com/sites/DASHProgram/SitePages/DASH-Support.aspx#click-on-the-links-below-to-submit-tdx-forms-for-the-following-topics
• Mandatory: Accounts Payable will be offering PO and standard invoice training for the remainder of the year, please login and register to attend under your Events Calendar: https://tennessee.csod.com/LMS/catalog/EventsCalendar.aspx#m=2&d=05/30/2025 (ONCE YOU GET THE EMAIL NOTIFICATION AFTER REGISTERING, THE ZOOM LINK WILL SHOW ON YOUR OUTLOOK CALENDAR).

DASH…DID YOU KNOW?

• Please visit DASH Did You Know for news and notes, tips and tricks and looking ahead: DASH...Did You Know?

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