New Contracts
January 18, 2008

Generic contracts for the procurement of consultants, guest speakers, and personal services are now available on the Purchasing website. These contracts or the vendor's agreement should be used when acquiring these services.

Please work with the Purchasing Department if a vendor requests any change to the University's generic contracts or if the vendor insists on using their agreement.

Also be aware of who in your department has the authority to sign contracts and bind the University. This authority is different than the authority to authorize payments. The individuals on campus that have signature authority are Vice Presidents or other personnel that have been delegated signature authority by a Vice President, such as the Purchasing Department. Consult your Vice President's office to confirm you have the authority to sign a contract.

Using these contracts does not preclude the need to follow the University's Purchasing Policies and Procedures when acquiring these services.

Departments would still use a purchase order or voucher to process payment for the service. Consult the Account Code Listing on the Accounting Services website for the correct payment method http://www.und.nodak.edu/cnd/docs/AccountListing110607New.xls.

The contracts are available on the Purchasing website under Forms: http://www.und.nodak.edu/dept/purchase/html/forms.htm

Contact the Purchasing Office with questions.

Email #011808-1

Furniture Buying
January 4, 2008

Please refer to the UND Purchasing website for definitions and questions regarding purchasing furniture.
http://www.und.nodak.edu/dept/purchase/html/Policies & Procedures.html#Furniture

Highlights:
UND Facilities (Mark Johnson 777-2236) must approve all Open Office System designs for compliance with Federal, State and Local codes.

You must obtain proposals from both Gaffaney's of Grand Forks and Norby's Work Perks for Open Office Systems. Bidding by the Purchasing Office is not required.

Bids or quotes obtained by the Purchasing Office are required for all purchases of furniture, not defined as Open Office Systems, which exceed $5,000.

Purchases under $5,000 are allowed on the UND MasterCard Purchasing Card or voucher.

Thank you,
Scott Schreiner
Director of Purchasing

Email #010308-2

Acceptance of Canadian Currency
December 13, 2007

Effective January 1, 2008, Student Account Services (formerly Business
Office) will no longer accept Canadian currency.

Departments accepting money should discontinue accepting Canadian
currency from students, vendors, and any other customers. Signs should
be displayed within the department notifying students and customers of
this change.

Departments accepting payment by check written from a Canadian
financial institution should inform the vendor or student to write
*Payable in US Dollars* on the check. This will ensure that the
funds will be processed at the bank in US Dollars and not in Canadian
currency.

If you have any questions regarding this change, please contact Sandi
Brelie at 777-3080 or by email at sandiebrelie@mail.und.nodak.edu

Thank you,

Lisa Heher
Assistant Controller

Email #121307-1

Updated Links and Forms from Student Account Services
Department Head, Finance & Academic Contacts:
December 7, 2007

Did you notice that the Business Office is now Student Account Services? Our name change more appropriately reflects our goal of providing excellent customer service to our students and customers. Also, our new name is more consistent with the terminology used in PeopleSoft.

BUT WE NEED YOUR HELP!

Many departments have not yet updated their forms or their websites to reflect the new name. If your forms or websites instruct students/staff/faculty to visit the Business Office web page, they'll no longer be able to follow the link you've provided on your form. Please be sure to check your forms to make sure you have the latest links!

EXAMPLES
FORMS:
bad/old link: www.und.edu/dept/busoff/html/Forms.htm
NEW LINK: www.und.edu/dept/studentaccounts/html/Forms.htm

TUITION & FEES:
bad/old link: www.und.edu/dept/busoff/html/tuitionrates.htm
NEW LINK: www.und.edu/dept/studentaccounts/html/tuitionrates.htm

Basically, if your links contain "busoff", they're BAD LINKS! Please update!

In addition, the forms on the Student Account Services website have been updated. Please be sure to download the newest forms for your department needs (i.e. department deposit forms, etc.).

If you have any questions, please be sure to visit our new website at www.und.edu/dept/studentaccountsor email us at studentaccounts@mail.und.nodak.edu

Thank you!
Student Account Services

Email #120708-1

Gross and Fringe Report Modification
December 4, 2007

The Gross and Fringe data for the period of 7/1/06 - 11/15/07 is available in HRMS. A modification that we have been waiting for has finally been made to the Gross and Fringe data. If you run a Gross and Fringe report for an Accounting Period - the data will now match the Finance information (except for any retros). Prior to this modification, if you ran a report for an Accounting Period, the report would pick up the pay period end date, rather than the actual pay date. This has been fixed and the report should now be correct.

If you see any problems when running reports, please file a remedy ticket.

Instructions on navigation and instructions to run the Gross and Fringe Report can be found at:

http://www.und.edu/cnd/HTML/HRMStipsheets.htm

November 29, 2007
Review Course/Class Fees for Spring
Finance Contacts:

The link below is the course fees for the Spring 2008 semester (0830). This listing is available on the Student Account Services (formerly the Business Office) website at http://www.und.edu/dept/studentaccounts/html/employeeforms.htm under Course Fees.

Please review the course fees for your department and notify Heidi Smart in Student Account Services by Friday, December 21st if you have any corrections. Items needing correction are missing course fees, course fees listed that should not be, inaccurate descriptions, and etc.

Heidi can be reached via phone at 7-4701 or email at heidismart@mail.und.nodak.edu.

For up-to-date Course/Class Fee listings, please visit the Student Account Services website at: http://www.und.edu/dept/studentaccounts/Documents/Classfees0830dept.xls

Thank you,

Heidi Smart
Student Account Services
www.und.edu/dept/studentaccounts

Email #112907-1

November 13, 2007
Mandatory Direct Deposit

Effective January 1, 2008, all employees, including student employees, must be signed up for Direct Deposit. If one of your employees is receiving a check, they must be signed up for Direct Deposit no later than December 15, 2007. Memos went out last week to all employees who did not have direct deposit and requested them to sign up as soon as possible. Please encourage your employees that receive a hard check these next two pay periods, to sign up for Direct Deposit as soon as possible. They can direct deposit to any bank in the United States.

Exemption: If an employee states that they are unable to get either a checking and/or savings account, they must check with the University Federal Credit Union (UFCU). Only if the UFCU is unable to provide them with an account, then the UFCU will fax an exemption form to the Payroll Office and that employee will be able to continue to receive a hard check.

November 13, 2007
New Rates for UND Life Insurance and Pre-Taxing of Premiums

NEW RATES FOR UND LIFE INSURANCE: The UND Life insurance carrier, as of January 1, 2008, will be The Standard Insurance Company. The new rates for employee- and employer-paid are 30-40% less expensive than with the previous carrier. Effective December 14, 2007 pay date, the UND Life Insurance rate charged to your department will be 28 cents per benefitted employee per pay period (Current rate is 45 cents per benefitted employee per pay period). Employees will be seeing a similar reduction in their deductions for supplemental, spouse and dependent UND Life Insurance.

PRE-TAXING OF PREMIUMS: Effective January 1, 2008, all voluntary life, dental and vision insurance premiums will automatically be pre-taxed (flexed), unless the employee has opted out. Automatic pre-taxing is in our Flexcomp Plan Document and is being advertised for all state employees by the North Dakota Public Employees Retirement System office. Memos were sent out November 6, to all employees that currently do not pre-tax (flex) premiums. The memo notified them of the change and gave them the ability to opt out and not pre-tax their premiums (if they have any). Pre-taxing will save employees federal, state and Social Security tax. However, the only requirement to pre-tax, is that you are not allowed to discontinue any premiums that are being pre-taxed during the calendar year. All changes must wait until the end of a calendar year.

November 13, 2007
Workers' Compensation Premiums

Effective with the November 15, 2007 pay date, no Workers' Compensation premiums will be charged to departments. Due to Risk Management discounts, Safety discounts and lower claims, the current balance in UND's fund is sufficient to pay the premium for the next year. Workers' Compensation premiums will not be charged until July 31, 2008, with the possibility of a later date, based on future claims and discounts.

November 9, 2007
Trademark Accounts
Finance Contacts:

The Account Listing on the Connect'U'ND website has been updated to reflect the following changes:

A footnote has been added to identify account codes that are exclusive to Trademarks.
# Expenditures must be processed on a Trademarks Use Request Form to Purchasing. After approval from Purchasing, the expenditure may be processed with a)Purchase Requisition b) Purchasing Card

The change affects the following accounts. Other accounts may be affected depending upon the services rendered or the items purchased.

535050 - Name Tags, Bus Cards, ID Cards
535055 - Plaques & Trophies
621355 - Promotional Fees - Liscensed

Please be sure to download the latest account listing from the Connect'U'ND website: http://www.und.edu/cnd/docs/AccountListing110607.xls

Thank you!
Accounting Services
Email #110807-2

November 2, 2007
Departing Faculty & Equipment Transfer Procedure
Department Head & Finance Contacts:

All departing faculty that wish to transfer equipment/supplies to their new institution of employment are required to follow the University's "Equipment/Supplies - Transfer/Sale Procedure".

The Procedure is available on the Purchasing website: http://www.und.nodak.edu/dept/purchase/html/Policies & Procedures.html#equipment http://www.und.nodak.edu/dept/purchase/html/Policies%20&%20Procedures.html#equipment

Contact the Purchasing Office with questions 777-2681.

Email #110207-1

November 1, 2007
Bad Debt Expense Journal
Finance Contacts:

The September 2007 quarterly journal entry posting to bad debt expense was completed October 31, 2007. This entry adjusts your accounts receivable allowance to the balance required based upon your accounts receivable aging balance.

If you have any questions please let Chelsea Larson know at 777-3084 or chelsealarson@mail.und.nodak.edu.

Thank you,
Business Office

Email #110107-1

Ocotber 31, 2007
Updated Facilities Website
Finance Contacts:

Facilities has recently updated their web page to make it more user-friendly for departments on campus. The Facilities Charges Reference Numbers can be found by selecting the "Facilities Job Billing" button on the main menu of the Facilities web page; then by choosing the Facilities Charges Reference Numbers. A few other options related to the Job Billings are also available.

Thank you,
Facilities

Email #103107-2

October 31, 2007
Unclaimed Property
Finance Contacts:

The Accounting Services office processed transactions this past month (October) for the annual remittance of unclaimed property to the state. Items identified as unclaimed property included checks older than two years that have not been cashed by the vendor/individual that the check was made payable. If your department has issued checks that have not been cashed in two years, your funds may have been affected.

In order to facilitate this remittance to the state in PeopleSoft, Accounting Services personnel canceled the outstanding checks which increased the cash in your fund. The cash was then withdrawn (decreased) from your funds and sent to the state unclaimed property office. If your fund was one of the funds affected by this remittance, you will see the transactions posting against your fund with the following journal ids:

Canceling check (increase your funds): APCAN52734 & APCLO53506
Issue funds to Unclaimed Property (decrease your funds): UNCRO07AP

The net affect to your funds should be zero. If you notice a discrepancy, please contact Steve in the Accounting Services office at 7-2772 or stevereller@mail.und.nodak.edu.

Thank you,
Accounting Services
Email # 103107-1

October 25, 2007
Revised General Ledger Summary Report
Finance Contacts:

The delivered GL Summary Report (General Ledger > General Reports > General Ledger Summary) only shows account balances if there has been activity within the fiscal year. For example, an asset or liability account had a balance <>$0 as of June 30, 2007 for a particular fund. If the report was run for fiscal year 2008 and that account had no activity in fiscal year 2008, the account would not appear on the report so the information reported would not be complete for the fund.

A new report was developed that shows beginning balances <>$0, even if there was no activity in the fiscal year. The navigation is General Ledger> General Reports > HE General Ledger Summary. We encourage the users to begin using this report. When the initial run control is created for this report, the user will need to click on the yellow refresh button on the page to allow the chartfield selections to appear.
Thank you!

Email #102507-2

October 25, 2007
Updated Budget Journal Form
Finance Contacts:

Effective immediately, all Budget Journals will be processed in the Budget Office. The Budget Journal form has been updated to reflect the Stop # for the Budget Office where Budget Journals will now be submitted. Please go to the Accounting Services website to download the latest version of the form.

Thank you,
Allison Peyton
Accounting Services

Email #102507-1

Ocotber 19, 2007
Facilities Job Billing
Finance Contacts:

The Facilities job billing through September 30th has been posted in PeopleSoft. There were three billing periods that were posted this week that covered the following billing periods:

August 16-31, 2007
September 1-15, 2007
September 16-30, 2007

The Famis parameter ID's and PeopleSoft journal ID's can be found at the following link - www.facilities.und.nodak.edu ( http://www.facilities.und.nodak.edu/ ). Once you get to the webpage, click on forms on the left side, click on the Famis icon and choose Facilities charges.

If you have questions related to this information, please contact Karen at 777-2597 or Laura at 777-3006. The charges for October 1-15, 2007 should be posted in PeopleSoft early next week.

Thank you,
Facilities

Email #101907-1

Below are comments regarding OfficeMax Solutions:

"This has been a time saver and a great service in general. We place a order and the next thing you know we have it delivered. What a great process"

"I like the online assistance, they call you back in less than a minute and you can talk to a live person"

You must be a UND Purchasing card holder to receive access to OfficeMax Solutions.

Please send the following information to the Purchasing Office if you want to be set up with an account:
Name (as it appears on purchasing card)
Department name
Complete campus delivery address
Email address
Phone number
Fax number

Email #100107-1

September 27, 2007
Facilities Billing
Finance Contacts:

Facilities has been experiencing problems with the Job Billing system. The last processing date posted in PeopleSoft was 8/24 which covered the expenses for August 1-15, 2007 and had a Journal ID of FACAUG08A. We are working with the vendor to fix the problem, but have not finalized a solution. When the problems is solved, we will process the August 16-31, 2007, September 1-15, 2007 and September 16-30, 2007 transactions as three separate journals. We are sorry for this inconvenience. If you have questions, please call Laura at 777-3006 or Karen at 777-2597.

Thank you,
Facilities
Email #092707-1

August 20, 2007
New Query for Vouchers by Vendor
Finance Contacts:

A new query (NDU_AP67_VCHR_BY_VNDR_CF) has been created to improve the data returned from an existing query (Vouchers by Vendor - NDU_AP36_VOUCHERS_BY_VENDOR). The new query will return the same information as the AP36 as well as a description and invoice # field. As an example: The description field was added so if you ran a query for a vendor (GE Corp Payment Services, ie. Purchasing Card), the description field will indicate the vendor where the purchase was made (OfficeMax, Best Buy, Gaffaneys, etc).

In addition, the new query allows you to extract a report based upon your fund, department and/or date. The query will prompt you for a Fund Range, Dept Range and Date Range. Adding these ranges to the query will allow users to return a more fine-tuned query result specific to their needs.

Thank you,
Accounting Services
Email #081607-

August 15, 2007
Journal Import Log
Finance Contacts:

Accounting Services has added a Journal Import Log to the Accounting Services website: http://www.und.edu/dept/accounts/JournalEntry Import.html
(http://www.und.edu/dept/accounts/JournalEntry%20Import.html).

The log, which is updated every Monday, is an Excel spreadsheet indicating the actual post dates for Journal Imports (Motor Pool, Mailing, Duplicating, etc.). In addition, the spreadsheet also indicates the reference string for each department that utilizes the Journal Import.

For instance, Campus Postal has a reference string that begins with "MAIL" which precedes the MOYR (month and year) for which the services are charged. If you're wondering about a charge that is coming through on your GL Activity report, you could quickly reference the Journal ID against the reference string on the Journal Import log.

Thank you,
Accounting Services
Email #081407-3

REMINDER - Effective July 1, 2007, an actual invoice/agreement or Purchase Order will be required for payments to companies/individuals for services rendered. Accounting Services has an "Invoice for Services" template available for your use when requesting payments to individuals. This form is located on the Accounting Services website at: http://www.und.edu/dept/accounts/documents/InvoiceforSvsUND.doc

Legal Counsel is still in the process of drafting a standard agreement for speakers and consultants.

Thank you,
Accounting Services
Email #081407-2

August 15, 2007
Departmental Deposits
Finance Contacts:

REMINDER: Accounting Services daily compiles a list of departmental deposits made in the Business Office. This list will be available on the Accounting Services website: http://www.und.edu/dept/accounts/DepartmentReceipts.html

Departments can view this list of all the receipts processed in the Business Office by clicking on the hyperlink for the date you made the deposit. The link will open as an Excel spreadsheet - sorted by fund number. Previous months will be listed as a whole month, sorted by date, and then fund number.

Accounting Services
Email #081407-1

August 14, 2007
Student Employment Grid

The Student Employment Grid that was sent yesterday, via the listserve, did not have the Special Note on the bottom of the page. This note is very important and should have been included.

The note says that the Student Employment grid does not apply to 1) employees switching departments 2) Change job duties that would require a Workers' Comp Code change 3) Permanent (or Long-term) switch from a student position to a non-student position or a non-student position to a student position. In these cases, a termination and rehire form is required.

The Student Employment Grid, with the Special Note is attached. Click Here.

August 14, 2007
Revised New Hire Guide and Student Employment Grid

Attached are revised resources for your use: 1) New Hire Guide and 2) Student Employment Grid. Changes have been made to reflect the new online system implemented by Student Financial Aid and Job Service for Fall 2007. If you have any questions regarding the online Student Employment system, please contact Student Financial Aid. Any questions regarding Payroll forms and/or Red Packets, can be addressed to the Payroll Office.

August 6, 2007
Online Payments, E-bills, Authorized Users
Finance Contacts:

University of North Dakota

Online Payments coming Fall 2007

UND is pleased to announce that effective fall semester 2007 all NDUS institutions will offer e-paymentservices. Students will have the convenience of paying their bills online 7 days a week from anywhere in the world. Payments may be made online through Campus Connection using e-Check or specific credit cards. The e-Check option is a fast, free, and convenient method to pay the bill directly by debiting your bank account.

In addition to online payment capability, the NDUS is also in the process of implementing functionality that includes online e-bill presentment, e-mail notification, and payment plans with online enrollment. This functionality will also enable students to set up authorized user access to parents/others to view their UND account information and make payments on their behalf.

Credit Card Processing Changes

In conjunction with implementation of online payment, UND will be outsourcing credit card processing for student payments to a third party (TouchNet PayPath). This will ensure compliance with online credit card processing security requirements as well as eliminate credit card merchant fees on online credit card payments on student accounts.

In FY 2006, UND incurred almost $800,000 in credit card processing fees, $660,339 of which was for payments on student accounts. Credit card utilization and the resulting processing fees had increased to the point that the viability of continuing to accept credit cards was seriously questioned. Due in part to these escalating costs, many colleges and universities have discontinued accepting credit cards instead of covering these costs with student fee increases. Eliminating the credit card merchant fee will better enable UND to hold down the cost of education for its students while still maintaining the high level of quality and customer service that our campus has come to expect.

UND recognizes that many students and their families appreciate the convenience and awards programs associated with using a credit card. To avoid credit card merchant fees that cannot be controlled while still offering the option of payment by credit card, UND has outsourced credit card processing for payments on student accounts to a third party provider. Individuals who choose to pay using a credit card will be assessed a non-refundable fee by TouchNet of 2.75% ($3 minimum) of the balance paid. Credit cards accepted are MasterCard, Discover, and American Express. As a result, the direct cost of the convenience of using a credit card for payment will be passed along to those who choose that convenience rather than forcing students who do not make that choice to share in the cost. Credit card payment options will only be available online through Campus Connection. To maintain compliance with credit card processing security requirements, credit cards will not be accepted at the Business Office teller windows.

A simple, no-cost online alternative to a credit card will be e-Check (electronic check). Students using e-Check will have a secure, 24/7 electronic payment method and will not be assessed additional fees.

Other fee-free payment options are payment via check by mail or in person at the Business Office, or payment by cash in person at the Business Office.

Unfortunately, VISA is not a payment option through the third party provider because VISA's requirements will not permit a company/vendor to charge a percentage service charge. VISA requires utilization of a flat fee and also requires a fee be assessed for acceptance of payments via e-Check.

This move is not unprecedented. Many colleges and universities nationally have chosen to discontinue the acceptance of credit cards for student payments because of the major expense and the need to direct scarce resources to preserve academic programming and services. The University of Minnesota, University of Wisconsin, and University of South Dakota have recently implemented online payment systems with service fees similar to that of UND. Other universities not accepting VISA include Indiana University, University of Illinois, Syracuse University, University of Nebraska and University of Texas. A number of colleges and universities are not accepting credit cards at all.

We are very excited about providing this new online service to students. Additional information regarding the e-payment system is available on the Business Office web site.

Peggy Lucke
Associate Vice President for Finance and Operations
August 2007

July 31, 2007
Mandatory Direct Deposit for NEW Benefitted Employees

Tuesday, July 31, 2007 - Effective August 1, 2007, all new, benefitted Faculty and staff submitting their New Employee paperwork, must sign up for Direct Deposit. The Direct Deposit form has been moved from the non-mandatory section to the mandatory forms for all new benefitted employees. Please make sure that you are distributing current new employee packets that have this change and that your new benefitted employees are completing the Direct Deposit form. If you need more New Employee packets, please call 777-4226.

For future information: Effective January 1, 2008, all employees will be required to use Direct Deposit or a pay card. A pay card is like a debit card, that you carry with you, and your pay is automatically loaded on the card each pay period. Additional information will be sent to employees during fall semester regarding this change.

Patricia Hanson
Director of Payroll
University of North Dakota
264 Centennial Drive Stop 7127
Grand Forks, ND 58202
Telephone: (701) 777-4228
Fax: (701) 777-4721

July 31, 2007
Use of Correct Accounts for Salaries

Monday, July 30th, 2007 - We have heard from several departments that they are unsure as to which account to use to pay employee salaries. The following is a reminder of what account is attached to each letter used at the end of the Combo Code:

F= 515005=Faculty, Scientiest, Research Associates, Post Docs, Department Chair Supplement
P= 515010=Faculty Overload - Faculty working >100%
G= 517005=GTA, GRA, GSA's
R= 511002=Regular, Benefited Staff
S= 511005=Staff Overload-Exempt employees working >100% (Includes staff teaching over full-time)
V= 514005=Non-Exempt Staff Overtime - Paid at time and one half
T= 513005=Temporary, Non-Benefited, Non-students and Employee Awards
O=512005=Student Employees

Please make sure that your employees use the correct letter in the Combo Codes on their timesheets and that the Combo Code they use on the timesheet is set up in the Department Budget Table. If it is not setup, please submit a Position Funding form to add the Combo Code to their position. We have seen several Pool Positions set up with just "O" Combo Codes and timeslips are being submitted using the "T" Combo Code and vice versa. A Department Budget table can have both "T" and "O" combo codes.

For example: If you have a student employee, they should be using a combo code with an "O" at the end. If the Department Budget Table for that position does not have that Combo Code listed, you will need to submit a Position Funding form to add it to the Department Budget Table.

Patricia Hanson
Director of Payroll
University of North Dakota
264 Centennial Drive Stop 7127
Grand Forks, ND 58202
Telephone: (701) 777-4228
Fax: (701) 777-4721

Attached are the course fees for the Fall 2007 semester (0810). This listing is also available on the Business Office website at http://www.und.edu/dept/busoff/html/employeeforms.htm under Course Fees.

Please review the course fees for your department and notify Heidi Smart in the Business Office by Monday, August 21st if you have any corrections. Items needing correction are missing course fees, course fees listed that should not be, inaccurate descriptions, and etc.

Heidi can be reached via phone at 7-4701 or email at heidismart@mail.und.nodak.edu.

For up-to-date Course/Class Fee listings, please visit the Business Office website at:
http://www.und.edu/dept/busoff/html/employeeforms.htm

or click the link below:
Course/Class Fees 0810

Thank you,

Heidi Smart
Business Office
Email #073007-1

Orders for printing performed offcampus do not need to go through the logo approval process. It is the departments'responsibility to ensure the University's logos and trademarks are used in accordance to the guidelines listed on the University Relations website.

As a reminder, all offcampus printing is required to be formally quoted or bid out by the Purchasing Department.

Thank you,

Lani Caraway
Purchasing Dept

Email #072607-1

Accounting Services, the Business Office and the Purchasing Office would like to extend a warm thank you for your cooperation and assistance with the Fiscal Year-End Close. Your diligence in getting your payments, paperwork and deposits to our offices in a timely manner was greatly appreciated and made the transition to the new fiscal year much easier.

As a reminder, Friday, July 6th, was the deadline for all transactions processed against your FY07 funds with the exception of the upcoming Payroll. In addition, no other deposits can be receipted for FY07 funds.

Thank you again for all your hard work!

Accounting Services, Purchasing & Business Offices
Email #071007-1

Clarification: State Paper Contract 002 with Cole Papers, Inc.

The contract is written so there are no delivery charges. For those departments that can receive deliveries directly from vendors, Cole will deliver to your desk or desired location for no additional charge.

The clarification is required for Tier 2 Pricing (10 or more unbroken case orders). Cole will only deliver these orders to one site (location within a building). Tier 2 orders are to be delivered to one site, and not broken out into smaller orders to be delivered throughout the building. Departments should be utilizing Tier 1 Pricing if they require this type of service.

Thank you,

Purchasing Department
Email #070907-1

As a reminder, today is the last day to submit paperwork to Accounting Services for FY07 processing. Please do notsend your paperwork via intercampus mail, as all documents must be received in Accounting Services by 4:30 today.

Thank you!

Accounting Services
Email #070607-1

July 3, 2007
Fiscal Year End Reminder
Finance Contacts:

Please see the attached memo from Sharon Berning, Controller.

YE Reminder

Thank you!

Email#070207-3

For a clean start in the new Fiscal Year, Accounting Services would like to remind all departments to please use the most current version of our forms. Forms are available on our website, http://www.und.edu/dept/accounts/forms.html. The date listed is the last date that the forms were updated. Please delete any outdated forms you have saved on your computers.

One way to make sure that you are using the most current version of Accounting Services forms is that every time you need a form, go to the Accounting Services website and upload the form. This way you will be sure to have the most current version.

If you have any questions, please contact Carl at 777-4131.

Thank you,

Accounting Services
Email #070207-1

June 29, 2007
Fwd: Who Can I Contact for Help? Everyone's Busy!
Finance Contacts:

Accounting Services is gearing up for the close of FY07 on July 6, 2007. At this critical and extremely busy time of year, we are asking for your help in assisting your department personnel with PeopleSoft questions. As the Finance Contact for your department, you are the primary communication link between the central administrative offices (i.e. Accounting Services, Purchasing, etc.) and your department personnel. Please let your department staff know that you can answer their questions by forwarding this email in its entirety to your contacts.

Information for Department Personnel:

Your Finance Contact is the primary communication link between the central administrative offices (i.e. Accounting Services, Purchasing, etc) and you. Your Finance Contact can answer questions for you that you may have thought only Accounting Services could answer. The following are common questions which can be answered by your Finance Contact:

• How do I run a report?
• What is my fund balance?
• What is my budget balance?
• How can I tell if a Voucher has been paid?
• How do I know if a Journal Entry or Journal Voucher has been processed?
• How do I make a correction to a previously processed transaction?

Answers to some frequently asked questions:

Do I have to get my Purchasing Card Record form to Accounting Services by July 6 th ?

• No, the Purchasing Card Record form for June transactions should be submitted to Accounting Services no later than August 2nd.

Will airline tickets purchased in June come out of my FY07 budget even if the actual travel dates occurs in FY08?

• Yes. Airline tickets reflected on the June travel card billing statement will be charged to your FY07 funds.

Remember, you have several options for getting help with your PeopleSoft questions:

• Connect'U'ND website: http://www.und.edu/cnd/
• Finance Contacts - who is your Finance Contact? Check the listing here: http://www.und.edu/cnd/docs/Listserv Contacts - Published 111706.xls
• Division Finance Contacts - If your department's Finance Contact is unable to help you, try another Finance Contact within your division.
• Email your questions to financequestions@mail.und.nodak.edu

Thank you for your assistance during this busy time. Your help is greatly appreciated.

Thank you,
Accounting Services
Email #062807-3

Thursday June 28, 2007
Accounts Receivable charges and charge reversals: MUST be received at the Business Office by 4:30 p.m.

Grants & Contracts Deposits: MUST be received in the Grants & Contracts Office by 4:30 p.m. to ensure they will be deposited in FY'07.

Friday, June 29, 2007
Deposits: Make all departmental deposits no later than 2:00 P.M.

Thank you,
Business Office

Email #062807-2

June 28, 2007
Duplicated/Transposed Reference Numbers
Finance Contacts:

Accounting Services has noticed an increase in duplicated reference numbers and transposed reference numbers submitted on Vouchers and Travel Expense Vouchers.

When a reference number is duplicated or transposed, the person entering the Voucher into PeopleSoft must verify that the rejected reference number is not due to a duplicated payment. From there, a new reference number is assigned. As a result, the new number is not disclosed to the department requesting the payment. This process is very manual. Departments are encouraged to track their reference numbers to prevent duplication. Please verify your reference numbers prior to submitting your forms to Accounting Services.

We understand that this is a busy time for you as well. We appreciate your cooperation in helping to make both our jobs easier!

Thank you,

Accounting Services
Email #062707-1

June 25, 2007
Fiscal Year End Reminder
Finance Contacts:

Please see attached file.

Year End Reminder to Finance Contacts

Thank you,
Finance & Operations

Email #062507-1

June 19, 2007
Fiscal Year '08 Updates/Changes to Accounting Services & Purchasing Policies
Finance Contacts:

Happy New Year!

Fiscal Year '08 Updates/Changes to Accounting Services and Purchasing Policies

1. License Logo approval process
2. Non-Employee/Student Travel
3. Account Code procedural changes to types of purchases
4. Invoice required for services
5. Journal Import Post Dates
6. In-state mileage/lodging rate increases
7. Departments will have ability to change funding sources for purchasing card transactions.

Powerpoint Presentation

June 18, 2007
Minimum Wage Increases

Minimum wage increases have been approved by State and Federal Governments:

The first minimum wage increase to $5.85 per hour will happen on July 24, 2007. The second increase will be to $6.55 per hour one year after the first increase (July 24, 2008). The third increase to $7.25 per hour will happen two years after the first increase (July 24, 2009).

After the Budget Rollover into Payroll happens, I will send out a listing to each department of all employees in the department. Please verify salaries, standard hours and terminate employees (if you have not already done so) that no longer work for your department. Also, you will need to submit a Job Data Change form to increase the salary of any employee that is not earning at least $5.85 per hour. Paperwork should be effective July 16, 2007 (Beginning of the pay period), even if the
employee is NOT scheduled to come back until fall.

Patricia Hanson
Director of Payroll
University of North Dakota
264 Centennial Drive Stop 7127
Grand Forks, ND 58202
Telephone: (701) 777-4228
Fax: (701) 777-4721

June 18, 2007
UND Alumni Association Fiscal Year End Procedures

DATE: June 8, 2007
TO: Admin Support Staff
FROM: Nancy Pederson, Director of Finance, UND Alumni Association
SUBJECT: UND Alumni Association Fiscal Year End Procedures - Year Ending June 30, 2007

We are asking for your cooperation in assisting the UND Alumni Association with the completion of accurate financial statements in a timely manner. To accomplish this, we MUST charge all materials and services, received on or by June 30, 2007, to fiscal year 2007 funds.

All invoices for materials and services received on or before June 30, 2007, Must be submitted to the Alumni Office, Stop 8157, by Friday, July 6, 2007. This includes all Invoices and Journal Entries. Transactions received after Friday, July 6, 2007 will be processed and charged to FY2008.

Accounts Receivable: Must be received in the Alumni Office by 10:00 am on Thursday, June 28th.

Questions/Comments * Please contact:

Accounts Payable (A/P): Mindy Graham, 7-3445 or
Marla Anderson, 7-2926

Accounts Receivable (A/R): Margo Gruwell, 7-2531 or
Carrie Kachena, 7-0122

Early submission of any payments and journal entries would be greatly appreciated.

Email #061207-1

June 12, 2007
New Health Rates will appear on June 15, 2007 checks
HRMS Contacts:

The new Health rates for FY08 will be effective with the June 15, 2007 pay checks. Health insurance is deducted in the month prior, so July's health insurance is deducted in June and requires the higher rate. Therefore, departments will see a charge of $329.04 per pay period for health insurance, instead of the previous rate of $276.97 per pay period starting with the June 15th pay day.

Reminder: Remember that the July 15th payday (June 16-30 pay period) is charged to FY07, except for Health, Life and EAP benefits which will be charged to FY08.

517000 - Salaries - Graduate Assistants * Budgetary Only (child account)
517005 - Salaries - Graduate Assistants * Actual Expenses Only

**Please note: The Payroll Office and Budget Office will be working together to add the combo codes to PeopleSoft and the Web Application by Monday, May 21st, at 4:30 pm. Before contacting either office, please check PeopleSoft and the Web App to make sure that the combo codes are not already set up.

Thank you!
Email #051707-1

June 18, 2007
IMPORTANT INFORMATION REGARDING HRMS ACCESS

Wednesday, June 13, 2007 - During a payroll calculation or confirmation process in the HRMS system, if any user 1) Runs a report or query; 2) Processes a job; or 3) Enters data - it will error out the entire
payroll. That is what we experienced twice this pay period - which created short timelines for all users to verify their payroll and extensive additional work by the HRMS team.

PLEASE - Do NOT perform the above activities in HRMS between 9:00-11:00 PM each evening or after 11:00 am on the day of Payroll Confirm until 10:00 am the next morning. Payroll Confirm is always three business days prior to payday. Department users are locked out during the payroll confirm, but not during the calculations - so night owls be aware of what time it is. Centralized users (HR, Payroll, G/C, Finance) must understand that even though they are not locked out - any reports, queries, jobs or entering data during this time will cause extensive work for many people and delay the payroll process. If they have access, users may INQUIRE ONLY during these periods, but it is recommended to just stay out of HRMS.

We have been given another chance to prove that we can stay out of the system as requested. If another error happens - extended lockouts will be implemented for ALL users during both the calculation and confirmation processes. Thank you for your efforts and we appreciate your willingness to work with us to make each payroll process run.

June 11, 2007
Licensed Logo Vendors Coordinator
Department Heads & Finance Contacts:

Effective June 11, 2007: The responsibility for reviewing and approving the use of the University's name and trademarks has moved from the Athletic Department to the Purchasing Department. Lani Caraway is the new Licensing Coordinator (777-2132, Stop 8381, lanicaraway@mail.und.nodak.edu). Please submit all Trademarks Use Request forms to Lani. Contact her with any questions pertaining to the Logo approval process.

Scott Schreiner
Director of Purchasing
Email #061107-1

As a reminder, departments are no longer permitted to charge purchases at Barnes & Noble
University Bookstore using a departmental charge account with Barnes & Noble. Purchases at the bookstore will need to be made on the Purchasing Card.

Departments are provided the original invoice at the time of sale. This invoice will need to be attached to the Purchasing Card Record Form that is sent to Accounting Services. The Bookstore will not have a copy of the invoice so if the original is lost, the Bookstore
will not be able to provide you with a copy.

If your department does not have a Purchasing Card, you may apply for one. The Purchasing Card application form is available on the Purchasing website at http://www.und.nodak.edu/dept/purchase/docs/PurchasingCardApplicationFormCND3.5.07.xls
Janelle McGarry
Purchasing
Email #060807-1

Update: State Paper Contract 002 with Cole Papers, Inc.

State Procurement has negotiated a new contract with Cole Paper. The primary differences between the new contract and the previous contract are:

1. There are no delivery charges and for those departments that can receive deliveries directly from vendors Cole will deliver to your desk or desired location for no additional charge.

2. The pricing structure is also different than the previous contract. We now have a Tiered Price Program with price breaks at 10 or more cartons and at a pallet load.

The contract is not a perfect fit for all departments. UND is NOT required to use this contract, so please contact Cole for pricing before ordering and compare to other suppliers.

Thank you,

Purchasing Department
Email #060107-1

May 16, 2007
Tuesday @ 9

Here is the presentation from the session on May 15th.

Powerpoint Presentation

May 14, 2007
Fiscal Year End Procedures Memo
Finance Contacts:

The Fiscal Year-End Procedures Memo is linked below.

Procedures Memo

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