To submit a gift via payroll deduction, log into your PeopleSoft account and follow the instructions available here.

For more ways to give go to Cougars Care.
 

• 6308 ePAR forms in PRD, of those, 5347 were executed,
• 4339 initiated by departmental users,
• 1008 initiated by HR.

Of the 4339. it has taken an average of:

• 2.29 days to process Additional Pay forms
• 8.79 days to process Hire forms (this is high due to those put on hold)
• 6.36 days to process Job Change forms
• 2.13 days to process Change Employment Status forms

UHCL, UHD and UHV plan to implement ePAR in October and November.

The HRMS team is working on the ePRF form, with testing in the development database currently in progress. Specifications for the ePOI, eI-9 and eRAF are near completion.

1. Form is not signed and or dated by the new hire.
2. Current date is given instead of DOB.
3. Citizen status is not checked by the new hire.

**Please make sure you complete Section 2 as the Employer on the I-9 form.

Most common reasons for the form to be incomplete:

1. Employee start date not being entered.
2. Not attaching the 2nd page of the required list of acceptable documents with the I-9 form.
3. Using an expired form.

**Please check the upper right corner of the I-9 form to make sure it has not expired. To ensure you are using an unexpired I-9 form including foreign nationals’ forms, please print forms from our HR webpage at http://www.uh.edu/hr/resources/hrforms.htm.

If any part of the form is incomplete it will be routed back to the department for completion.

If the new hire cannot provide the documents’ necessary within 3 business days of the date of hire, the employee can present a receipt showing that they have applied for the proper documents. The receipt is only good for 30 days from date of hire within that time frame they must present original documents. If they are unable to provide the documents or receipts necessary within three business days of their date of hire they will need to be terminated.

**Please send completed original I-9’s to Alejandra Rodriguez/HRIM; 713.743.1783 Mail Code: HR5009

**Please send renewed DS–2019 and I-20 forms to the attention of: Carolyn Williams/HR; 713.743.5713




FY08 Department Fraud Risk Survey


UH departments will complete the online FY08 Department Fraud Risk Survey during the month of October. This will be the fourth time departments have completed this annual survey. The survey was developed in response to Governor Perry’s Executive Order Relating to Preventing, Detecting, and Eliminating Fraud, Waste, and Abuse in July 2004. Individuals designated to complete the survey received an email with instructions and a link to the survey.

The survey contains 95 statements about FY08 activity that require a Yes, No, or N/A answer. All statements must be answered. Each statement addresses an internal control designed in part to prevent or detect fraud. The survey is a self-assessment that is intended to help administrators and unit heads determine if any controls need to be strengthened in their area.

When statements are answered “Yes,” it means that the department fully implemented the control in FY08.

“No” means that the control was not fully implemented. For each “No” answer, survey respondents should use the Explanation box for that question (255 characters max) to indicate when the control was or will be implemented or which additional controls compensate for not having this control. If more space is needed, they can enter “see attached” in the Explanation box and attach the explanation on a separate page at the end of the survey.

“N/A” means that the question does not apply to the department. For instance, if the question is about P-Cards but the department does not have P-Cards, the answer would be “N/A.” An explanation is not required in this case.

The survey has been modified this year to be more user friendly as follows:

• Departments can log in as many times as they want.
• Departments can complete part of the survey, return later to modify their answers, or complete other parts. They must click the “Submit Section” button to save their answers but can return later to change their answers if needed.
• When they view the Summary Page, statements that have not been answered will be highlighted in red, so that they are reminded to answer these questions before printing and signing the survey.

Thanks to Patrick Daniel and Wesley Schweke in Learning and Assessment Services for making the above improvements to the survey.

After the survey is completed online, the department should print, sign, and email the scanned survey and explanations to Mike Glisson  at mglisson@uh.edu no later than October 31.

If you have any questions, please call Mike at 713.743.8706.

Reallocations Between State and Local Cost Centers
Departments submit journals to General Accounting during period 998 to transfer expenses from state to local cost centers or visa versa. Normally, departments must create a voucher to process reallocations between state and local cost centers, but during 998 they are permitted to submit a journal entry

Period 998 reallocations between state and local are just like accrual entries that must be reversed in the new year. (Reallocations involving only local cost centers or only state cost centers do not need to be reversed.) Finance creates a journal entry in period 1 to reverse the journal submitted by the department in 998. Finance also creates a voucher in period 1 (just like the department would normally do) to reallocate the expense between state and local. In addition, Finance creates a journal to record the deposit (credit to expense) when the voucher payment is issued.

The reversal journal and voucher/deposit in the new year offset each other on both the state and local cost centers, so that the expense is effectively transferred between state and local in the old year based on the department’s reallocation journal.

The example below is a transfer of expense from local to state, but the same principle applies to expense transfers from state to local.

FY	Period	Fund	Amount	Description	Processed By
FY08	998	State	100.00	Reallocation JE (local to state)	Department
FY08	998	Local	-100.00	Reallocation JE (local to state)	Department
FY09	1	State	-100.00	Reverse 998 JE	Finance
FY09	2	State	100.00	Voucher to move expense	Finance
			0.00	FY09 State Subtotal
FY09	1	Local	100.00	Reverse 998 JE	Finance
FY09	2	Local	-100.00	Deposit voucher payment	Finance
			0.00	FY09 Local Subtotal

If you have any questions, please call Mike Glisson at 713.743.8706.

All requests for reimbursement, including required documentation, must be submitted to the department business office no later than 60 days after the date of purchase. Requests submitted after 60 days may not be forwarded to Accounts Payable for reimbursement, unless approved by the appropriate division vice president.

The department should make every effort to submit vouchers for employee and student reimbursements to Accounts Payable as soon as possible but no later than 15 days following receipt of all required documentation from the employee or student.

MAPP 04.02.01A (section IX.B.), Travel Paid from State Appropriated Funds and MAPP 04.02.01B (section VIII.B.), Travel Paid from Local Funds were also revised on April 7, 2008 with the same requirement:

Employees, prospective employees, and students must submit their request for reimbursement, including required documentation, to the department business office no later than 60 days after travel is completed. Requests submitted after 60 days may not be forwarded to Accounts Payable for reimbursement, unless approved by the appropriate division vice president.

The department should make every effort to submit vouchers for employee, prospective employee, and student travel reimbursements to Accounts Payable as soon as possible but no later than 15 days following receipt of all required documentation from the traveler.

Only the department knows if the employee submitted his/her receipts within 60 days of the transaction or end of the trip. If the employee did not submit his/her receipts on time, the department should request VP approval for the reimbursement. Academic Affairs and the Research Division have issued memos or statements to reinforce the change in late reimbursements policy. Other divisions may decide to do the same.

The only type of reimbursement where the 60 day rule does not apply is non-overnight transportation (account 54807). Non-overnight mileage, parking, and tolls may be accumulated up to a year before these expenses are submitted for reimbursement, because it is not cost effective to reimburse employees for small dollar amounts once every 60 days. MAPP will be updated to indicate this exception. In the meantime, departments should not apply the 60 day rule to non-overnight transportation.

If you have any questions, please call Samantha Yurus, Director of Accounts Payable, at 713.743.8721.

UH/UHSA Colleges/Divisions with 30% HUB use or higher in FY08

College Division	HUB Use	Total Purchased
Graduate College of Social Work	47.39%	443,754.08
Technology	36.71%	1,314,169.97
Academic Affairs	35.02%	16,471,693.51
Education	32.51%	2,479,999.64
Administration and Finance	31.64%	82,437,634.69
Business Administration	30.47%	3,189,785.29

The above percentages include HUB-eligible voucher, P-Card, and HUB subcontractor payments for FY08. HUB subcontractor payments are included in the semi-annual and annual reports.


September 2008

University of Houston HUB use for September 2008 = 8.05%

UH System Administration HUB use for September 2008 = 2.89%

UH/UHSA departments with 90% HUB use or higher that spent at least $100 in September 2008
 

College/Division	Department	HUB Use	Total Purchased
Engineering	COOPERATIVE ENGINEERING	100.00%	361.09
Liberal Arts and Social Sciences	PHILOSOPHY	100.00%	2,318.41
Graduate College of Social Work	FIELD OFFICE	100.00%	550.74
Law Center	FACULTY SUPPORT LAW	100.00%	1,667.49
Law Center	EXTERNAL AFFAIRS, LAW	100.00%	4,393.35
Law Center	LEGAL RESEARCH & WRITING, LAW	100.00%	3,268.56
Law Center	INSTITUTE FOR HIGHER EDUCATION, LAW, & GOVERNMENT	100.00%	1,936.42
Law Center	HEALTH LAW & POLICY INSTITUTE	100.00%	3,099.24
Chancellor/President	AUDITING	100.00%	235.80
Graduate College of Social Work	OFFICE OF DRUG AND SOCIAL POLICY RESEARCH	94.78%	2,237.58
Academic Affairs	ACADEMIC AFFAIRS	91.46%	27,368.88
Administration and Finance	REAL ESTATE SERVICES	90.17%	329.94

The above percentages include HUB-eligible voucher and P-Card payments for September 2008. However, HUB subcontractor payments are not included in the monthly HUB statistics but are included in the semi-annual and annual HUB reports.

HUB reports by college/division and department are posted on the web at: http://www.uh.edu/finance/pages/HUB_Reports.htm

Please contact Alan Philips at 713.7435.671 if you need help finding a HUB vendor.

OCTOBER CALENDAR

MONDAY	TUESDAY	WEDNESDAY	THURSDAY	FRIDAY
		1 Monthly Payday Off Cycle Payday Run Leave Accrual Bi-Weekly (B093008) Timesheets Due in Payroll by Noon 1:30 Basic Finance CDA P-Card & Travel Card Billing Cycle Review Run P-Card & Travel Card Liability Balance Queries	2 Run Bi-Weekly (B093008) Trial 1:30 IMPACT: Diversity Awareness	3 Bi-Weekly (B093008) Corrections Due in Payroll by Noon Payroll Reallocations Processed by Noon
6 8:30 New Hire Orientation Run Bi-Weekly (B093008) Final at 9am Last day of October P-Card Billing Cycle	7 Begin Entering October Billing Cycle P-Card Transactions in SDOL	8 Off Cycle Payday 9:30 Communicating at Work 9:30 Journal Entry Biweekly (B101408) PAR's Due in HR 2:00 Voucher Creation and Workflow	9 2:00 Query 8.9	10 Bi-Weekly Payday Payroll Reallocations Processed by Noon Last Day of October Travel Card Billing Cycle Target Date to Close September (1) Accounting Period (Wait for Listserv Announcement) Deadline to Scan & Upload the T-Card Signed September Billing Cycle Expense Report to the Finance System
13 8:30 New Hire Orientation Begin Entering October Billing Cycle Travel Card Transactions in SDOL	14 9:00 Essentials of Leadership Part 1 1:30 Basic Finance	15 Off Cycle Payday 9:00 Customer Service 9:30 Travel Forms and Rules Bi-Weekly (B101408) Timesheets Due in Payroll by Noon Monthly PAR's Due in HR 5:00PM Deadline to Update P-Card & Travel Card October Billing Cycle Transactions in SDOL for AP Analysis	16 Run Bi-Weekly (B101408) Trial 9:00 Essentials of Leadership Part 2	17 Bi-Weekly (B101408) Corrections Due in Payroll by Noon Payroll Reallocations Processed by Noon Results of P-Card and Travel Card October Billing Cycle SDOL Analysis Distributed
20 8:30 New Hire Orientation Run Bi-Weekly (B101408) Final at 9am	21 9:30 Time Management, Part 2 5:00PM Deadline to Update P-Card & Travel Card October Billing Cycle Transactions in SDOL for AP Analysis	22 Run Monthly (M103108) Trial 9:30 Professional Courtesy Biweekly (B102808) PAR's Due in HR	23 Monthly (M103108) Corrections Due by Noon 2:00 Query 8.9	24 Bi-Weekly Payday Run Monthly (M103108) Final at 9am Payroll Reallocations Processed by Noon
27 8:30 New Hire Orientation	28 1:30 Basic Finance	29 Off Cycle Payday Bi-Weekly (B102808) Timesheets Due in Payroll by Noon	30 Run Bi-Weekly (B102808) Trial 1:30 Dealing Effectively With Conflict	31 Bi-Weekly (B102808) Corrections Due in Payroll by Noon Payroll Reallocations Processed by Noon September Billing Cycle P-Card & Travel Card Compliance Analysis Distributed to CDAs Submit Journal Entries with October Journal Dates to General Accounting by 5:00PM Deadline for Departments Who Completed the Department Fraud Risk Survey to Scan & Email the Signed Survey to Mike Glisson.