Fiscally Fit…News from the Controller
May 2005
Payroll News
Employees will no longer be required to provide a voided original check to sign up for Direct Deposit. A fax or a copy that clearly shows the routing number and the account number will be all that is necessary. Having a voided check or a copy of a check helps us to avoid the possibility of transposition errors.
Single University E-mail Address
OSU is moving toward a single university email address as the official mode of communication to employees. Information Technology has been working with Payroll Services to implement the new electronic payroll advice and email notification service. This notification has been working well for monthly employees who have activated their OKEY accounts.
Electronic payroll advices for biweekly employees are coming in July, 2005. It is imperative that all employees activate their OKEY account in order to receive the email notification regarding their payroll advice, as well as other important university communications. Employees should also designate an e-mail destination as part of the activation process. For assistance, you may provide employees the Information Technology HelpDesk phone number (405-744-4357) or email address (). The HelpDesk will be happy to assist and can provide the activation code and instructions on selecting an email destination.
Staff involved in the payroll sign-up process should instruct new employees to activate their OKEY account as soon as possible.
In an effort to help get employees activated in OKEY, the Information Technology Coordinators (ITC) will receive, on the first working day of each week, an updated listing of the employees that need to activate for their area. If you do not know your ITC, please see the table below.
ID / Full Name / Business / E-mail Address / ITC Area1 / Adsit, Andy / (405) 744-2935 / / University Extension, International and Economic Development
2 / Barnes, Brad / (405) 744-8473 / / Veterinary Medicine
3 / Brumfield, Sonia / (405) 744-7099 / / Graduate College
4 / Cameron, Charles / (405) 744-0477 / / Alumni Office
5 / Douglas, George / / CEAT
6 / Earp, Norma / (405) 744-6844 / / Arts & Sciences
7 / Fry, Don / (405) 744-4645 / / Education
8 / Hightower, Darlene /
9 / Hunter, Dwayne / (405) 744-5536 / / Agricultural Sciences and Natural Resources
10 / Lampert, Kevin / (405) 744-5060 / / Human Environmental Sciences
11 / McAbee, Rod / (405) 744-5955 / / Library
12 / McCann, Charles / (405) 744-7310 / / Technology Support
13 / McCroskey, Kevin / (405) 744-9563 / / Research & Technology Transfer Division
14 / McDonald, LoriBeth / (405) 744-6872 / / Enrollment Management
15 / Meier, Tina / 405-744-9375 /
16 / Molina, Armando / / Oklahoma City Campus
17 / Mortimore, Kevin / 744-3582 / / EREDF
18 / Myers, David / (405) 744-6010 / / Business Administration
19 / Pestridge, Debbie / (405) 744-5328 / / Student Affairs
20 / Saliba, Dana / 918-594-8035 / / OSU-Tulsa and CHS
21 / Smith, John / (405) 744-6475 / / Administration & Finance
22 / Smith, Lori / (918) 293-5294 / / Okmulgee Campus
23 / Trible, Craig / (405) 744-7565 / / Biosystems
24 / Weaver, Denise / / Provost
Bursar News
All summer classes for enrolled students will be billed June 1st and due June 15th. The first financial aid disbursement scheduled to occur the evening of Friday, June 10th. Direct Deposit refunds will process Monday, June 13th.
NO more paper cuts!! Electronic bursar billing statements:
Excitement is in the air. Students and families will be visiting for Freshman Orientation throughout the month of June. Wear Orange and a welcoming smile, show your spirit!!
Reminder: July speedily approaching
Payroll checks will be mailed ….. pickup will no longer be available in the Bursar office. Sign up today for direct deposit!!
Purchasing News
Notes:
· Jill Speizer has joined the Purchasing staff as our new Purchasing Coordinator. We are glad to have her as a member of the Purchasing team and welcome her to OSU.
Reminders:
· FY05 Year End – Requisitions exceeding $2,500 and requiring formal quotes or bids are due in Purchasing by 5:00 PM May 27, 2005.
· P/CARD:
o Any amount over $2,500 must be processed on a requisition. This is important to remember at the end of the fiscal year when departments are making sure they have used all available funds.
o When a cardholder has a change in address, phone, name, account number, etc. contact the P/card Administrator to have the p/card information updated.
Important Dates
1. Requisitions requiring Board of Regents approval (greater than $150,000):
· The next Board meeting is June 24, 2005. Requisitions requiring Board approval will be due by Wednesday, June 1, 2005, 5:00 p.m.
2. P/card Training – June 30, 2005, 2:00 PM, 416 Student Union.
· To register for this training session contact Human Resources at 744-5374.
3. Purchasing Policies and Procedures – September 28, 2005, 9:00 AM, 106B Whitehurst.
· To register for this training session contact Human Resources at 744-5374.
· The Purchasing Department is available to conduct purchasing training on an as needed basis to departments and colleges. Please contact Purchasing at x5984 to schedule a date.
Purchasing can be contacted at: Phone: 405-744-5984; Fax: 40-744-5187; Email:
Website: www.purchasing.okstate.edu
Accounting News
Reminders:
Deadline for Year End Processing
The deadline for submitting travel vouchers, small order invoices, requisitions, and receiving reports to University Accounting for processing in fiscal year 2005 is June 17, 2005.
Availability of FRS System at Year End
The FRS system will not be available on July 1 and July 5. During this time, the 2005 fiscal year end processing will be completed and the system will be converted to fiscal year 2006.
Accrual Processing
During the months of June and July, University Accounting will be working on the accrual processing in preparation of the annual financial statements. During this time, requests may be made of departments for information or reports to assist in the completion of the audit. Timely response to any requests for information will be appreciated