UPbeat

News for and about University of Portland faculty and staff.

Controller's Office

Fiscal Year Ends June 30: Important Dates, Reminders

The University’s fiscal year ends on Thursday, June 30, and there are some important dates and reminders to note:

  • Expenses submitted prior to June 30 which are for travel or events occurring in fiscal year 2020 will be accrued, and paid against the fiscal year 2020 budget.
  • Reimbursement and Payment Request forms to be paid against the fiscal year 2019 budget need to be submitted to the controller’s office no later than Friday, July 12.
  • All goods and services purchased must be received by June 30. Any deliveries received after June 30 will be charged to the fiscal year 2020 budget.

For more information on all fiscal year-end procedures see “Fiscal Year-End Procedures” on the Controller’s Office webpage, or contact Lori Watson at x7393 or duax@up.edu.

Paperless P-Card Statements Are Here!

The controller’s office is pleased to introduce paperless P-card statement submissions to Wells Fargo beginning this month.  Starting Monday, March 18, the feature will be available to all cardholders. Submission can be done from any computer, phone (Android or Apple) or mobile device (Android or Apple).

Using the new receipt-imaging feature means no more lost receipts. Cardholders will be able to easily keep track of receipts by attaching them to their statements from either a desktop or a mobile device. The process of reviewing receipts will be streamlined, which means that cardholders and approvers will not have to deal with submitting paper receipts, documentation or envelopes. Receipt imaging goes far beyond just making life easier. Going paperless will reduce business expenses and it advances the University’s efforts toward sustainability.

In the next week the controller’s office will be sending out more information on training materials to upload documentation from a computer or mobile device via the Wells Fargo CEO app, what users should attach as proper documentation, and a receipt imaging implementation timeline.

If you have any questions please contact Theresa Knott, Lori Watson, or Eric Barger at pcard@up.edu.

New Departmental Barnes & Noble Purchase Policy

To facilitate easier transaction coding and to improve financial controls, the controller’s office has asked Barnes & Noble to discontinue having open departmental accounts at the University bookstore, according to Eric Barger, controller. Department purchases should instead be made with a University-issued P-card. The business purpose of purchases should be documented in the P-card reconciliation.  Barnes & Noble will still provide the usual faculty/staff discounts on qualifying purchases.

 

Rowena Bramlette Retirement Reception, March 1

Please join the Office of Financial Affairs as we say goodbye to Rowena Bramlette, assistant vice president for budgeting.

We will honor Rowena for her contributions to the University of Portland in a retirement reception to be held at the Pilot House on Friday, March 1, from 3:30 to 5 p.m. All University employees are invited to extend their good wishes to Rowena in her retirement.

For more information, please contact Erin Zarafshan at zarafsha@up.edu or x7507.

Tri-Met Passes No Longer Available at Public Safety

For many years, the University has been able to sell Tri-Met bus and light rail passes through the Office of Public Safety, including subsidized monthly passes. Unfortunately, due to the imposition of new federal taxes on transportation discounts and changes in Tri-Met administrative processes, we can no longer offer this benefit to our students, faculty, or staff. There is a limited inventory of books of 10 individual tickets that public safety will sell until they are gone.

Tri-Met passes and tickets are still available at a variety of locations for those who wish to purchase them, and Tri-Met’s new Hop Fastpass system may be of interest to our community members (links below).  Questions about this change may be directed to Eric Barger, controller’s office, at barger@up.edu.

  • Where to buy link here.
  • Hopcard link here.

Come A-Caroling, Dec. 16

All faculty and staff are invited to join in caroling at Assumption Village, a North Portland senior and assisted living facility, on Sunday, December 16, from 1 to 2 p.m. There will be treats, song books, and the incomparable Maureen Briare on piano. To join the fun or get more information, contact Ellen Radcliffe, controller’s office, at radcliff@up.edu.

Holiday Information From The Controller

With the holidays rapidly approaching, the controller’s office would like to make the campus community aware of the following:

  • Please keep in mind that, while department funds may be used to sponsor holiday parties and events, they may NOT be used to purchase holiday gifts for staff, faculty, or student employees. Those who approve such purchases will be asked to reimburse the University. The full policy can be found online here.
  • This is a great time to make sure that your home address is current in Banner so your W-2 tax form report is correct. Just go to Self-Serve Banner and, under “Personal Information” select “Update Address and Phones.” If anything needs to be updated, you can change it there.
  • If you haven’t yet opted-in to electronic delivery of your W-2, please consider doing so. It is more convenient and saves time and money. To opt-in, go to Self-Serve Banner and, under “Employee” select “Electronic Regulatory Consent” and check the two boxes for W-2 and 1095-C and submit.

If you have any questions or need assistance with any of the above, please contact the controller’s office at x7337 or controller_up@up.edu.

New Oregon Payroll Tax: What To Expect

Beginning in July of this year, the State of Oregon is levying a 0.1% state-wide transit tax on all salaries and wages. UP employees will see a new deduction code, “SWT” (for state-wide transit) on paychecks beginning July 20.  The July 5 and 10 paychecks are payments for work performed in June and are, therefore, not subject to this tax.

For more information contact Eric Barger, controller, at barger@up.edu.

Fiscal Year Dates, Reminders

moneybagThe University’s fiscal year ends on Thursday, June 30, and there are some important dates and reminders to note:

  • Expenses submitted prior to June 30 which are for travel or events occurring in fiscal year 2017 will be accrued, and paid against the fiscal year 2017 budget.
  • Reimbursement and Payment Request forms to be paid against the fiscal year 2016 budget need to be submitted to the Controller’s Office no later than Friday, July 15.
  • All goods and services purchased must be received by June 30. Any deliveries received after June 30 will be charged to the fiscal year 2017 budget.

For more information on all fiscal year-end procedures see the fiscal year-end procedures on the controller’s office webpage, or contact Lori Ungern at 7393 or ungern@up.edu.

New Mileage Reimbursement Rate For 2016

20090210-01846.jpgBeginning January 1, 2016, the University is adjusting its mileage reimbursement rate to $0.54/mile in accordance with IRS rules, according to Eric Barger, controller. Miles driven in 2015 will be reimbursed at the then- effective rate of $0.575/mile. Miles driven in 2015 must be submitted for reimbursement by the end of February, 2016.

For more information contact the controller’s office at 7393 or barger@up.edu.