Finance and Administration
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September
3, 2010 |
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In This Issue Announcements by ·
Facilities
Planning and Construction ·
Property Management and Inventory ·
Special Events Facilities &
Services ·
University Recreation and
Intramurals Important Dates ·
Effective Immediately every Tuesday
and Thursday ·
Effective Immediately ·
Effective September 1 ·
September 3, 2010 ·
September 15, 2010 ·
October 1, 2010 ·
Beginning Fall 2010 ·
Fall 2010 ·
Late Spring 2010 For an Online copy of this and
previous newsletters, visit the Finance and Administration Web site |
From
the desk of Sharon Meyer, Vice President of Finance and Administration
With the on-boarding of two new vice
presidents, the Finance and Administration division is changing. Residential
Programs and Recreational Sports will be moving organizationally to the vice
president of student affairs and enrollment management. We still have a
robust division and look forward to addressing our goals and objectives
supporting the mission of the institution. The Budget Office has been working
with the Provost Office to address academic priorities and correct past
budget practices. This will enable the new Provost to enter with a level
playing field. We continue to search for ways to enhance and support academic
initiatives. The Legislature will begin session
in January, 2011. We are preparing the Legislative Appropriation Request
(LAR) for submission in mid August. The state is expecting a significant
shortfall and has instructed all state agencies to submit multiple versions
with various levels of reductions. We will not know what the final
appropriation to ASU will be until May, 2011. All increased enrollments will
positively impact the final outcome in terms of appropriated dollars. Please join our division in
preparing the campus and welcoming ASU students as they come to campus in the
fall. |
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Announcements
Renewing Electronic Devices Just a reminder that an annual
review and renewal of all monthly allowances for electronic devices must be
done and approved at the beginning of each fiscal year using the appropriate
ePAF and budget adjustment. These ePAFS should be dated for September 1, 2010
and are only good for one fiscal year. In order to be paid on the October 1
payroll for the period of September 1-30, ePAF’s for cell phone
allowances/stipends need to be completed and approved by September 15, 2010.
Budget transfers must be completed and approved before the budget office will
approve ePAF’s for cell phone allowances/stipends. ePAF’s with an effective date of
9/1/2010 can currently be entered and routed for approval. Budget adjustment
entries will need to be entered after the budget is loaded in September
(approximately September 7th). Please refer to OP 24.04 for more information.
OP 24.04 discusses the Employee Electronic Communication Resources Policy
(i.e., Cell Phones, PDAs) ·
More
information regarding mobile technology communication can be found at: ·
In
addition, the link to Electronic Allowance Program can be found at: If you have questions or need help
entering the ePAFs, please contact the department of Human Resources at
942-2168. If you have questions or need help entering an on-line budget
transfer, please contact the budget office at 942-2517. Contract
Administration Office
Contract Requirements at a Glance Written contracts should be executed
whenever ASU enters into a binding agreement with another party that involves
any amount, and for any purpose between ASU and other parties. Other parties
include but are not limited to: ·
Federal
Agencies ·
State
Agencies ·
Local
Agencies ·
Non
Profit Organizations ·
Private
Businesses ·
Partnerships ·
Individuals Following are some examples of
provisions that ASU, as a state institution, does not have the authority to
agree to. In these instances, the Contract Administration Office must contact
the other party to negotiate contract terms: ·
Attorney’s
Fees ·
General
Liability Insurance ·
Confidential
Information ·
Indemnification
of any party ·
Arbitration
·
Workers
Compensation ·
Warranties An individual executing a contract
on behalf of a state agency without the authority to do so or agreeing to
terms that ASU as a state institution does not have the authority to agree to
may be personally liable for damages flowing from repudiation of the
contract. Please refer to the Contract
Administration Operating Policies 30.01 to 30.04 for more information and
review the PowerPoint presentation on the website.
Going Green since 1995 We at Facilities Management believe
in going green! Our first step towards going green started shortly upon
Director Jay Halbert’s arrival in 1995, when the first six electric carts
were purchased. As of today, 42 percent of the university’s fleet of vehicles
are electric carts reducing the use of gasoline, diesel, and carbon
emissions. Another one of our go green efforts is through water conservation
and as of June 2010, you will have noticed a change in the landscape around
the campus. The new landscape is known as Xeriscape, which is a more natural
type of landscape that is appropriate to our local climate. For more
information, please make sure to read about our efforts as well as multiple
efforts from other departments across campus in the upcoming Fall 2010 ASU
Magazine. Our Efforts Towards a Cleaner,
Healthier Campus It is a known fact how easily germs
can spread from one person to another simply by physically touching an
object. As a means to help keep the spreading of germs at a minimum, we at
Facilities Management have installed new automatic paper towel and soap
dispensers in public restrooms across campus. Not only do these new devices
aid in a more sanitary environment, but they also encourage a more
environmental friendly atmosphere. The paper towels in the dispensers are
made from 100% recycled fiber and are process-chlorine free. The dispensers
are also designed to give out just the right amount of paper needed in order
to help reduce waste. The soap used in the dispensers is Green Seal Certified
™, which meets the environmental standard for institutional hand cleaners
based on its reduced human and aquatic toxicity and reduced smog production
potential. In addition to the automatic paper towel and soap dispensers, we
have also installed automatic flush units which also help maintain a more
sanitary environment by eliminating cross-contamination from handle touching
as well as providing an odor free, presentable environment. Our efforts
towards a cleaner, healthier campus will continue as we began phase two
during the fiscal year 2011 by installing the same devices in office suite
restrooms. 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 To be completed in Fall 2010, the
Porter Henderson Library Information Commons will provide areas for quiet
contemplation, preparation of presentations, group work areas, a place to have
coffee while working on projects, and a place where the students can research
projects, papers and other information. The majority of the work will be on
the first floor, with smaller areas renovated in the basement and on the
second floor. CHP Update The new recreation addition to the
Center for Human Performance will provide students, faculty and staff with a
new 22,000 square foot exercise facility with a 30’ climbing wall that will
be located on the west end of the addition. A new jogging track will go
around the perimeter of the facility on a second level. Construction began
Spring 2010 and will be completed late Spring 2011. In addition, the baseball
locker room will be completed this summer. Campus Master Plan Update A new Campus Master Plan update will
be completed during FY 2011 and the planning will include input from
Students, Faculty and Staff as well as from citizens in the community.
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.
Benefit Selections to be Reflected
in October 1 Paycheck Your October 1 paycheck will reflect
your deductions for the benefit selections made during the annual benefits
open enrollment. Please review your paycheck carefully to make sure your
deductions reflect the selections made. Keep in mind that changes to your
selections cannot be made after the open enrollment period unless: 1) HR
staff has made a data entry error in your benefits record; 2) a computer
error in the ERS system has caused an error, or, 3) you have had a change in
family status during this plan year such as birth of a child, marriage,
divorce, or ineligibility of a dependent. Timesheets and Leave Student Times sheets are due by noon
on September 1 for the time worked August 1 – August 31. On line Leave
Reporting for all Faculty and Professional Staff should be entered and
approved by September 3rd to help us expedite year end processing. Your
cooperation is greatly appreciated. Print Shop
The Print Shop has updated its
website to include FAQs, print samples, a list of services provided, and much
more. Please visit the new website at http://www.angelo.edu/services/print_shop/index.html. Property Management
and Inventory
Property
Disappearances 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. Purchasing
Department
If your department wants to hire an
individual who is not an employee of Angelo State University, the following
steps should be followed: 1. Complete the Independent Contractor
Questionnaire located on RamPort under the Fiscal Forms. If possible, please
complete the form at least six weeks prior to start date of employment. Email
the form to Kurtis Neal at kurtis.neal@agelo.edu. Within the email, please provide a
brief description of the scope of work the individual will perform. Contact
Kurtis Neal at extension 2168 for questions. 2. If it is determined that the
individual should be classified as an independent contractor, please complete
the following steps: 3. Once the Professional/Consulting
Services Agreement is signed by ASU and the consultant, create a requisition
for the contract amount and attach the contract online. Post Payment Audit Reminder As a result of a recent post payment
audit by the State Auditor, certain purchasing transactions were found to be
deficient. Purchasing would like to ask for everyone’s assistance in adhering
to all existing purchasing policies and procedures to prevent future audit
findings. Issue #1: Purchase Order Created
After Invoice - The University must ensure that documentation of an agreed
upon rate is prepared at the time of ordering the goods or services from a
vendor. The purchase order not only reserves funds from the proper fiscal
year, it also provides the vendor with a contract for goods or services. The
vendor should not begin work prior to a purchase order/contract being issued.
See OP 54.04. Issue #2: Freight Not Properly
Documented on Purchase Order - The University should document freight terms
on each purchase order. Departments will be responsible for working with the
vendor to determine freight charges for each purchase. Departments may use
estimated amounts for freight; however, the purchasing office will have to be
notified of any increase to freight charges. Beginning August 1, 2010, online
requisitions will be required to either have a line item for estimated
freight charges, or if there will be no freight charges associated with the
order then a reference will have to be included in the Document or Item text.
Failure to include this information on the requisition will delay the
issuance of a purchase order. If you have any questions, please do not
hesitate to contact the Purchasing Office at 942-2012. ASU Logo When ordering products that have the
ASU logo, seal or name, please follow the below steps: 1. Please check the Logo Approved
Vendors list that is posted on the Purchasing Office website. The ASU logo,
seal and name have all been trademarked, and any item on which they appear
must be purchased from a vendor licensed through Strategic Marketing Affiliates
(SMA). 2. Create an on-line requisition and
attach quote from vendor or use a ProCard to purchase. The vendor will submit
its artwork to SMA for approval then SMA will route the approved artwork to
Communications & Marketing. 3. If a vendor is not on the Logo
Approved Vendors list, please instruct the vendor to contact SMA at questions@smaworks.com or 317-829-5690 to request a
license. Your department can either wait until the vendor receives a license
from SMA to place an order or select another vendor from the Logo Approved
Vendor list. Purchasing will not approve purchase orders to unlicensed
vendors. Any ProCard purchase from an unlicensed vendor is prohibited. Special
Events Facilities and Services
ASU Reservations Live If you have not already created a
user account for the ASU Reservations system, now’s the time! For your
convenience, we have upgraded our facility reservation system with features
that allow you to search availability of space, request space online, and
maintain your event history. Before you can access the online request system,
you will have to create an online user account. Please note that the PDF
Facilities Request Form and the Academic Room Request Form previously used to
request space on campus are no longer available. We have an ASU Reservations Manual
and Quick Guide readily available if needed, and are happy to do one-on-one
demonstrations to customers whom have not been introduced to the new system. Also, if you are an advisor of a
student organization, or have student workers within your department that
need a user account, please send them our way! For more information or
assistance, please call Special Events at (325) 942-2021. Special Projects
Community Engagement projects Department staff are still currently
involved in several community projects to include the planning for a new
One-Stop Business Resource Center, economic development activities with the
Chamber’s Economic Development Council, and the planning and 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) We are entering into the third year
of the ASUFit program, and we have some exciting new plans for our Brown Bag
Seminars and the new Fitness and Wellness Challenge. Our first upcoming event
will be our Annual Health and Wellness Fair on September 10 from 10 am to 2
pm in the University Center Spine. All students, faculty, and staff are
welcome! Strategic Planning Special projects staff are still
currently involved in multiple strategic planning or related initiatives,
including the implementation of the Strategic Planning On-Line portal (SPOL),
the development of the annual operations plan for the F&A division, the University’s
Strategic Planning Council, and efforts to prepare for the next SACS
accreditation cycle and the QEP.
Have
you gotten your Activity Card yet? The LAST day to purchase Activity Cards
for FY11 is this Friday, September, 3, 2010. Call 942-BLUE (2583) for more
information or to purchase over the phone. There
have been many questions this year about the new Activity Card structure here
are some of the highlights to help clear those questions up: ·
Reserved
Activity Card – this is the package you have always had in the past ·
General
Activity Card – this is a new package for FY11 ·
Tax
Liability – please call Melanie Hahn directly at 942.2583 if you have
questions regarding tax liability ·
Changes
coming for FY12: ·
Activity
Card will no longer include the benefit of the CHP. ·
We
will have a separate recreation pass to use the CHP. ·
Guest
privileges will not apply to the new CHP recreation pass. ·
All
faculty/staff interested in using the facility will need to purchase this
pass. OneCards will only work for currently enrolled students. ·
Be
prepared for this change and over the next year really gauge how much you use
this facility so you know what packages are beneficial for you to purchase. For
more information about activity card benefits please contact the ticket
office at 325.942.BLUE (2583)
The University Police will soon
unveil their new mobile operations unit. The enclosed 16 ft trailer will be
equipped with a variety of resources needed to mitigate an emergency. Such
equipment includes generator power, communications systems, campus maps and
other emergency management resources. The conversion of the trailer was
done by the police department and office of environmental health, safety and
risk management. The trailer will be used not only to manage emergencies in
the field but will also serve as a means of outreach. The trailer is
scheduled to be complete in time for Rambunctious Weekend.
FREE Fitness Classes ·
Mondays
- Fridays ·
Please
view class schedule on the link below: ·
http://angelo.edu/dept/university_recreation/fitness_class_sched.html Intramural Sports Registration
Meetings ·
Student,
Faculty and Staff may sign up. ·
Men's,
Women's and Co-Rec teams can register. ·
Dates
of Registration Meetings are located at http://www.angelo.edu/dept/university_recreation/calendar.html CHP Hours of Operation ·
Weight
Room, Dance Studio, Racquetball Courts & Gym ·
Monday
- Thursday: 12:00 pm – 11:00 pm ·
Friday:
12:00 pm – 10:00 pm ·
Saturday12:00
pm – 8:00 pm ·
Sunday
2:00 pm – 10:00 pm Swimming Pool ·
Monday
- Friday: 12:00 pm – 9:00 pm ·
Saturday:
12:00 pm – 6:00 pm ·
Sunday:
2:00 pm – 8:00 pm Links for more information ·
FAQs:
http://angelo.edu/dept/university_recreation/faq.html ·
UREC
Webpage - http://www.angelo.edu/dept/university_recreation/ ·
Guidelines
for Kayak Check-out - http://www.angelo.edu/dept/university_recreation/Kayaking.html#guidelines ·
Student
Employment - http://www.angelo.edu/dept/university_recreation/employment.html |