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Effective July 1, 2015, the Louisiana Office of State Travel will require state travelers to use a state liability travel credit card or UNO’s CBA account (master credit card Accounts Payable has access to use) for all high cost travel expenditures, which include airfare, lodging, vehicle rentals, and conference registration fees. If an employee has a state liability travel card, it is mandatory the card is used for these high cost expenditures. If an employee does not have a state card and plans to travel more than once a year, the employee should obtain a card. Please contact Tommy Scott at firstname.lastname@example.org or Dana Bird at email@example.com in Accounts Payable for assistance with receiving a state travel card or use of the CBA.
Accounts Payable is currently working with Enterprise, National, and Hertz to establish a billing system to charge the CBA for vehicle rentals. Details will be sent out once they are finalized.
As a reminder, all state authorized travelers must use Hotel Planner to reserve lodging, and the form of payment must be the state liability travel card or CBA. This includes employees, students, guests, contractors and groups. Effective July 1, 2015, Accounts Payable will not be authorized to reimburse travelers who do not book hotel reservations through Hotel Planner. The following link provides instructions and screen shots of each step to assist when booking a hotel reservation: Hotel Planner Step By Step Instructions. A copy of the confirmation email Hotel Planner provides after the reservation is processed must be included with the travel card log if paid with the state card.
UNO was granted an exception to bypass Hotel Planner for conference hotel bookings, if the following conditions apply:
• The conference hotel’s rate must be less expensive than the identical hotel on Hotel Planner.
• It is required that the traveler provide a cost comparison to verify the cost savings. The cost comparison is submitted with the travel card log and must be completed prior to booking.
• Please note the CBA or state travel card must be the form of payment even if Hotel Planner is not utilized.
In order to make the fiscal year closeout timely and accurate, please be aware of these important deadlines. The deadlines apply to all expenditures regardless of fund type (general, grant, or projects).
Due in Accounts Payable by noon on July 1, 2015:
• Check Requests
• Contractual Services
• Travel Vouchers
• Travel Logs
Vendor invoices due to AP by noon on July 1, 2015
• If goods/services are delivered/rendered by 6/30/15, the invoice must be sent to Accounts Payable in order for it to be paid out of FY 2014-15 funds.
• If the invoice is not submitted to Accounts Payable by 7/1/2015, please notify Accounts Payable of the amount that needs to be expensed in FY 14-15.
Travel Vouchers/ Travel Logs/Check Requests/Contractual Services due to AP by noon on July 1, 2015
• Reimbursement or payments directly to a vendor via check request or contractual agreement are not allowed on items which should have been purchased through the purchase order process. If you miss the PO deadlines, these items WILL NOT be accepted on a check request.
• Remember to attach freeze exemptions to check requests and contractual services if applicable.
• Travel advances are not charged to department budgets until properly supported travel vouchers are submitted to the AP department. Therefore, please clear your FY 14-15 travel advances.
BOA State Travel Card Charges due to AP by noon on July 1, 2015
• For travel that ends by June 30th, logs and receipts for these charges must be submitted to Accounts Payable by noon July 1.
NOTE: PCard purchase verification and approval by July 1, 2015
• All charges made through June 30th must be verified and approved by the supervisor by July 1.
Accounts Payable Contacts
Invoice issues: Philip Coco firstname.lastname@example.org
Travel vouchers, check requests, honorariums, contractual services: Earline Barnes email@example.com
Check info: Greta Belmonte firstname.lastname@example.org
BOA travel and Pcard issues: Tommy Scott email@example.com
Budget info and general accounting questions: Dana Bird firstname.lastname@example.org
TO: All Faculty and Staff
FROM: Peter J. Fos, Ph.D., M.P.H., President
DATE: June 16, 2015
RE: Office of Research
As you may know, yesterday (June 15th) was Dr. Kenneth Sewell's last day at the University of New Orleans. He has accepted a position at Oklahoma State University. Dr. Sewell worked diligently for the past two years to advance the University's research portfolio. Please join me in thanking him for all he did while here and in wishing him all the best in his new position.
Effective today, the Office of Research will report to the Office of Academic Affairs. Dr. Sharpton (until June 30th), then Dr. Nicklow, will be responsible for the research activities on campus. Also, effective today, Dr. Emir Macari will have the additional responsibilities of Interim Director of Research. After Dr. Nicklow begins his position of Provost and Vice President for Academic Affairs he will conduct an internal search for a permanent director of research. The Vice Presidential position that Dr. Sewell held has been eliminated.
I am certain that you will give Dr. Macari your full support as Interim Director of Research.
Payroll offers the following important points regarding Change in Source of Funds 101's and the Fiscal Year End:
* To ensure CSF 101’s are processed before the closing of FY2015 the form should be initiated no later 06/17/2015.
* Forms initiated after 06/17/2015 should be monitored on a daily basis to ensure the forms have been sent to payroll utilizing the Workflow feature in SharePoint.
* At this point all CSF 101’s that have been sent to payroll have been processed and the Reallocation Journal for 5/31/2015 has posted. If a change is not reflected in your accounts and the form has been marked “Sent to Payroll” or “Completed” please e-mail David Armstrong at email@example.com with the 101 # so it can be researched prior to year-end closing.
* If a reallocation has been processed but for some reason does not match the 101 please e-mail David Armstrong at firstname.lastname@example.org with the 101 # so it can be researched prior to year-end closing.
* Going into the new fiscal year, Any reappointment 101’s that have a different funding source than that on 6/30/2015 must have the Change in Source of Funds box checked as well.
* All funding sources from 6/30/2015 will be rolled over to FY2016 using a 7/01/2015 date.
The National Science Foundation (NSF) has issued a draft Proposal & Award Policies & Procedures Guide (PAPPG) for 2015-2016 that keeps in place a requirement for both the final project and project outcomes reports to be submitted within 90 days "following expiration of the grant" but continues to permit financial drawdowns within 120 days. NSF posted news of the PAPPG in the May 20 Federal Register, which also includes instructions for submitting comments, due by July 20. Award recipients have asked federal agencies to adhere to a 120-day closeout process that would apply to all administrative activities, necessitating a deviation of current requirements under the Uniform Guidance issued by the Office of Management and Budget. So far, NIH may be the only agency to allow 120 days for all closeout requirements to be met (RRC 2/15, p. 8).
As a reminder, all hotel reservations must be processed through Hotel Planner per the Louisiana Office of State Travel.
The following link provides instructions and screen shots of each step to assist when booking a hotel reservation: Hotel Planner Step By Step Instructions.
Refer to the State of LA Hotel Planner Guidelines for a description of the booking process and additional information.
The Hotel Planner site is simple to use and similar to most travel purchasing websites. Through Hotel Planner, there is an option to pay with a credit card or the CBA. The state travel card should be utilized as the form of payment by employees who are in possession of the card. The CBA must be used by UNO employees who do not have a state travel card and as often as possible for students and guests. A travel authorization form must be completed with an authorization code prior to booking a hotel.
UNO was granted an exception to bypass Hotel Planner for conference hotel bookings if the following conditions apply:
• The conference hotel’s rate must be less expensive than the identical hotel on Hotel Planner.
• The traveler must provide a cost comparison to verify the cost savings. The cost comparison is submitted with the travel card log and/or travel voucher, and must be completed prior to booking.
• Conference rates often include amenities not included through Hotel Planner, such as meals, parking, internet services, etc. The cost of included amenities should be taken into consideration when comparing rates. For example, Hotel Planner’s rate may be less expensive than the conference’s rate, but the conference rate may include meals, making the conference rate cost justified.
If you have any questions regarding Hotel Planner, please contact Accounts Payable staff Thomas Scott at ext. 1244 or email@example.com or Dana Bird at ext. 5431 or firstname.lastname@example.org.
This was sent to all faculty/staff via email on May 19, 2015.
The UNO College of Engineering, in collaboration with the Southeast Symposium for Contemporary Engineering Topics (SSCET), is proud to offer the third UNO Engineering Forum (UNO-EF) at the University of New Orleans Research & Technology Park on September 11, 2015.
The events will be held concurrently in Lindy C. Boggs Conference Center and offer multiple parallel technical tracks providing solutions to contemporary engineering topics in electrical, naval, mechanical, civil & environmental, chemical, petroleum, and systems engineering and engineering management.
If you would like additional information, would like to present, participate, or would like to be a sponsor please visit: www.uno-ef.org
Beginning April, 24, 2015, proposals submitted in response to Program Solicitations in FastLane will undergo a series of automated proposal compliance validation checks to ensure they comply with requirements outlined in the Proposal & Award Policies and Procedures Guide (PAPPG) (Chapter II.C.2. of the Grants Proposal Guide (GPG)). These checks will automatically validate a proposal for compliance against proposal sections per type of funding mechanism. For example, an error message will appear if a project description or budget are not provided in proposals submitted in response to a Program Solicitation.
Checks will be triggered when proposers select the “Check Proposal,” “Forward to SPO,” or “Submit Proposal” functions. Depending on the rule being checked, a warning or error message will display when a proposal is found to be non-compliant. If an error message appears, the proposal cannot be submitted until it is compliant.
Please note that these automated compliance checks will not be conducted on proposals submitted to NSF via Grants.gov.
Please direct any questions to the Policy Office in the Division of Institution & Award Support at email@example.com, or (703) 292-8243.
This was also emailed to all faculty and staff 4/21/15.