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.
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 
Given the possibility of an inclement weather-related campus shutdown this week, Eric Barger from the Office of the Controller would like to remind University employees of the payroll policy that applies to such days. Hourly employees must record holiday time for any closure days for which they are usually scheduled and record regular time for time during which they work. When the two overlap, you are paid for both the holiday and the time worked – effectively double-time. Note that if you pick up an extra shift and work on a holiday or shutdown day for which you not regularly scheduled, you should record both regular and holiday (you’ve been added to the schedule that day, so it becomes a “scheduled shift”). The details are below. Another way to think about this is that the “shutdown” days are now treated just the same as holidays have been treated all along. We will no longer use the “floating holiday bank” system for shutdown days.
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.
With the holidays rapidly approaching, the controller’s office would like to make the campus community aware of the following:
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.
As we begin the holiday season, all departments should take note of a new policy adopted by the President’s Leadership Council with respect to employee recognition, awards, and events, according to Eric Barger, controller. This new policy was adopted to ensure compliance with tax regulations, appropriate use of University resources, and equity across the departments of the University. A significant point in the new policy is a general prohibition on the use of gift cards as gifts to employees. There may be infrequent exceptions to this general rule, and in those circumstances departments must have officer approval in advance and give notice to the Controller’s Office (so that the value of the card may be included in taxable income).
The University of Portland will host the final Strategic Energy Management (SEM) workshop, “Report Out & Celebration,” on Wednesday, November 16. UP has been participating in a two-year SEM cohort sponsored by the Energy Trust of Oregon (ETO), according to physical plant director André Hutchinson. Other participants in the cohort, which focuses on organizations with large, complex campuses, such as the Hillsboro School District and Oregon Health & Science University, will be on campus for this closing event. The UP project has been spearheaded by the Energy Team of Hutchinson, Sandy Galati, and Dirk Theisen, physical plant; Eric Barger, controller; Michelle Sunderland, information services; and Beth Sorensen, marketing and communications.
