June 2019

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Purchasing and Contracting

FY19 Purchasing

June is the month FY19 purchasing should be completing and focus on getting the items already ordered received and paid.  Pay close attention to deadlines to avoid charges being paid out of FY20.  Larger orders requiring formal bidding process or fixed asset items at this point will most likely be expensed to FY20.  If you have questions about purchases, contact purchasing@sou.edu.

External Marketing Materials and Marketing Review

If you are purchasing promotional items for SOU, please be sure that all artwork has been approved by the SOU Marketing Office.  Please email Nicolle Aleman, Director of Marketing, at alemann@sou.edu with any questions.

Zero Dollar Contracts vs Volunteering

A reminder of when a contract should be issued versus when someone is volunteering.  We break down the differences and when to use one or the other:

  • "Zero Dollar" Contracts: Just like any other contract (an agreement for goods or services), only there is no compensation, or only travel expenses are being reimbursed.  This is used when SOU is using external individuals to provide what would be considered a service (speakers, etc), or when an individual is performing services similar to those they perform for their current work.  Requests may be submitted through the Contract Request Form.  Insurance requirements would still apply, but a waiver may be requested.
  • Volunteering: This would be used for individuals, internal or external, that are assisting with an SOU project or task.  Examples would be staffing a table, taking registrations, helping to run an event, etc.  Individuals in this category would complete the SOU Conditions of Volunteer Service Form.

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Personnel Support

Minimum Wage Increase:

Oregon's minimum wage rate for Jackson County will increase from $10.75 to $11.25 per hour effective July 1, 2019. For more information, please visit the Oregon Minimum Wage Rate Summary.

Classified Personal Leave Use:

A reminder to Classified staff, per Collective Bargaining Agreement Article 39: Personal Leave Days, as of July 1, 2019 your personal leave will reset.  If you have personal leave still unused for the current academic year, make sure to work with your supervisor to use this leave before June 30, 2019. 

Student Employment End of Year:

The last day of the 2018-19 student employee contracts is Wednesday, June 12, 2019, two (2) days prior to the end of spring term.  If your student employment position ends on Wednesday, June 12th, there is no further action needed.  If your student employees will continuing work after June 12th:

  • Work study students: come to the Service Center to receive new appointment form to convert to non-work study.  Work study for 2018-19 will not continue after June 12th.  Students wishing to use 2019-20 work study for summer can begin utilizing these funds after July 1, 2019.  Students must be enrolled in a minimum of 6 credits during summer to be eligible.
  • Non-work study students: come to the Service Center to receive new appointment form.  This will set-up the job for 2019-20, however, if this appointment is only for between June 13 - 30, 2019 and the student employee will not continue beyond this time, please indicate this on the new appointment form.
  • PEAK students: come to the Service Center to receive new appointment form.  Unless there is remaining allocated funds in the department budget for PEAK, students in this category will convert to non-work study positions.  If this appointment is only for June 13 - 30, 2018, please note on the appointment form.

Paydays associated with end of year pay periods will be as follows:

  • May 13 - June 12: Friday, June 28, 2019
  • June 13 - July 12: Wednesday, July 31, 2019

Pay will be issued through the means indicated by the student employee and currently on file with the Service Center.

New Purchasing Card Policy and Procedure

Last month the updated and expanded FAD.034 Purchasing Card Policy was approved and posted. In conjunction with this update, a new procedure is being developed to implement effective July 1, 2019. The Service Center will be reaching out to Budget Authorities, Card Custodians, and Card Users to introduce and train on the new procedures, as well as updating the information on our website. Stay tuned!

New Campus Use of Gift Certificates Policy and Procedure

Last month the updated and expanded FAD.073 Campus Use of Gift Certificates was approved and posted. The referenced Purchase of Gift Cards/Certificates procedure is being developed with anticipated launch in July or August 2019. Corresponding information will be sent via this newsletter and posted on the Service Center Purchasing website. Stay tuned!

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Accounting and Budget

End of FY19:

End of fiscal year is here!  Information, including the full Year-end Closing Calendar is posted on Business Services Year End Closing webpage.  Here are some key dates:

  • June 12- All 2018-19 Purchase Orders must be input and approved.
  • June 14
    • All FY19 Payroll obligations due to the Payroll Office.
    • Travel forms for completed travel due to the Service Center.
    • Purchase Card charges for FY19.  Charges made after this date risk being expensed to FY20.
  • June 21- HigherOne (student) reimbursements for FY19 due to the Service Center.
  • June 25- Purchase Card statement date.  Charges not processed through US Bank will go into FY20.
  • June 28
    • All FY19 deposits delivered to Service Center by 3 pm.
    • No data entry in Student SIS after 5 pm.
    • Items expensed to FY19 must be received.
  • June 30- All travel expensed to FY19 must conclude.
  • July 1- Travel beginning or concluding and any items received are expensed to FY20.
  • July 2- Last day to submit final Payroll adjustments for FY19.
  • July 3- Last day for all FY19 travel reimbursements, invoices, and journal vouchers to be input and approved.
  • July 10- Period 12 closes.

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Support Services

Summer Faculty and Staff Bus Passes:

The summer Faculty and Staff bus passes are expected to be released on, or around, Monday, June 17, 2019.  Qualified Faculty and Staff may send an email to servicecenter@sou.edu from their sou.edu accounts requesting a summer pass at that time.  Please include the email or account number associated with your TouchPass account.  You may also come to the front counter in the Service Center, Monday through Friday 8 am to 5 pm with your staff ID to request your pass.

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