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Finance and Administration
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December
1, 2011 |
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In This Issue Announcements by ·
Central Receiving and Supply ·
Property Management and Inventory ·
Special Events, Facilities &
Services ·
University Police Department Important Dates ·
Effective Immediately ·
January ·
December 16, 2011 ·
January 3, 2012 For an Online copy of
this and previous newsletters, visit the Finance and Administration Web site |
Announcements
Shipping Tips The university
received over 9,900 packages last fiscal year with only a third of those
being on a purchase order. When having items shipped to the university please
do the following: 1. Ask the shipper to reference a
department and end user’s full name. 2. When purchasing with a ProCard have them use “procard”
as a reference number so Central Receiving and Purchasing know not to search
for a purchase order. These two steps will
greatly expedite processing and delivering your package. Change of Address Also, our physical
address is 1635 Vanderventer, San Angelo, TX,
76909. Please use this address instead of the 2601 W. Avenue N or any other
address. If you have any questions about Central Receiving & Supply,
please contact us at extension 2358 or visit our website. More? See this department's Web
site. Contract
Administration Office
Automation The Contract
Administration Office is meeting with departments that generate a lot of
contracts to discuss options to streamline and automate the routing and
approval process. If you have not been contacted by our office yet and you
have some ideas on how to improve the process, please contact Jennifer Lennon
at jennifer.lennon@angelo.edu or call extension 2591. Creation of Templates Does your department contract
with specific vendors or organizations multiple times throughout the academic
year or have a need to tailor a contract to specific requirements? If so,
contact us at c_admin@angelo.edu or call either extensions 2591 or
2748 so we can help you create an approved template. More? See this department's Web
site.
Have A Question? Having a problem with
Banner Finance or Banner Self-Service; or have a Finance question you would
like to ask? The Controller’s Channel of Ramport
has an Email link for this purpose. Your questions and our responses will be
posted to our Frequently Ask Questions page. Just A Reminder Departments can assist
in the prompt payment of goods and services by ensuring all invoices are sent
to the official billing address as printed on university purchase orders: Angelo State University Accounts Payable Office ASU Station #11034 San Angelo, TX 76909-1034 Tuition Payment
Reminder Pre-registration for
Spring 2012 begins November 7th and students are reminded to make sure their account
balance for Fall 2011 term is either paid in full or that all current due
charges are paid to prevent a delay in pre-registering. The Student Accounts
Office may be contacted at (325) 942-2008 or at billing@angelo.edu. More? See this department's Web
site.
After
Hours/Weekends/Holiday Emergencies Business operations
for Facilities Management are Monday – Friday from 8:00am – 5:00pm. For
emergencies for after business hours/weekends/holidays, please contact the
University Police Department at (325) 942-2071. Water Conservation The grounds keeping
department here at Angelo State University complies with all city watering
regulations. The continued drought conditions present a unique challenge to
the individuals working in this department. Many irrigation systems on the
campus grounds were cut off back in the spring. Replacement of plants in the
near future will be minimal and those areas that are replaced will consist of
drought tolerant plants and rocks. We are already seeing the effects of the
drought on the trees and anticipate losing more as time goes on. Why Should I Use
FAMIS? Facilities Management
has a software system called FAMIS that allows you, our customer, to enter
information regarding the service you require quickly and accurately. It also
allows you to track and check the status of your request. For any issues
regarding the services mentioned above, we strongly suggest that you first
submit your request online through self-service. This can be done by clicking
on this link, FAMIS Self Service Login. Our administrative service
continuously monitors and immediately schedules every request during our
normal business hours. Using self-service is the most effective and reliable
way to make your request so that we can meet your need. More? See this department's Web
site.
Helpful hints Outgoing mail items
must be brought to Mail Services before 3:00pm for same day processing. Anything
arriving after 3:00 may not be processed until the next business day. Please separate
International mailings from the US mail to avoid postage mistakes. Please keep stamped
mail separated from departmental meter mail. If stamped mail is mixed in with
meter mail and accidentally run through the meter, your department will be
charged. Do not use glue to
seal any envelope, use tape if needed. Pricing Changes USPS has announced
that it plans to increase pricing for most postal services in January. If
pricing is increased, Mail Services will also need to increase pricing. Web Site Update Mail Services is
updating its website. If you have any suggestions on information to include
in the website, please contact Donna Rathbone at donna.rathbone@angelo.edu.
Training If your department
needs assistance with understanding the operating policies or processes for the
Offices of Purchasing, Contract Administration, Travel, or Property
Management, please contact Jennifer Lennon at extension 2591 to set-up a
training session. Please give us the opportunity to tailor a training session
to meet your departmental needs. Also, contact jennifer.lennon@angelo.edu if you have any questions regarding
the materials management departments. Jennifer can then post the question and
any answers to the department’s online FAQ page. More? See this
department's Web site.
Web-Time Entry The Office of Human
Resources and the Payroll Office are still making strides on the Non-Exempt
Employee Web-Time Entry Project. This project will drastically reduce the
reliance on paper forms for timekeeping with our hourly employees. Employees
will be able to enter their time that they worked and their leave via the
work-life tab on Ramport. More information
regarding this transition, including upcoming meetings, time frames and
frequently asked questions can be found at the following web site: http://www.angelo.edu/dept/human_resources/non_exempt_web_time_entry.html. Customer Service
Survey Please don’t forget to
let your voice be heard when it comes to the service that you receive from
the Office of Human Resources. Our Customer Service Survey is always
available and you are always welcomed and encouraged to provide your valuable
feedback regarding your experience. We realize that one of the best ways to
become a better resource for our campus is to understand the experiences of
our employees when they interact with our office. You can access the Customer
Service Survey through the link listed below, via the link on our email
signature lines, through our website and also through our channel on RamPort. https://www.surveymonkey.com/s/ASUHRcustomerservicesurvey Employee Assistance
Program Thank you to everyone
who attended one of the Employee Assistance Program (EAP) orientations in
October. Mr. Maschhoff had a great presentation
filled with valuable information about our new EAP. We’ve had several
requests from people who were not able to make the orientations and would
like the information. The link for the presentation is provided below: http://www.uthouston.edu/uteap/training/employee-orientation/player-employee-orientation.htm Also, feel free to
browse their website for more information on the many services they offer
including (but not limited to): ·
Counseling
& support for: stress & anxiety, depression, anger management, bereavement,
life transitions, communication skills, parenting & family concerns,
couples & relationship issues ·
WorkLife
Services: consultation and referrals for elder care, child care, care for
persons with disabilities; access to legal and financial resources (including
a free Simple Will); concierge services ·
And
many more! If you have any
questions regarding the Employee Assistance Program, or need help accessing
services, please let us know and we’d be happy to assist you in any way we
can. The contact number for the EAP is 800-346-3549. www.uteap.org
January Pay Date The scheduled pay day
from the State Comptroller’s Office for time worked in December 2011 is
Monday, January 2, 2012. Monday, January 2, 2012 is a scheduled holiday for
Angelo State University and offices will be closed on that day. Employees who
currently receive their payroll via paper check will not be able to pick up
their paychecks until January 3, 2012 when offices reopen. January 2, 2012 is
also a banking holiday so direct deposit transactions will not post until the
following business day. Electronic W-2 Option Current ASU employees
have the option to receive their W-2 statements electronically. This option
allows employees to login to Ramport at any time
and print current and past W-2 statements. If you would like to sign up for
this option, please follow the steps below. Sign Up For Electronic
W-2 ·
Login
to RamPort. Go to the Work Life tab and select W2
Electronic Forms under Employee Services. Select Electronic W-2 Consent. Read
the statement and check the box “Consent to receive W-2 electronically”. Then
click the “Submit” button in order for the consent to process. If you wish to
revoke consent, uncheck the box and “Submit” again. There is not a
confirmation screen at this time to show that your selection was submitted. The
box will either stay checked or unchecked depending on your selection. ·
To
view your W-2 statement(s), login to RamPort and go
to the Work Life tab. Select W2 Electronic Forms under Employee Services. Select
W-2 Wage and Tax Statement. Select the Year and then click “Display”. In
order to obtain a printable version, click the “Print” button at the bottom
of the page. ·
Your
W-2 forms will be available for you to print online. You’ll be able to print
as many copies as you need – Federal, State, Local and your own personal
copy. ·
This
option is only available for current ASU employees at this time. Once an employee has
opted to receive their W-2 form electronically, they will continue to do so
unless they revoke consent or leave employment. Only at that time will a
paper W-2 form be printed in Payroll Services. More? See this department’s
Web site.
One Stop Print Shop Please, let the Print
Shop be your main source for all your printing needs. The Print Shop is
available for all departments, student organizations, and students.
Advantages of using the Print Shop include: 1. We offer the convenience of being on
campus. 2. Many times, we have a faster
turnaround than our off-campus competitors. 3. We offer flexibility – we can
contact your department if something looks incorrect on a first run, and then
make changes, if necessary. 4. We can show you a press run so that
you can be sure your work is being printed as you intended. 5. We offer high-quality, customized
print jobs comparable to our competitors at competitive prices. 6. Your departmental money for printing
projects stays on campus. For samples of our
printing services and other helpful information, please visit our Print Shop
website. Give us a call at extension 2345 to discuss how we can help you with
your printing needs. More? See this department's Web
site. Property
Management and Inventory
Missing Property
Reporting Every fiscal year, ASU
must report its total property and missing property to the State
Comptroller’s Office. For FY 2011, ASU’s missing property was: ·
88
items missing in total ·
18
are laptops and 36 are CPU’s so this is our largest problem. Value of items missing
for 2 years: $ 42,763.47 Value of items missing
for 1 year: $102,518.84 Total missing items
reported: $144,055.50 Missing items remain
on the inventory for 2 years while attempts are made to locate them. All
departments with missing property are subject to additional audits. Please keep track of
all departmental property! If you think property is missing or stolen, please
contact the UPD and Property Manager immediately. Please don’t hold on
to old computers. Several of the missing computers were very old and were
probably put in storage somewhere and eventually lost/forgotten about. Technology
changes so fast that these computers being saved for “what if” situations
will probably not be good by the time they are needed. Also, if computers are
really old, the Texas Department of Criminal Justice, school districts, or
approved organizations may not take them, which means ASU will have to pay to
dispose of them. Disposing of old computers and electronics can be costly, so
please don’t hold onto old property if it has exceeded its useful life. More? See this
department's Web site.
Cooperative Purchasing
Group A Cooperative
Purchasing Group is a profit or non-profit business that serves members in a
single industry (ex. Higher Education) and handles the bidding and/or
negotiation process with vendors for members. Co-op members play no role on
the management of suppliers or contracts. Members can utilize any resulting
contracts. Please contact the Purchasing Office for log-in information if one
is required. Angelo State
University is a member of the following Cooperative Purchasing: The
Cooperative Purchasing Network TCPN is a national
governmental purchasing cooperative. The bids are conducted and awarded in
compliance with purchasing procedures mandated by state procurement laws and
regulations. For more information, visit http://www.tcpn.org. Houston-Galveston
Area Council (H-GAC) Cooperative Purchasing Program HGACBuy is a
"Government-to-Government" procurement service available
nationwide. Governmental entities have been procuring products and services
through HGACBuy for over 30 years. For more
information, visit http://www.hgacbuy.org/. BuyBoard
The BuyBoard was developed by the Texas Association of School
Boards (TASB). The Local Government Purchasing
Cooperative is an administrative agency created in accordance with Section
791.001 of the Texas Government Code. Its purpose is to obtain the benefits
and efficiencies that can accrue to members of a cooperative, to comply with
state bidding requirements, and to identify qualified vendors of commodities,
goods, and services. The Cooperative also relieves the burdens of
governmental purchasing by effectively using current technology and realizing
economies of scale. For more information, visit http://www.buyboard.com/default.html. US
Communities US Communities is a
nationwide purchasing cooperative designed to be a procurement resource for
all government entities. The contracts focus on high use, high volume items
and are competitively solicited. For more information, visit http://www.uscommunities.org. Educational
& Institutional Cooperative (E&I) E&I is a
not-for-profit buying cooperative which provides goods and services to its
members at the best possible value. The Cooperative is owned by its
membership of more than 1500 tax-exempt colleges, universities, prep schools,
hospitals, medical research institutions and hospital purchasing organizations
located throughout the United States. For more information, visit http://www.eandi.org. Department
of Information Resources (DIR) DIR is an agency of
the State of Texas. Among their varied responsibilities, DIR must negotiate
volume purchase agreements for quality products and services. All Texas state
agencies are eligible to use these agreements. The products on the DIR
contracts are Technology and related systems products and services. For more
information, visit http://www.dir.state.tx.us. Texas
Procurement and Support Services TPASS is a division of
the Texas Comptroller of Public Accounts whose primary responsibility is to
provide goods, services, and facilities to the State of Texas. One part of
fulfilling this responsibility is establishing term contracts available to
all Texas state agencies. For more information, visit their Web site at http://www.window.state.tx.us/procurement/contracts/. Texas
Multiple Award Schedules (TXMAS) TPASS also maintains
the Texas Multiple Award Schedules (TXMAS); these contracts have been
developed from contracts awarded competitively by the federal government or any
other governmental entity of any state. For more information, visit their Web
site at http://www.window.state.tx.us/procurement/prog/txmas/ Departments
do not have to follow the competitive bidding requirements listed in the OP
54.04 Purchases of Goods and Services if the above Cooperative Purchasing
Groups are utilized. Need help in finding a
vendor? Go to the following
website and you will find a listing of HUB Vendors and Non-HUB Vendors that
have submitted a Vendor Application to the Purchasing Office. These are
vendors that have expressed an interest in doing business with ASU. ·
http://www.angelo.edu/services/purchasing/Vendor%20Lists.html More? See this department's Web
site. Special
Events, Facilities and Services
Special Events Thank you to all space
representatives and departments for your assistance during the annual
Facilities Inventory Process. We have successfully submitted facilities
inventory to the state, and your assistance is greatly appreciated. Coming Soon –
Facilities Inventory Website to include: ·
Home
page describing facilities inventory and the process ·
Instructional
power point presentation ·
Helpful
facilities inventory terms and definitions ·
Link
to the Space Change Request Form ·
List
of active classrooms and class labs on campus. More? See this department's Web
site.
Basketball Season is
in Full Swing ·
Game
day tickets go on sale 1 hour before game ·
$10
Reserved Seat ·
$5
Adult General Admission ·
$2
Student General Admission ·
Enrolled
ASU Students FREE with OneCard 2011-2012 ASU Athletic
Season Packages are Still on Sale: ·
Family
General Admission Season Pass $125 o
General
Admission to all regular season ASU home sporting events for a family of 2
adults plus up to 3 children (max) under the age of 18. ·
Individual
General Admission Season Pass $50 o
Individual
General Admission to all regular season ASU home sporting events. UREC Passes are Now
Sold by University Recreation ·
Visit
the Center for Human Performance (CHP), Room 112, or ·
Get
more information online at http://www.angelo.edu/dept/university_recreation/memberships.html#urecpass Call or visit our Web
site for more ASU ticket information: (325) 942-BLUE (2583) More? See this department's Web site.
Travel Policies Under
Evaluation The Travel Office
focus group is evaluating all travel-related policies, procedures, and forms.
As part of this evaluation, two procedures will change effective immediately: 1. The Travel Management
Compliance Certification Form will no longer be required for travel using
local funds. This form will still be used for state funds, however the focus
group will determine if this form needs revising. 2. All travel expense logs using local
funds that are equal to or within 10% over the estimate provided on the
Travel Authorization Request (TAR) will no longer require supervisor
signature. If departments want supervisors to continue
to sign travel expense logs within 10% of the TAR estimate, they will need to
develop and monitor their own internal signature authorization procedure. Please note: Local
funds include all funds within: ·
01xx
Designated Funds ·
12xx
Auxiliary Funds ·
2xxx
Restricted Funds These changes will be
added to the Travel Office website for reference. The focus group will
continue its evaluation process in order to streamline travel. If you are not
part of the focus group, but have suggestions on how to improve travel please
contact Jennifer Lennon at Jennifer.lennon@angelo.edu. Hotels In order to get state
rates on hotels within Texas, it is recommended that you call the hotel
itself rather than book online (let them know you are a state employee and
ask about receiving the state rate for that city; also mention tax exempt).
Be aware that booking online can result in being charged fully upon making
your reservation or being charged a deposit. Hotels are also
starting to require state ID (i.e. ASU One Card) to ensure state rates and
tax exemptions; please show your ASU ID upon check in and bring a tax exempt
form with you on each trip. Please double-check your hotel bill before
checking out to make sure you have been properly charged (especially when
using BTA pre-payment). Airlines Please keep in mind,
when booking airfare through ASU Travel Office, that the airlines have
started limiting the number of seats that are available for pre-selection. It
is recommended that you confirm your seating assignments 24 hours prior to
your departure time by visiting http://www.aa.com/homePage.do?locale=en_US&pref=true.
You will use the 6-letter record locator code found in your reservation
confirmation and your name to pull up your reservation in the “My
Reservations / Flight Check-In” tab on AA’s home page. Please note the
following information regarding American’s Pre-Reserved Seating Policy: ·
You
may select an available seat based on seat inventory when you book your
flight or any time prior to departure at no charge ·
If
there are no seats available or you choose not to select a seat, you will receive
an automatically-assigned seat at no charge at check-in as early as 24 hours
before departure For more information
regarding American Airlines seating options please visit: http://www.aa.com/i18n/urls/seats.jsp. Cars When utilizing
Enterprise Direct Billing, if you drop your rental car off at UPD, be sure to
email and/or call Enterprise to let them know when and where the car was
left. (325-942-0912 / Daniel.T.Rodriguez@ehi.com or Brandon.P.Fulcher@ehi.com) General Confused about travel?
New to ASU? Please contact the Travel Office if you would like personal
one-on-one training and we will be happy to set up a time to meet with you.
(325-942-2725 / traveloffice@angelo.edu) More? See this department's Web
site. |
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New Officers Hired The University Police
would like to welcome two new police officers to its ranks. Jerry Rychlik and Amy Thomas started on August 8th. Their
hiring brought the police department back to full staffing levels. Both
officers came from the Tom Green County Sheriff’s Department. Jerry has 19
years with the sheriff’s department and has worked a variety of assignments
during his tenure there. Amy served as a mental health deputy. Both are in a
12 week field training program. Dispatch and Records
Management Upgrade The police department
has undergone an upgrade to its dispatch and records management system. The
upgrade provides numerous new features including the ability for officers in
the field to obtain driver’s license and vehicle registration information
from their patrol cars. The system also allows officers to view standard
operating procedures specific to certain types of calls and enables officers
to complete and submit reports electronically from their laptops in the car.
Other features will enhance overall productivity and increase officer safety. More? See this department's Web
site. |
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