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BSC Solution Source Newsletter - August 2014
In this issue:
- Procurement Services:
- Year-End Procurement Reminders
- PCard Best Practices
- Preferred Vendor Contracts for UNT System & Campuses
- Strategic Sourcing Preferred Vendor Showcase
- Payroll:
- Year-End Payroll Reminders
- Mandatory Direct Deposit
- Payroll Dates & Deadlines for August
-
Training:
-
Student Employment - Navigating the Administrative Waters
- BSC Notes:
- Upcoming ePAR Training
- Time and Labor Approver
Procurement Services
Fiscal Year-End Information
BSC Procurement Services reminds UNT System employees of the following important issues related to year-end procedures.
- PCard
- Transactions using FY14 funds should be completed no later than 5:00pm Friday, August 22nd (BSC recommends no further PCard use until September 3, 2014).
- PCard Data Entry in GCMS/August transactions for FY14 funding must be completed by 5:00pm Wednesday, September 3rd for transaction period (08-05-2014– 08-31-2014).
- PCard Data Entry in GCMS/ for September transactions, FY15 funding must be completed by 5:00pm Thursday, September 11th for transaction period (09-01-2014 – 09-05-2014).
- Payments
- Payments from FY14 funds ends at 5:00 pm Monday, September 8, 2014.
- Payments from FY15 funding begins Monday, August 25, 2014, although
checks will not be dated or released until September 1, 2014.
- Travel vouchers from FY14 funds must be received in the BSC by 5:00pm Monday, September 8, 2014.
Helpful Tips:
- Review and cancel department requisitions that will not be approved and forwarded to BSC Purchasing by 8/20/14.
- Ensure Budget Date is changed to 9/1/2014 on all FY15 requisitions before submission.
- Respond to outstanding payment approval emails received as quickly as possible.
- Forward any outstanding invoices to invoices@untsystem.edu immediately.
- Complete and submit travel vouchers for FY14 travel
PCard Best Practices
The BSC provides monthly “best practices” tips for the most
effective and efficient use of the departmental purchasing card (PCard). For July,
the monthly tips involve what to do if the card is declined, and also what to
do for PDME/Office Depot when receiving a new PCard:
- If your PCard gets declined by a merchant, you should immediately call the number on
the back of the card to learn the reason why. Then call the BSC PCard team with any information provided by Citibank (such as the MCC Code).
- If you have registered a PCard office supply account with PDME/Office Depot, and you
receive a replacement card with a different account number, you must re-register your new PCard with PDME/Office Depot to continue uninterrupted service.
Preferred Vendor Contracts for UNT System & Campuses
The BSC is proud to announce preferred vendor agreements for the purchase of laboratory supplies and computer peripheral supplies.
Laboratory Supplies:
This contract allows for the purchase of a broad range of laboratory products including consumables, chemicals, apparatus, biological, and instruments at discounted pricing. Nothing will change for departments who currently order from Fisher Scientific; the ordering process will stay the same. This contract will become active August 4, 2014.
Computer Peripherals:
This contract will allow for the purchase of computer peripheral products, including server blades and racks, third-party software and software licenses, accessories, warranty products and related services. Distribution will be direct from SHI Government Solutions as an authorized reseller. 100% HUB credit for your purchases.
These contracts are added to the ones already finalized by the BSC Purchasing Strategic Sourcing team, which include equipment maintenance agreements, outgoing freight and shipping, event equipment rental, and preferred hotels. To read more about all Strategic Sourcing contracts, visit the BSC website at http://bsc.untsystem.edu/contract-pricing.
100% HUB credit for your purchases.
These contracts are added to the ones already finalized by the BSC Purchasing Strategic Sourcing team, which include equipment maintenance agreements, outgoing freight and shipping, event equipment rental, and preferred hotels.
To read more about all Strategic Sourcing contracts, visit the BSC website at http://bsc.untsystem.edu/contract-pricing.
Strategic Sourcing
Preferred Vendor Showcase
BSC Buyers hosted a Strategic Sourcing Vendor Showcase at UNT Dallas June 5 (below left), at UNT June 11 (below center), and at UNT Health Science Center June 16 (below right). Approximately 60 visitors attended and visited with suppliers at each member institution. More
photos are available online at http://goo.gl/sakkOx.
“It was so nice to meet you yesterday at the vendor showcase. I gathered some very good
information from Aramark, which will help us achieve some specific requirements as we prepare for accreditation of the Student Health & Wellness Center. I also had the opportunity to discuss the process for PDME/Office Depot, and realized the concerns of many who utilize their services are being addressed. This was a great way to promote the Strategic Sourcing entities to the campus!”
-Shari Ruhber, Administrative Specialist, Student Health & Wellness Center
University of North Texas
  
Payroll
Year-End Payroll Reminders
- Aug. 26, 2014 – ePAR deadline for Secondary payroll to be paid Sept. 2
- Aug. 26, 2014 – Hourly deadline for Secondary payroll to be paid Sept. 2 for Aug. 1, 2014 to Aug. 15
- Aug. 29, 2014 – ePAR deadline for Supplemental payroll to be paid Sept. 5
- Aug. 29, 2014 – Hourly deadline for Supplemental payroll to be paid Sept. 5 for Aug. 1 to Aug. 15
- Sept. 2, 2014 at NOON – Hourly deadline for Special Hourly payroll to be paid Sept. 15 for Aug. 16 to Aug. 31.
Coming Soon - Mandatory Direct Deposit for All UNT System Employees
The UNT System Shared Services Council, composed of the Chancellor and Presidents at
each member institution, has authorized the mandatory direct deposit of paychecks only for all employees beginning in January 2015. In cases where employees do not elect to have their payroll direct-deposited into a bank account, pay cards loaded with the employee’s pay will be issued. Employee pay will be directly deposited to that card each pay period. A pay card is similar to a prepaid debit card.
- Approximately 94 percent of UNT System employees are already on direct deposit. Transitioning all employees to direct deposit will save the UNT System and its member institutions both time and money.
- Direct deposit will also benefit employees by not having to cash or deposit a check and
possibly having to pay associated fees.
- Student workers at the University of North Texas and UNT Dallas also may choose to have their paycheck directly deposited to the Higher One Card. To sign up for direct deposit to the Higher One Card account, review the
instructions online at http://bsc.untsystem.edu/you-are-encouraged-enroll-direct-deposit.
- Employees who are not already participating in the direct deposit program can get ahead of the change by signing up for direct deposit now. Follow the instructions online at http://bsc.untsystem.edu/payroll-resources.
More information regarding the transition to mandatory direct deposit will be
communicated throughout the remainder of calendar year 2014. Read more about direct deposit online at http://bsc.untsystem.edu/payroll-resources.
Information regarding the pay card program will be shared with those employees who do not
select direct deposit once the program is finalized.
Payroll Dates & Deadlines for August
Payroll deadlines for August 2014 are available online at https://bsc.untsystem.edu/payroll_deadlines.
Training
Student Employment – Navigating the Administrative Waters
BSC
Co-Presenting with the UNT Career Center
Getting
ready to ride the wave of hiring new student employees for the next
academic year? Looking for tips and tricks to save time or a life
preserver to keep you afloat in the tidal wave of tasks? Join the BSC
and the Student Employment office for this joint training opportunity
which will address the following:
- Student Employment Policy
- Using the Eagle Network to Post Openings
- Criminal Background Checks
- Onboarding
- ePAR(payroll origination)
- Managing and Approving Time
The sessions will be held in Chestnut Hall, Room 120 A&B. Seating is limited so please pre-register if possible.
Wednesday, August 13, 2014 9:30 – 11:30 a.m.
Thursday, August 28, 2014 10:00 a.m. – 12:00 p.m.
Please contact Beverly Wilks at Beverly.wilks@unt.edu if you have any questions.
BSC Notes
Upcoming ePAR Training
- Aug. 18, 2014 - HSC, EAD-291 9:30 to 11:30 a.m.
- Aug. 19, 2014 - BSC, 4202A 9 to 11 a.m.
- Aug. 21, 2014 - DAL, DAL2-303 9:30 to 11:30 a.m.
Staff can register by visiting the self-service portal and visiting Training and Development/Training Enrollment. Search by name (ePAR) or the course number (A014EP).
Time and Labor Approver
- Sept. 3, 2014 - BSC, 9 to 10 a.m. - Register by Course Number (A015TA) or Name (Time and Labor Approver)
Time and Labor Training
- Sept. 8, 2014 - EAD 291, 10 to 11:30 a.m. - Register by Course Number (A015TL) or Name (Time and Labor Training)
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