Finance and Administration
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December
1, 2010 |
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In This Issue Announcements by ·
Facilities
Planning and Construction ·
Property Management and Inventory ·
Special Events Facilities &
Services Important Dates ·
Effective Immediately ·
Effective Immediately ·
Effective Immediately ·
Ongoing ·
Ongoing ·
Ongoing For an Online copy of this and
previous newsletters, visit the Finance and Administration Web site |
Announcements Contract
Administration Office
Guest Speaker Form Deleted The form “Request for Approval of
Guest Speaker” has been deleted. Departments must use the University
Agreement located in RamPort, Work Life Tab, Administrative
Forms. The reasons why the form is no longer accepted are: 1. This form does not contain any of
the legal terms and conditions that we require all other contractors, such as
entertainers, to sign that protects ASU in terms of liability.
Any contractor who visits ASU does pose some institutional risk to us if we
don’t have them sign our standard agreement along with our Contract Dispute
Resolution form. 2. The form doesn’t include a reference
to whether or not ASU needs to make travel arrangements for the guest speaker
so it may cause delays in processing travel and final payment to speaker. Our
university agreement does address travel and is easier to complete. If anyone has questions on the
University Agreement, please call either extension 2748 or 2591.
Accounts Payable Reviewing Direct
Payment Process We would like to remind everyone
that the request must include the appropriate documentation including the
original itemized invoice with a description of the goods and/or services,
the purpose of the purchase, a proof of payment and the name of the employee
to be reimbursed. Employee reimbursement will be limited to no more than one
reimbursement request per month. Requests should be sent to the Accounts
Payable Office as soon as possible. This will allow the staff to confirm that
the appropriate information is attached and the payment can be processed
prior to the end of the month. Items that should not be done as direct pays
include, but are not limited to, the following items: ·
Computer
Hardware ·
Computer
Software ·
Travel ·
Memberships ·
Any
contracted service (alteration, consulting, silk screening, or other 1099
reportable service) All purchases for small dollars
amounts must be made with the procurement card, since it is not cost
effective to process individual payments. If you have any questions, please
feel free to contact the Accounts Payable Office at 942-2270.
F&M Policies and Procedures that
Impact Angelo State University In December 2010, Facilities
Management, under the direction of President Dr. Rallo and Vice President of
Finance and Administration Sharon Meyer, will be giving a presentation to
targeted audience members on topics related to our department that impact
Angelo State University. Facilities Management will team with Facilities
Planning and Construction during the presentation to discuss procedures and
processes related to work orders, building modifications, fleet management,
and facility access. Identifying Electric Carts to Manage
Campus Safety We at Facilities Management are
concerned about the safety of all students, faculty, staff, and visitors. As
an effort to manage electric cart safety, we have numbered all carts on
campus. The three digit number for each cart can be found on each side of the
front fender. To report an issue, please provide this number. Updated Control and Issuance of Keys
Operating Policy & Procedure OP 36.02 Control and Issuance of
Keys has undergone a substantive revision and now is
an official operating policy and procedure for Angelo State University. We
encourage everyone to review the policy in detail by visiting Angelo State
University Operating Policies and Procedures. Did You Know? Did you know our homepage is filled
with lots of useful information? Please visit ASU Facilities Management
Homepage to see for yourself! Give Us Your Feedback It is our goal to continuously
improve the level of service we provide to students, faculty, and staff. To
meet this goal, we have developed a customer satisfaction survey. Please
visit ASU Facilities Management Customer Service Survey and take a moment to
answer our short survey. Facilities
Planning and Construction
Construction on Plaza Verde Plaza Verde Campus Green
construction began this summer and will provide students with new outdoor
recreational areas, sitting and gathering area, and native areas for
contemplation. The project will also feature “Green” initiatives including a
retention pond for retention of rain runoff. Porter Henderson Update The contractor is working to
complete the remaining interior and exterior projects for this addition to
the library. Carpenters have formed and placed concrete in the north exterior
concrete bench and electricians installed the concrete bases for outside
lighting. Millwork and mesquite furniture has been finished and sealed. The
contractor is installing the resin panels while the drywall and painting
crews are completing finishes behind this work. Flooring has been installed
in the back offices. Electrical and communication wiring is being finalized
at the project. The mechanical contractor started the new basement air
handler last week and controls have been turned over to the ASU HVAC
department. Testing and balance of new mechanical is being scheduled at this
time. Consolidated Contractors has noted to ASU FPC that remaining activities
should be completed during the second week in November. CHP Update Ironworkers have the steel structure
and roof decking installed. They are also completing the handrail
installation and miscellaneous steel for the project. Roofers have loaded
materials up on the roof decking. The plumbing subcontractor has some issues
with support for the roof drains at this time and there is some delay with
the startup of the roof covering. Bricklayers have completed interior and
exterior cement block work. Drywall crews have finished most of the exterior
framing for the east, north and west sides of the addition. Fire protection
piping has been installed under and above the jogging track, inside the
existing gym and at several offices or classrooms in the existing building.
Electricians are routing conduit for electrical services throughout the
addition. This expansion work is located to the north of the existing
building and is expected to last until mid-spring of 2011. Residence Life Shop-Materials
Management Warehouse The architect has developed plans
for a new shop and office space at Facilities Management. Pricing has been
completed by the contractor and work should begin before the end of the year. ASU Lake House Modifications The architect has completed design
and plans for a renovation at the ASU lake facility. ADA upgrades for the
existing bathrooms are planned as well as new sidewalks that connect the
building, boat house and basketball area. The contractor has completed
pricing and this project scheduled to begin during the Christmas break. Campus Green Last year, ASU and the design team
began working on plans to create an improved recreation area near the
remaining high rise dorm and east end of the mall. Incorporating the previous
site of University Hall, final plans were developed and sent out for pricing
in January of this year. Lee Lewis Construction was awarded a contract for
developing a GMP for this project and for services as construction manager.
The contractor has finished the rough grading of the site and utility
improvements are underway. The project required rerouting the existing
underground telephone and electrical services prior to commencing
installation of proposed site improvements and landscaping. The scope of work
includes new exterior lighting and sidewalks at the mall, relocated
volleyball courts, a dry creek bed, a jogging path, outdoor
Wi-Fi and seating areas. Plaza Verde Student Housing ASU and the design team have
scheduled 2 phases of construction for new student housing at the northeast part
of campus. The contractor has begun Phase 1 site work for this housing
project. Preliminary demolition has been completed and trucks are hauling in
fill for the first building pad. There will be four dorms with 416 beds and a
clubhouse included in this first phase. It is scheduled for completion in the
late summer of next year. With the planned abatement and demolition of Concho
Hall, the second phase will begin in 12-18 months, adding 505 additional beds
to this housing project.
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. The
Office of Human Resources
New
Director The
Office of Human Resources appointed a new director on September 1st, 2010.
Kurtis Neal was selected to fill the role of director. Mr. Neal began his career
with ASU as the Assistant Director of Human Resources and worked as the
Interim-Director from May through September. Mr. Neal has over 7 years of
experience in Human Resources and brings with him 3 years of Director level
experience in other organizations. The Office of Human Resources plans to
continually strive for an environment of efficiency, process improvement and
expanded support for the Angelo State University community. Training Over
the course of the next few months, the Office of Human Resources, in
conjunction with other departments from Finance and Administration, have
scheduled training aimed at increased awareness of issues facing Angelo State
University with the ever-changing regulatory environment. If you have been
invited to attend we look forward to seeing you there. What
Is Smart Casual Dressing? Smart
casual dressing is also known as business casual and is usually the preferred
dress code for most professional settings like an office, symposiums,
academia, church, and some school activities. The function of smart casual
dress is to make the person look well put together and professional, but in a
slightly more relaxed environment. Read more about “What Is Smart Casual
Dressing?” Visit eHow.com at http://www.ehow.com/about_5056844_smart-casual-dressing_.html#ixzz1432sViVa
.
Electronic
W-2’s are available Don’t
forget to sign up to receive your W-2 statement electronically. All current ASU
employees are eligible to receive an electronic W-2. By
opting to receive your W-2 electronically, you will have access to it 5-7
days FASTER than if you choose to receive a paper copy as
well as help ASU save money and trees by reducing processing time and
costs. It’s
quick and easy! Login to RamPort and go to the Work Life tab. Click on W2
Electronic Forms and then click on Electronic W2 Consent and follow the
instructions. Please
contact the Payroll Services Office at payroll@angelo.edu
if you have any questions. Property
Management and Inventory
Missing Property As required by statute, inventory
procedures for the University are governed by regulations issued from the
State Comptroller. University policies regarding Accountability and
Responsibility for State Property are provided in the SPA Policy and
Procedures Manual issued by the State Comptroller’s Office. When University property disappears as
a result of the negligence of an employee entrusted with the property's
safekeeping, such person shall be pecuniary liable to the State for the loss
sustained. Each department head at Angelo State University shall be
responsible, through authorized channels, for all University property under
his/her control. An annual inventory will be conducted and each department
head will be required to certify as to the location of property under his/her
control. Please review to Operating Policy
14.12 Inventory of Property and Equipment Surplus Furniture Pick-up Pick-up dates for surplus furniture
are Tuesdays and Thursdays, and will require a five day advance notice of
items by completing an Equipment Transfer form. If departments are not able
to give a five-day advance notice, the Property Manager will make
arrangements to pick-up surplus items as soon as time permits after scheduled
pick-ups are completed. 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. New Temporary Use of Equipment
Authorization form In order to keep better track of
equipment used off-campus, Property Management created a new form now
available on RamPort, Temporary Use of Equipment. All department heads should request that
faculty/staff in their department complete this form for all property that is
located off-campus. Once completed,
department heads should keep this in their file for reference to use during
annual or random audits. Purchasing Department
Historically Underutilized
Businesses (HUB) numbers on the rise Good news ASU community the FY ’10
HUB Report shows an increase in the utilization of HUBs at ASU. FY ‘09 ·
ASU’s
total expenditures: $28,802,896 ·
Total
spent with HUBs: $5,565,032 ·
Total
percentage spent with HUBs: 19.3% FY ‘10 ·
ASU’s
total expenditures: $26,285,524 ·
Total
spent with HUBs: $6,565,433 ·
Total
percentage spent with HUBs: 24.9% Ever wonder how your department is
doing on the quest to utilize HUBs? The answer is available at the following:
http://www.angelo.edu/services/purchasing/Monthly%20HUB%20Reports.html. Do you need help with finding a
HUB source? There is a listing of HUBs that have asked to be added to our
vendor list located at: http://www.angelo.edu/services/purchasing/Vendor%20Lists.html. This is by no means an all
inclusive list, so if you are needing additional help in finding a HUB source
you can always contact Margaret Mata at 2012 or margaret.mata@angelo.edu for assistance. Special
Events Facilities and Services
Upcoming Reservations Workshops Attend Auxiliary and/or Academic
Reservation Workshops to learn more about the reservation process, online
reservations system, locations available, policies and procedures, and
helpful tips. Each workshop will be held in the University Center Room 201
for approximately one hour. Feel free to attend and ask questions to help us
better serve you! Auxiliary Workshop Dates Nov. 10th @ 10:30 am Nov. 10th @ 3:00 pm Nov. 11th @ 2:00 pm Nov. 12th @ 11:00 am Academic Workshop Dates Nov. 10th @ 9:00 am Nov. 10th @ 1:30 pm Please contact Special Events at
(325) 942-2021 or email Shayna.Lopez@angelo.edu for more information or to
sign up for a workshop date. Special Projects
Administrative Services Survey This is the major yearly assessment
that measures customer satisfaction related to the services provided by
Finance and Administration department, and it is currently open to faculty, staff, students, and community
members. The goal of this assessment is to determine how well we are
supporting the academic mission of the university, based on feedback from ASU
faculty, staff, and students. Data from the survey is evaluated, compiled
into an annual report, and presented to F&A managers and the University
community. Areas needing improvement are identified, and action steps are
recommended for the next year to insure that the division is on a continuous
improvement track. Community Engagement projects Department staff are involved in
several community projects to include the planning and implementation of a
new One-Stop Business Resource Center (BRC) to be located in downtown San
Angelo, economic development activities with the Chamber’s Economic
Development Council, and the continued implementation of a P-16+ Educational
Partnership. The role of Special Projects in these community initiatives is
to support efforts and to provide technical expertise where applicable. Fitness and Wellness (ASUFit) In response to HB 1297 from the
Texas Legislature, a Wellness program was planned, implemented, and is being
managed by Special Projects staff. The 3rd year of the ASUFit
program is currently underway. Activities to date for FY 2011 include a
Health Fair, Brown Bag luncheons with guest speakers, a fitness and wellness
web site, monthly ASUFit newsletters and weekly
email updates, and fitness events such as the Turkey Trot and cycling series.
A draft wellness policy for ASU has also been developed and submitted to
upper administration. Strategic Planning Special projects staff have been
involved in multiple strategic planning or related initiatives, to include
the Strategic Planning On-Line portal (SPOL) efforts, the development of the
annual operations plan for the F&A division, the University’s Strategic
Planning Council, and efforts to help prepare for the next SACS accreditation
cycle. Finance and Administration Marketing
and Technology Support Communications and Marketing and the
Special Projects department are facilitating F&A in their efforts to
improve communications through Web site enhancements and other materials. Future
Web site revisions include the Mail Services Web site and the Special Events
Web site. Soon, magnets with a quick list of F&A contact numbers will be
sent across campus to faculty and staff to post where needed. In addition our
department has recently purchased Adobe Captivate to help departments train
their employees to work with new software and other materials.
ASU basketball is here! Changes to basketball: ·
Reserved
Seating now includes sections 101-105 and 112-113 ·
Students
will be sitting in the end zone closest to the visiting team in sections
106-109 ·
All
of the upstairs is now general admission during basketball games ·
Other
general admission areas are 110-111 and 114-116 Basketball Single Game Ticket
Prices: ·
Reserved
Seating: $15.00 ·
General
Admission - Adult : $ 8.00 ·
General
Admission – Student/ Senior* (over 65)/Military*/Alumni Association Members*:
$6.00 o
Proper
ID is required for some pricing ·
General
Admission for Children under 5 is free For more information about basketball
please contact the ticket office at 325.942.BLUE (2583).
New Hires The University Police Department is
proud to announce the hiring of Johnny Matheny and Todd Ward as new patrol
officers. Johnny Matheny recently retired from the San Angelo Police
Department after 20 years of distinct service. Officer Matheny’s broad
knowledge, experience and familiarity with Angelo State will be a tremendous
asset to the department and university. Todd Ward has eight years experience
as a police officer and holds a bachelor’s degree in criminal justice from
Tarleton State University. Officer Ward previously served as a police officer
with the San Angelo Lake and Park Police and began his law enforcement career
with the Snyder Police Department. His dedication and strong work ethic will
be a tremendous addition to the police department. R.A.D. The University Police Department is
now offering Rape Aggression Defense (R.A.D.) training. The R.A.D. basic
personal defense system is a national program of realistic self-defense
tactics and techniques taught for women only. All courses are free and taught
by our own nationally certified R.A.D. instructor. The goal of R.A.D. is to provide
realistic self-defense options to women, regardless of their level of
physical conditioning. Participants at all levels of ability, age,
experience, and strength will be provided with techniques and information
that can be effectively used from the first day of class. R.A.D. is not a martial
arts program, nor does it require participants to be athletes in training to
succeed. R.A.D. is the only self-defense program endorsed by the
International Association of Campus Law Enforcement Administrators (IACLEA).
Should you have any questions regarding this training, please feel free to
contact us at 942-2071. |
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