November 2007 - EMPLOYEE
FOCUS
Mandatory Training
– Finish 1st and Win!
The Division of Administration and Finance
would like to reward those departments on
campus who successfully complete all
required training. Therefore, the first
three departments who notify Business
Services of their completed training will be
rewarded with an Ice Cream Sunday party. All
employees in the department must complete
all mandatory training courses, and Business
Services must be able to verify this
information in PeopleSoft.
The following classes will be included:
Mandatory for all employees:
E08001 - Equal Employment Opportunity (EEO)
H08001 - Secure Our Systems
F08037 - Code of Ethics
F08024 - Fraud Awareness
Finance Role Based:
F08038 - Cash Security Procedures
F08039 - Cash Deposit & Security Procedures
F08015 - Petty Cash and Change Fund
Custodians
F08034 - Credit Card Accounting
F08033 - Credit Card Processing
F08035 - Credit Card Data Security
F08016 - Procurement Card Cardholder
F08017 - Procurement Card Business Office
F08018 - Travel Card Holder
F08019 - Travel Card Business Office
Monthly course completion reports will be
distributed to College/Division
Administrators and Division Vice Presidents.
To view the status of your training, log
into PASS where the information is updated
nightly. To learn how, go to
http://www.uh.edu/admin/hr/passhelp/trainingsummary.htm
For assistance, please call the Customer
Service Center at 3.3988. When your
department has completed all required
training for FY2008, contact Sara Carter at
scarter@uh.edu
or 3.6885.
HUB VENDOR OF THE MONTH
 WHO:
Stewart Investigative Services, Inc. dba
Stewart & Associates
President and General Manager: Arnold
Stewart
WHAT:
Stewart Investigative Services, Inc., dba
Stewart & Associates, specializes in the
design, implementation, and delivery of
background information for intelligent
hiring decisions. Multiple screening options
are available to meet the needs and
requirements of industry and government. Our
goal is to help clients improve hiring
decisions, fill positions quickly, and avoid
loss of qualified candidates.
HOW:
Orders can be placed:
By email at
www.stewart-pi@msn.com,
By phone at 713-779-3432, or
By fax at 713-779-3641.
Contact Arnold Stewart or Chrystal Price at
713-779-3432 for additional information.
ONE THING ABOUT OUR COMPANY THAT WE WOULD
LIKE UH TO KNOW:
Stewart & Associates uses the Flexible
Research System (FRS), developed by
Imagination Technologies, to manage the
employment screening process and client
accounts. FRS is the most widely used
automated software system for background
screening companies. This powerful tool
manages all aspects of the pre-employment
screening process, from the initial order
through the delivery of completed reports
back to the client.
INTERESTING FACT ABOUT THE COMPANY:
Arnold Stewart, President and General
Manager, has designed background screening
programs for some of the country’s most
prestigious employers. “We foster a climate
of partnership verses vendorship. No two
companies are alike. We recognize this and
respond accordingly.”For further information on this or other
HUB vendors contact the University of
Houston HUB Operations Department:
Sandra G. Webb – (713) 743-5662
E-mail:
sgwebb@central.uh.edu
Please be sure to check out Vendor Special
Offers
by visiting the HUB Home Page by clicking
here!
Who’s Who in Administration & Finance
Who: Amy
Gillard
Years of UH Service: 1 year
Department: Human Resources
How to Contact Me:
3-5058 or
adgillard@uh.edu
Where to Find Me:
358C McElhinney Hall
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When to Call Me (What you do):
Contact me when you need assistance with an
employee relations issue, want to make a
training suggestion, or have an HR related
question and can’t figure out who to call.
What I Like Best About My Job:
I enjoy helping leaders and staff
effectively resolve employee relations
issues and I take pleasure in facilitating
training courses that really make a positive
difference.
Historically Underutilized Business (HUB) Statistics
University of Houston HUB use for October
2007 = 25.97%
UH System Administration HUB use for October
2007 = 48.39%
UH/UHSA departments with 90% HUB use or
higher that spent at least $100 in October
2007
|
College/Division |
Department
|
HUB Use |
Total
Purchased |
| University Advancement |
EXTERNAL COMMUNICATIONS |
100.00% |
161.96
|
| Student Affairs |
LEARNING AND ASSESSMENT SVCS |
100.00% |
608.19 |
| Student Affairs |
RELIGION CENTER |
100.00% |
166.22 |
| Law Center |
EXTERNAL AFFAIRS, LAW |
100.00% |
171.59 |
| Law Center |
LEGAL AID CLINIC, LAW |
100.00% |
1,265.99 |
| Academic Affairs |
EDUC TECH & UNIV OUTREACH |
96.57% |
72,988.87 |
| Law Center |
DEAN, LAW |
95.62% |
2,237.89 |
| Law Center |
HEALTH LAW & POLICY INSTITUTE |
94.65% |
516.18 |
| Liberal Arts and Social Sciences |
AEROSPACE STUDIES |
93.37% |
2,741.78 |
| Chancellor/President |
GENERAL COUNSEL |
90.88% |
1,301.70 |
The above percentages include
HUB-eligible voucher and P-Card payments for
October 2007. However, HUB subcontractor
payments are not included in the monthly HUB
statistics but are included in the
semi-annual and annual HUB reports. For
departments with more than one DeptID, all
DeptID’s were combined to determine the
above ranking.
HUB reports by college/division and
department are posted on the web at:
http://www.uh.edu/finance/pages/HUB_Reports.htm
See the HUB Vendor Directory for a list of
frequently-used HUB vendors:
http://www.uh.edu/hub/
You can also call Sandra Webb at x35662 or
Alan Philips at x35671 if you need help
finding a HUB vendor.
Voucher Dates
It is very important to enter the correct
dates on a voucher. The Invoice Date helps
to prevent duplicate payments, and the Goods
Receipt Date and Invoice Receipt Date
determine when some vouchers are scheduled
for payment and how much interest will be
paid to the vendor if the payment is late.
Invoice Date – date printed on the invoice
by the vendor. The Finance System will give
you a warning message if you try to enter
the same invoice number and date for the
same vendor. Therefore, it is very important
that Invoice Number is entered exactly as it
appears on the invoice (including
upper/lower case letters) and that the
Invoice Date is entered correctly.
Invoice Receipt Date – date the invoice is
first received by the University. Invoices
should be stamped in when they are first
received or the date they are received
should be written on the invoice. If an
invoice is mailed to one department and
rerouted to another department, the Invoice
Receipt Date is when it is received at the
first department. If the invoice received
date does not appear on the invoice, the
Invoice Date will be used as the Invoice
Receipt Date.
Goods Receipt Date – date that goods are
received or services completed. If the PO or
contract allows additional time for
inspection, the Goods Receipt Date will be
the date that the department determines the
order is correct and complete or when the
inspection period ends, whichever comes
first. For a lease, subscription, or
membership, the Goods Receipt Date is always
the last day of the lease, subscription, or
membership period for which you are paying.
Acceptance Date – date that goods are
received or services completed. Enter the
same date as the Goods Receipt Date.
For employee, student, and regent
reimbursements, all of the above dates can
be the date the voucher was created.
Reimbursements to employees, students, and
regents are scheduled to pay immediately
regardless of the dates entered on the
voucher and they are not eligible to receive
late payment interest.
The above information was extracted from the
Prompt Payment Summary document on Finance
References page (under Transaction
Processing). This document also includes
information about how voucher payments are
scheduled and which vouchers will pay late
payment interest.
I-9 Reminder
All new employees must complete an
Employment Eligibility Verification Form
(I-9) on or before their first day of work.
A UH representative must complete the second
section by the employee’s 3rd day. Submit
the original I-9 to Human Resources as soon
as possible.
The university requires a new I-9 when:
1. An employee is being hired for the first
time (new hire at UH); OR
2. An employee is being rehired and it has
been greater than one calendar year since
their last day of employment at UH; OR
3. An employee is being rehired and their
work authorization information has changed
(for example: new I-94, new work
authorization dates, change in status,
etc.).
If you have any questions or need assistance
completing an I-9, please contact HRIM. I-9
Training Manuals are available online in the
Employment Manager’s Toolkit
here.
To register for I-9 Training click
here.
Social Security Number Reminder
Social Security Numbers (SSN) are required
for federal tax purposes. If you hire
someone who does not have an SSN, they must
apply for their number by their first day of
employment. A copy of their application
receipt must be attached to the Personal
Data Sheet and PAR.
When the employee receives their SSN, submit
a copy of the card to Human Resources as
soon as possible to correct the HRMS system.
The state and the IRS are also notified of
the change.
PAR Training
The Human Resources Information Management
team invites all PAR processors to attend
the updated PAR Training class. The class is
led by the HRIM team and is held monthly in
341 McElhinney Hall. The next available
session is December 6th. To register go to
click
here.
NOVEMBER
CALENDAR
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