From the AVP/University Controller
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Welcome to the inaugural BAO Newsletter.
We plan to publish these on a periodic basis to share important updates and reminders with our campus partners. You'll also find schedules of upcoming and recurring trainings, and contact information for the BAO folks who can answer your questions. If there's additional content you'd like to see, please let us know.
It's a little hard to believe, but we are coming up quickly on fiscal year-end.
The Outreach & Training section (below) has registration information for our Closing of the Books training sessions. UO's ongoing remote-work environment has both created challenges and presented opportunities related to document routing and storage. Please take some time to make sure your departmental files are in order and accessible before the auditors come calling, and that your department can demonstrate effective Internal Controls even while working remotely. Reach out if you have questions or need some additional guidance.
Speaking of auditors, BAO is working with Internal Audit on the periodic contract proposal process for external auditors. I've been acting as MC for the presentations, and either Zoom is throwing off my timing or I'm just not as funny as I thought I was.
Here's to a great spring term!
Thanks
- Kelly
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The Business Affairs Office (BAO) consists of 5 divisions reporting to the Associate Vice President for Business Affairs and Controller, and provides direct services to staff, students and UO departments:
Financial Services (General Accounting, Property Control-Surplus Property, Financial Reporting, Tax Reporting; Accounts Payable, Travel); Student Financial Services (Student Billing, Cashiers, Loans & Collections); Payroll; BAO Information Systems; and Treasury Management.
These divisions manage the largest payroll in Eugene, support UO expenditures totaling more than $500 million, and manage the billing and collection of tuition and fees for more than 23,000 students. The BAO has approximately 64 FTE, and an annual operating budget of $6.4 million.
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Vendor Records/Duck Depot Update
Accounts Payable now maintains supplier/vendor records using Duck Depot.
Eventually new vendors will be invited to enter their own
information in Duck Depot for review and approval by PCS and AP.
New and updated vendor records are uploaded to Banner for payment.
PCS also expanded the use of Duck Depot to non-catalog items, and a small group of beta users have successfully created orders with optional automatic Banner PO/Encumbrance documents.
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Oregon Real ID Coming Soon
If you are planning domestic travel on or after October 1, 2021, or to enter a government facility, you are
required to have a REAL ID compliant driver’s license (or you may travel with your valid passport, passport card, or military ID).
Plan Ahead!
Due to the Spring 2020 COVID related shutdown, Oregon DMV offices continue to have long waits for appointments.
Oregon DMV is currently scheduling more than two months out for most Lane County locations.
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INFORMATION SYSTEMS UPDATE
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Haven't returned your Banner Access employee list
to Michael Walsh? Don’t delay, to ensure uninterrupted access!
Still routing form documents for wet signature?
Joseph Muennich or Jody Bleisch can help! We can build your form on https://forms.uoregon.edu and have your colleagues notified by email and signing electronically.
Need to accept payments?
Joseph Muennich or Stephen Mosley can host your order/registration form on https://ecommerce.uoregon.edu and provide a link your customers can use to pay online. We’ll even do the Banner deposit for you.
DuckWeb is getting an upgrade this year
The first feature to change will be direct deposit. You will use your Duck ID and DUO to log into the new DuckWeb features. More information to come as the project
progresses.
Campus merchants will conduct their PCI self-assessments in May. Look for instructions in April.
Use of Kronos time and attendance is expanding to most UO administrative units this summer/fall. Contact Mark McCulloch (mmccullo@uoregon.edu) or Jon Marchetta (jmarchet@uoregon.edu) for more info.
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Fiscal Year-End Deposits
The last day to make a departmental deposit for FY21 is Wednesday, June 30th at 3:00 p.m.
PLEASE NOTE: Our secure drop box will also be accessible between 8:00 a.m. - 3:00 p.m. that day. Please see
below for regular drop box hours and location.
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Nearly all campus buildings have been completely or partially financed with State of Oregon and/or UO issued
tax exempt bonds. Therefore, we are required to track and report on any activities related to private use to
ensure we don’t go over IRS or state-mandated limits.
In general terms, private use occurs when a project is
utilized by any outside parties via leases, sponsored research conducted using the project, and any other types
of contracts with outside entities (naming rights, management/output contracts, etc.).
Please report any such activities to the Treasury Management department prior to finalizing your agreement. If you’re unsure whether or not an activity or contract constitutes private use please contact us.
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Benefits Triple Deduction
Each year in May, the Payroll Office processes triple benefit deductions for benefit eligible 9-month, academic year employees who are continuing their employment with the university next fall.
The triple deduction process adds two extra premiums to the normal deductions in the month of May, to provide benefits coverage for the months of June, August, and September.
The triple deduction process ensures that there is continuous coverage in the summer for this group of employees.
Employees who are separating or retiring from the university in May or June, and not returning for fall term, are not eligible for the May triple deduction process and that information needs to be reported to Payroll.
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Dylan DeRosa, Property Control Accountant
This past summer, Dylan joined our team to support the Financial Services-Property Control division.
Welcome, Dylan!
Ben Kane, Acting Director, Payroll Services
In March of this year, Ben was offered, and graciously accepted the position to serve as acting director.
Current Searches
We are in the process of interviewing candidates to fill the Property Control Inventory Specialist position within the Financial Services-Property Control division.
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Banner and Concur access and training
Upcoming Events:
Closing of the Books Training
The Financial Services team is gearing up for the fiscal year-end. To help you prepare, the FY21 Year-End Closing of the Books training session options are available in the MyTrack Learning Module. https://hr.uoregon.edu/learning-development
Travel Training
Monthly Concur Roundtable
Last Wednesday of every month, 11am – noon
This month’s topic: Fiscal Year End, Concur and Travel.
Presenter: Phil Davis, UO Control Accountant.
Discussion will cover the purpose and mechanics of the accrual accounting process as it applies to travel expense reports.
Travel Policy/Concur Overview
Thursday, April 22, 8:30am – 3:00pm
Bi-monthly training for new Travel Delegates or delegates wanting a refresher. If you are booking and processing travel reimbursements for UO business travel, please attend this important training to learn UO Travel Policy, IRS Accountable Plan guidelines and for an overview of the Concur Travel and Expense system.
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Street Address
Thompson's University Center
720 E. 13th Avenue
Eugene, OR 97401
Website: https://ba.uoregon.edu
General Office Hours
PLEASE NOTE: Our offices are currently closed to walk-in service.
Drop Box Hours – Thompson's University Center
A secure drop box is available just inside the front door of the Thompson's University Center building for payment, deposit, and paperwork drop-off during the following times:
8:00 a.m. to 1:00 p.m. Tuesdays
8:00 a.m. to 1:00 p.m. Fridays
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