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September 2018

Image with man writing Purchasing on glass



Purchasing and Contracting

 Non-travel Meals, Refreshments, and Hospitality Expenses:

 Looking to host official guests of the university?  Maybe plan a staff retreat or student employee meeting and provide food?  Take a look at the Non-travel Meals, Refreshments, and Hospiatality Expenses procedure to know what is and is not allowed.  If there are any questions, contact the Service Center.

Campus Catering Requirements:

A'viands is the official food services vendor on campus and, as such, they have first right of refusal for any campus catering need.  Departments holding any event on campus that requires catering needs, including food items delivered or prepared by restaurants, are required to submit the Food Service Approval Form to SOU Dining a minimum of 10 days prior to the event.  Departments must receive confirmation of approved waiver from A'viands before they can contract or order food from outside vendors.  Exceptions to this are food service at home football games, department potlucks, and items purchased at grocery stores for small department gatherings.

Image of man writing People on glass

Personnel Support

SOU’s Annual Employee Health & Wellness Fair is September 26th

Please join us at SOU's Annual Employee Health & Wellness Fair, held 10:00 am - 2:00 pm on September 26th downstairs in the Stevenson Union Arena. This is our once-a-year opportunity to connect with over 20 plan representatives, including all medical, dental and vision insurers, OPURP (representing the ORP and 403(b) plans), TIAA-CREF, Fidelity, our local unions and many more! Items from our vendors will also be raffled off for those who attend! Be sure to stop at the Flu Shot Clinic, located in the front of the Arena, where employees currently covered under an SOU medical insurance plans can get a free flu shot!

Fall Term Student Employees:

As students return to campus and departments begin to hire, please keep in mind a few items:

  • Student employees cannot begin work until the Student Employee Appointment form is presented to the supervisor.  This indicates that all employee paperwork has been received and approved.
  • New student employees will need to bring in non-expired, original documentation to complete paperwork.  We will need to see the original Social Security Card for the W-4 and any documentation accepted for the I-9.
  • If you have a group of student employees to bring into the Service Center to complete employee paperwork, please contact our Office Coordinator at 541-552-6574 to setup a time for the group.
  • Student employees who need to complete employee paperwork may get a head start by completing some of the forms in advance.  The following forms for student employees may be found on the Human Resources website:
    • W-4
    • I-9 (page 1 only)
    • Statement of Understanding of the Family Educational Rights and Privacy Act of 1974
    • Voluntary Self-Identification of Disability
    • Voluntary Self-Identification of Veterans
  • If student employees would like to sign-up for direct deposit, they will need to bring a voided check or official letter from their bank with routing and account information.

 IRS Paycheck Checkup:

With changes to the tax law, the IRS is encouraging people to check their tax withholdings to avoid unexpected surprises at tax time.  For more information, the IRS has issued an informational flyer with useful information and links to tools to help you determine what's right for you.

Bereavement Leave:

We hope to never use bereavement leave, but it is available if needed.  In the unfortunate circumstance it is needed, please review the appropriate policy to determine qualifications and length of leave.  When utilizing bereavement leave it is a requirement to indicate the relationship to the individual on the time sheet, either in notes for paper time sheets or in comments for Web Time Entry.  For administrators, see FAD.011 Paid and Unpaid Leave for Administrators.  For classified staff, see the Collective Bargaining Agreement Article 41.

 Image of calculator and pen on top of some receipts



Accounting and Budget

New Support Specialist:

Joanie Keller Hand

Joanie Keller-Hand has joined the Service Center team.  She will be working closely with the departments served by Team 4.  Please join me in welcoming her to the Support Specialist role.


Image of computer keyboard key labeled support.

Support Services

Faculty/Staff Fall Term Bus Passes:

The Fall Term bus passes for faculty and staff will be available beginning Monday, September 17.  If you have an existing TouchPass account, simply email from your SOU email to request a fall pass.  For additional information, please visit our bus pass webpage.

New Service Center Office Assistant:

Cathleen Chambers

Please join us in welcoming Cathleen Chambers to the Service Center team!  Cathleen will be assisting students, staff, and faculty with van check-out, departmental deposits, employee paperwork, bus passes, and other front desk tasks.  Stop by and say hello.

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