The 2007-2008 fiscal year is coming to an end and preparations are currently underway.  Workshops were conducted to help departments understand the year end process.  These workshops included personnel from all areas of finance and accounting as well as the budget office.  Deadlines have been scheduled to begin the countdown to June 30th.  There is a website that has been created to help departments remember those dates.  A helpful idea is to put those dates as reminders in your outlook calendars.  For more information click the link below or contact Sheela Moudgil at 392-1326.

 More Details

 

Fiscal Year End Soon Approaching

In order to support sustainability at UF, AVIS Rental Cars now offers hybrid vehicles as an additional selection for rental.  Although these vehicles are classified as Class C vehicles, they will be allowed without a justification by the university.  For more information contact the travel office at 392-1245 or click here.

 

AVIS  Agreement Changes

University of Florida Finance and Accounting

June 2008 Newsletter

Effort Reporting

Effort Reporting for Spring Semester will open around June 28th.  There will be some changes for the system in place to help departments with navigating and completing their certifications.  To view the latest changes, please visit the HR Toolkits.  For more information, please contact Grady Darden at 392-5778.

 

PRO 3 Certification

Have you earned your PRO3 Fiscal Certification or HR/Payroll Management Certification?  The series trains departmental administrators at the University of Florida to learn key information and develop skills they need to be successful.  More Details

 

 

Donating Property

Do you have property that you do not need in your department?  Before deciding to donate those items, please remember there are procedures that you must follow.  A Surplus Property Pick-up Request form must be completed and sent to Asset Management for approval; and before it can be donated, the equipment must first be advertised on the Surplus Warehouse website for 14 days.  If no other department wishes to use the equipment, it will then be released for donation.  Donating equipment is only allowed to other government organizations and/or private nonprofit organizations.

 

US Flag Airlines when Federal Funds are Used

When University employees are traveling, departments should pay close attention as to the source of funds used to pay for the travel.  If the funds are from sponsored projects in fund 201, and the traveler is flying, he or she must use a US flag carrier or a US flag carrier service under the new federal travel regulations act titled “Use of United States Flag Carriers” which is also known as the “Fly America Act.”  Exceptions are permitted under this new regulation, but a form must be completed to be pre-approved by the Travel Office.

Travel Directive

 

Has Your Department Been Visited?

Have you scheduled a departmental visit from the Finance and Accounting Team?  We will customize a team to fit your needs and time frame.  Topics can include deposits, general accounting, reporting, purchasing, payables, tax services, or asset management.  Contact us today to schedule a visit.

Spring Cleaning

As you may know University Financial Services (UFS), in Criser Hall, is the part of Finance and Accounting responsible for billing and collecting all debts owed to the University by students.  UFS also disburses student financial aid.  In 2006, the University made the decision to replace all existing legacy mainframe operations at UFS with the PeopleSoft Student Financials module.

This means that all systems that the University uses to assess student debts and allocate them to the proper university departments will be replaced.  Because UFS works closely with the Registrar’s Office, Student Financial Affairs, Housing, and all other departments that place accounts in the student billing system, many interfaces are being developed.

The new system will offer many services to students similar to online banking.  Students will have online access 24 hours 7 days a week.  They can go online and view detailed account information, as well as make electronic payments.  They will have access to more detailed financial information than ever, and, for the first time have a consolidated transaction history of their account.

Many Finance and Accounting employees are involved with this project.  Patti Perkins, Ruth Harris, Diane Hurtak and Dorothy Etienne along with a team of Bridges employees have all been assigned to work on this project.  Additionally, Student Financial Affairs, Office of University Registrar, and several other departments are working hard to ensure the new student financial system goes live in fall 2008.

If you have any questions on this project please call Stuart Hoskins, or anyone mentioned above and they will be glad to answer your questions.  You can also visit the Bridges website for more information about this project http://www.bridges.ufl.edu/student/. 

 

 

Question or comments regarding this newsletter, contact bbh@ufl.edu or call 352-392-1321, x627.

A new and improved student financial system.

The PeopleSoft Student Financials (PS-SF) Project

Payroll Direct Deposit Update

Employees who do not currently have direct deposit for their payroll checks are now receiving their checks by mail.  Departments will no longer pick up packets from payroll on payday Fridays.  The only checks that will need to be picked up are emergency checks and cash outs.  Please remind your employees who still receive paychecks to verify their mailing addresses to ensure that their check will be mailed correctly.  Also remember that the direct deposit form is now a part of the hiring packet and please encourage those employees who have not yet done so to enroll in direct deposit.  Employees who do not currently have the ability to be in the direct deposit program have the option to enroll in the pay/debit card program.

We are Looking for Volunteers. . . . .

Finance & Accounting is developing a departmental best practices manual.  We need department input in order to make this a successful tool for all fiscal staff at the University no matter how big or small the department is.  The sections of the manual that are currently being developed are departmental reconciliations, requisitions, and payroll reconciliation. Please take a moment and think about volunteering your time to present your thoughts, shortcuts, forms, and any other useful information for consideration as we develop this new manual to help others.  Contact Brenda Harrell for more information or to volunteer.  Also, Payroll is pursuing improvements to the paylist to make it a more effective tool and would like your input.  Please contact Linda Orfield for additional information. 

 

 

Cell Phone Disposal

Did you know that the majority of the University owned cell phones are currently being donated to the “Cell Phones for Soldiers” program if they are no longer used by the University?  Departments are required to send ALL electronic items to the Surplus Warehouse so that they can be properly re-circulated and/or recycled.  Those items can include wires, keyboards, mice, telephones, cell phones, etc.  The Surplus Property Pick-up Request form must be completed and faxed to 392-4687.  Once it is picked up the Surplus Warehouse staff separates the electronics.  The cell phones are boxed and sent to the Cell Phones for Soldiers program.  This program is to enable troops to call home through prepaid calling cards.  The phones are sent to ReCellular, which pays Cell Phones for Soldiers for each donated phone—enough to provide an hour of talk time to soldiers abroad. 

It's SPRING TIME!!! and with the reduced number of students on campus, there is no better time to clean up around the office.  Take a walk through your department and take inventory of the equipment that has been sitting idle for an extended period of time.    Move this equipment to a better location where it can be fully utilized.  If the equipment is no longer needed within your department, complete a Surplus Property Pick-up Request form and Asset Management will come by and pick up the equipment.  This will allow other departments within the University the opportunity to utilize the equipment.  Your department will appreciate your efforts in making your department a more organized and productive work environment.  If you have additional questions, contact Asset Management at 392-2556.