IN THIS EDITION

• Financial Operations
  • Entertainment Expense Gratuity
• Payroll
  • December 2025 Deadlines
• Finance and Administration
  
  • New Link - Campus-Wide Business Managers Page 
• DASH
  • Updates and Resources

FINANCIAL OPERATIONS

Entertainment Expense Gratuity

During a recent audit by the UT System Office of Audit and Compliance, they identified an entertainment expenditure that exceeded the twenty percent policy gratuity threshold. Per policy FI0715 Entertainment and Group-Arranged Events; Retirement Receptions, university employees may pay gratuities (tips), provided that the gratuity does not exceed 20 percent. The relevant excerpts from the policy about gratuity are included for your convenience.

Gratuities (Tips)

• University employees may pay gratuities (tips), provided that the gratuity does not exceed 20%. For clarity, gratuities are commonly called “tips” and do not include other types of mandatory fees, such as service fees, delivery fees, etc.
• Departments will base the amount of any gratuity, up to 20%, based on the level of service.
• Departments may pay an amount higher than 20% only if the University and the vendor agreed to the higher percentage in a contract or purchase order

It has become a recurring practice in recent times for entertainment and food service vendors to charge gratuity. It is necessary that we review the charges before including an additional tip or gratuity.

PAYROLL

December 2025 Deadlines

To allow sufficient time to process the bi-weekly and monthly payrolls during the holidays, the payroll deadlines for December 2025 will be as follows:  

FINANCE AND ADMINISTRATION

Campus-Wide Business Managers Page - New Link

The Campus-Wide Business Managers page has been moved to a new link: New WebQA Link.

It is no longer accessible on the externally facing website due to the internal information discussed in the meetings. You will need to be on campus or logged into the UTHSC VPN to view the page. Here is information about how to log onto the VPN: https://www.uthsc.edu/vpn/.

DASH

Updates and Resources

DASH TRAVEL AND EXPENSES

• Do you have Travel or Procurement card charges that have not been reconciled this calendar year for yourself or a delegate? Please go to the Expense module in DASH and check available expenses; to check for a delegate, change the “owner” drop down to that person. All card charges from January-November should be reconciled at this time. If you have any questions, please reach out to kfulle19@uthsc.edu at your earliest convenience to avoid escalation.
• When reconciling Procurement and Travel card charges, every effort should be made to locate and attach original itemized receipts, when applicable. DASH requires the “Receipt Missing” box be checked and a justification be added to these reports. If you use the supplemental receipt available on the HSC home page, search Procurement. You will need to complete the form to include departmental signatures. 

DASH PROCUREMENT

• Effective 1/1/2026: All UT campuses will switch from using Cardinal Health to Morris & Dickson. If you have questions or require end user training on their order processing, reach out to kfulle19@uthsc.edu
• MarketPlace Orders: Once an order is placed, ensure you have received an order confirmation from the supplier. Recently, there have been instances where orders did not fully transmit to suppliers—even though a purchase order (PO) was generated by the system. *NOTE: Procurement can only verify a PO was created, however, cannot confirm whether the supplier received or processed said order. Departments are responsible for following up with the supplier to confirm receipt and requesting updates, as needed. If you have further questions, please reach out to purchasing@uthsc.edu

DASH PAYABLE-INVOICES-FIXED ASSET

• STEP #1: Please use the following steps when processing asset invoices: Pay your invoice and use the “track as asset” button, if the invoice is a standard invoice; use account code 539400 for sensitive minor equipment. For capital equipment, please use account code: 561100, 561200 or 561300. (If you placed an order using MarketPlace or paid an invoice using a purchase order and a fixed asset is included in your order, receive your order in MP or pay the PO invoice and skip to step# 2.
• STEP #2: When requesting an inventory tag for sensitive minor or capital equipment, please forward a copy of the paid invoice to kfulle19@uthsc.edu. You will receive your tag through campus mail and be forwarded a copy of the tag via email.
• STEP #3: 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. The fixed asset ticket will also allow departments to complete the following: asset creation, asset transfers, and asset retirement as needed:
  • https://liveutk.sharepoint.com/sites/DASHProgram/SitePages/DASH-Support.aspx#click-on-the-links-below-to-submit-tdx-forms-for-the-following-topics
• When processing Purchase Order invoices, it is imperative to “Match Invoice Lines”. This will relieve the encumbrance; if not selected, the PO will not be relieved, resulting in duplicate entries on your ledger. Job aids are uploaded to the Accounts Payable home page for your review. If you have any questions, contact: uthscap@uthsc.edu
• *NOTE: HSCHUB will issue their own inventory tags for assets purchased through the HUB.

DASH PROCUREMENT TRAINING:

• ATTENTION: Phase II Procurement Training Sessions: Register for both January and February Sessions, available on K@TE now! See you there!

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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