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February 2019

Campus Training Series:

Don't forget about the Campus Training Series! This series focuses on procedures and policies around business and administrative topics. The four rotating topics are:

  • Business Travel
  • Contracting
  • Non-travel Expenses and Reimbursements
  • Procurement Cards

One session is offered each week. For more information and registration, visit our Campus Training webpage.

Image with man writing Purchasing on glass

 

 

Purchasing and Contracting

Contract Administrative Officer and Risk Manager:

We are pleased to announce Patricia Syquia has joined SOU as the Contract Administrative Officer and Risk Manager. Her offices will be in the Service Center where she will work closely with the Purchasing and Contracting staff, as well as legal counsel. Stop in and say "hello" to the newest Service Center staff member.

Updated Document Processing:

With the addition of the Contract Administrative Officer and Risk Manager, the Service Center will be main contact for processing certain forms:

  • Vendor Contracts: If a vendor has provided you with a contract, it must be vetted and approved by the Contracts Officers prior to signing. Please forward these contracts to the Service Center or via email to contracting@sou.edu.
  • Certificates of Insurance: These are mostly attached to contracts and need to be routed to the Service Center or contracting@sou.edu. If there is a request for waiver of insurance requirements for any contract type, those requests are submitted to contracting@sou.edu.
  • Facility Use Agreements: SOU Facility Use Agreements are sent directly to the Service Center c/o Contracts Officer.

If you are uncertain, feel free to send your question to contracting@sou.edu.

Amazon Business:

SOU has been partnering with Amazon to bring departments Amazon Business. These accounts include Prime shipping on eligible items. In addition, department p-cards and shipping addresses are input and kept directly on user accounts, so you don't have to spend time entering this information. The Amazon Business account is the official way for departments to purchase through Amazon. The department p-cards are not to be used through any other Amazon accounts to make purchases. If you order through Amazon, are an approved user on a department p-card, and would like to have an Amazon Business account, send your request to purchasing@sou.edu.

Airbnb:

Airbnb has become a popular and affordable way for business travel, especially for group travel. However, users should be aware of some additional pitfalls when booking:

  • Owner Contracts: In addition to the regular Airbnb terms and conditions, most owners also have terms and conditions, some of which can cause issues for the stay. To avoid pitfalls, you must submit these terms and conditions to contracting@sou.edu to be reviewed and approved by the Contracts Officer.
  • Payment Terms: Airbnb requires payment upfront. When booking in advance you may request reimbursement for these expenditures. However, the Service Center requires cancellation terms with the reimbursement request. If the trip is canceled and a refund issued, the refunded amount must be returned to the University.

Being vigilant and prepared in advance helps with a safe and comfortable stay.

Image of man writing People on glass

 

 

 

Personnel Support

Important Payroll Changes:

Due to recent and upcoming departures with the Service Center Payroll staff (Lori Courtney and Paige Jensen) some payroll operations at Southern Oregon University are changing:
  • Payroll Services Department - Churchill Hall
    • All paper timesheets for Unclassified, Classified, and Faculty (if applicable) will go directly to Payroll.
    • All staff and faculty questions about pay will need to be directed to Payroll.
  • Service Center - Britt Hall
    • All paper paychecks are distributed on payday in the Service Center.
    • All student employment support and questions about pay will remain in the Service Center.

Contact information:

 Image of calculator and pen on top of some receipts

 

 

Accounting and Budget

 Special/Course Fees:

Business Services and the Service Center are currently preparing the FY20 Special/Course Fees. Service Center Accountants are currently working with departments to finalize any changes/additions/deletions to these fees. Deadline to complete the required forms or notifications is end of business on Friday, February 8, 2019. If you are unable to meet this deadline, communicate this with your Service Center Accountant with an approximate date of completion. Information and forms may be found on the Business Services Bursar webpage, or you may contact your Service Center Accountant.

 

Image of computer keyboard key labeled support.

 

 

Support Services

Scantron Conversion Update:

With Scantron technology aging, maintenance costs rising, and manual lengthy process of scoring, the Service Center is looking at streamline the process with web based tools. Akindi is one such method that integrates into Moodle and has many great features: linking class rosters, printing test sheets from local printers, using local scanner to scan test sheets, direct customer support, and more.

Center for Instructional Support and Service Center are hosting a demonstration of Akindi on Monday, February 11 and Thursday, February 14 from 11:00 - 11:30 am in Library 114. If you cannot make it, schedule  a one-on-one training with Christa from Akindi or with Hart Wilson.

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