Essential Guidelines for Documenting University Expenditures during Emergency
Guidelines for documenting essential expenditures at the university during emergencies, emphasizing the categories of essential activities to be maintained such as protecting life, preserving university property, supporting critical services, ensuring continuity of operations, education, student services, and more. Resource managers are advised to seek guidance from unit leadership and relevant offices as needed to align with the Governor's directive on expenditure limitations.
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Operational Update Meeting April 2, 2020
Agenda Human Resources HR Website FAQs - Review HR Responses to questions from March 18 meeting - Review General Announcements: Benefits Notice - COVID-19 - Lily Emergency FMLA - Lily HR Reminder Memo - Hourly Employees - Connie Financial Services Guidance for Documenting Essential Expenditures Review - Questions & Answers from March 26 General Announcements
Updates from Human Resources
Human Resources FAQs https://www.unlv.edu/coronavirus/staff
March 18 Q&A Human Resources published Q&A from March 18 meeting https://www.unlv.edu/news-story/march-26-business-affairs-operational-update-meeting-presentation
General Announcements Benefits Notices- COVID-19 Emergency FMLA HR Reminder Memo- Hourly Employees
Updates from Financial Services
Guidance for Documenting Essential Expenditures On March 23, the Governor issued an All Agency Memorandum directing state agencies to limit expenditures to essential, emergency purposes University expenditures should support its core missions: Instruction Research Public service The memorandum provides guidance to assist with this evaluation Resource managers are encouraged to seek guidance from unit leadership and consult with the Provost, Budget, or Controller s offices as needed
Guidance for Documenting Essential Expenditures Following are categories of activities that may be deemed essential during this time: Protect life; includes police, security, medical and patient care positions Protect and preserve university property; includes police, security, fire safety Maintain and monitor critical research laboratories Maintain, monitor and support of critical information tech services, network and data Maintain continuity of essential payroll, purchasing, financial & other bus functions Maintain continuity of education Maintain continuity of funded research and scholarly activities Maintain continuity of student support services Maintain university properties; includes custodial, maintenance and groundskeeping Perform other services deemed essential Comply with regulatory requirement Fulfill accreditation requirement
Guidance for Documenting Essential Expenditures Documentation Process Required for transactions incurred after March 23 if the expenditure exceeds $5,000 (purchase requisition, supplier invoice request, expense report) Resource managers may also use the template for expenditures under $5,000 Justification documents prepared for a purchase requisition can be attached for the associated supplier invoice transactions (no need to create new documentation for each invoice processed against a purchase order)
Questions and Answers March 26 Office of Sponsored Programs Please visit https://www.unlv.edu/coronavirus/research Expenditures from a sponsored award should be for what is essential to maintain research or scholarly activities to complete the particular scope of work and completed off campus or remotely. Each project may have wide-ranging essential needs For many federal projects (NSF and NIH) there is the allowability of a no cost extension- PI s may evaluate where they are in the project period of performance and looking at another 12 months to complete the SoW would be advisable
Questions and Answers March 26 Should the COVID-19 activity code be used for travel purchases that have been refunded? When issuing reimbursement for expenses such as change fee, airline ticket purchase, non-refundable hotel fee, please use COVID-19 activity code- AC00994. The original travel spend auth will not have been coded with the AC code, but the expense reimbursements for cancelled trips should have AC00994 Should contracts being redlined/negotiated be put on hold? Departments should work directly with their buyer on contracts that are currently under review. If the department knows that they will not move forward with a contract they should notify their buyer right away
Questions and Answers March 26 How often is UNLV conducting paper "check runs" during this time? Can suppliers update their payment preferences? Supplier ACH payments are issued every Wednesday. Due to the required close proximity of personnel when preparing paper checks, payments by paper check will be issued on April 1, 2020 and then again on May 1, 2020. Please contact Rosalie Garcia at 702-895-1142 or by email for assistance with urgent payments To alleviate financial strain on independent contractors, the standard net-30 payment period is being waived and payments are issued upon completion of services Employee direct deposit reimbursements are issued on Wednesdays and Fridays
Questions and Answers March 26 Can supplier update their payment preferences? Suppliers can update their payment preferences to ACH. When payment field is left blank it defaults to check. Once the supplier updates to ACH, Workday will automatically apply the new payment method to future SIRs Suppliers that transition to ACH should email Accounts Payable and request that in-process or pending payments be updated to ACH How is the university handling departmental deposits? The Cashiering and Student Accounts office is open Wednesdays from 12 p.m.- 2 p.m. to accept departmental deposits Due to the campus building closure, please call before visiting the office Rose Cummings: 702-895-3924 Jen Cozzolino: 702-895-3306
General Announcements Financial Services FAQ page COMING SOON FY 2020 Year-End Meeting mid April
Reminders Next Meeting Date: Thursday, April 9 Time: 9 a.m. 10 a.m. Visit the Headlines from Business Affairs website to download a comprehensive copy of this PowerPoint presentation Submit questions by noon one day before the meeting via google sheet Send suggestions to headlines@unlv.edu
