Remote Environment Procedures

Business and Finance understands the need for remote environment solutions to support University business functions.

The below guidance is intended to assist with your daily activities in a remote environment. All forms referenced also can be found in this box folder: Remote Environment Forms.

Accounts Payable

Budget

Environmental Health and Safety

Accounts Payable

Direct Payments

All Direct Payments should be entered for payment in eSHOP using the Direct Payment form. Legible images of paper receipts are acceptable. PDF images are preferred.

Vendor Requests

Request for vendor entry may be entered via the eSHOP Vendor Requestor Form. New vendors require inclusion of the vendor’s W9, this can be attached electronically to the eSHOP form.

Warrant Requests

Complete the Warrant Request form and email it to Teresa Carlson at tcarlson@unomaha.edu.

Budget

Budget Transfers

Budget Transfers will follow the traditional flow of approvals below and can be submitted via email.

Typed signatures and/or emails will be accepted in lieu of inked signatures.

Academic Affairs
Wendy Duerfeldt Schutte wduerfeldtschutte@unomaha.edu
Student Success
Kathy Krause kkrause@unomaha.edu
All others
Laura Lamblin llamblin@unomaha.edu

Approved budget transfers should be sent to unobudget@unomaha.edu for processing.

Environmental Health and Safety

Environmental Health and Safety plans to have some presence on campus as needed to support these programs and research:

Safety
Fire safety
Biosafety
Chemical safety
Radiation safety

Specific concerns may be addressed as per guidelines.

Human Resources

Employee Relations/Development

For assistance, message unohr@unomaha.edu

Employee Self Service (ESS)

For currently active employees, the Employee Self Service tool is available to:

Print W2s
Request online W2 access
Payroll direct deposit
Request time off
Record hours worked
Sick leave, vacation, et cetera
Submit hours for supervisor approval
Update W4s
Update address
Update emergency contact
Update ethnicity, race, veteran and disability

The Manager Self Service tool is available to:

Update approval relationships
View employee details
Manage benefit balances by employee
Approve electronic timesheets

Personal Action Form (PAFs)

PAFs will follow their traditional flow of approvals and submitted via e-mail. Typed signatures and/or e-mails will be accepted in lieu of inked signatures.

Student Worker & Work/Study PAFs should be sent to trochford@unomaha.edu
Student Success PAFs should be sent to kkrause@unomaha.edu
Graduate Assistant PAFs should be sent to nkersten@unomaha.edu
Academic Affairs PAFs should be sent to msklein@unomaha.edu
All other PAFs should be sent to christopherelston@unomaha.edu

In the event of a new hire or rehire, tax forms and banking information are required. New hires and rehires are required to fill out both a federal and state tax form.

Forms are available here:

State form

Federal form

The Banking Deposit form or relevant information can be sent directly to the department PAF Coordinator via e-mail.

All new and rehires also fill out an I-9 form which is available online.

Personal Data Forms (PDFs)

Department PAFs coordinators have the ability to update all information except name changes in SAP which would still be handled in HR.

View Personal Data Forms

If the department is unable to make changes or for name changes PDFs can be e-mailed to christopherelston@unomaha.edu for those changes to be made.

Recruitment

Continue to use PeopleAdmin for applicant tracking and candidate processing.

For assistance, message unoemployment@unomaha.edu.

Procurement

Contracts

Contracts for review, approval and signature routing should be emailed to unocontracts@unomaha.edu.

Include the Contract Coversheet with your submission.

Contracts will be routed for signature via DocuSign in accordance with Signature Authority.

Group/Travel Card

Travel card holders may submit receipts to David Miller via email to davidmiller@unomaha.edu using the Travel Expense Worksheet.

PDF images of receipts should be included with the form. Legible PDF images of paper receipts are acceptable (including PDF photos).

Concur Authorized travel will not require worksheet approval signatures. Expenses without Concur authorization may be approved via email.

Purchasing Card (Pcard)

Card holders may submit receipts to their designated card Reconciler using the Pcard Reconciliation form. PDF images of receipts should be included with the form. Legible PDF images of paper receipts is acceptable (including PDF photos).

A Pcard Reconciliation form resource guide for using the Pcard Reconciliation form is available.

Purchasing Card Reminders

All items purchased with the purchasing card are University of Nebraska property, and must be returned to campus when campus operations resume. Additionally, the use of the University’s Amazon Prime Business account is for University work purposes only, no personal purchases may occur on this account.

Additional Resources

Cashiering/Student Accounts (CSA) On-Campus Hours

Cashiering/Student Accounts staff will be on campus on Thursdays to process department deposits from the prior week, emergency/payroll check requests and bank deposits.

Departments may utilize the drop box outside of Cashiering/Student Accounts, EAB 109, to deliver deposits during off hours if they have the appropriate building access. Departments may also contact Public Safety at 402-554-2648 to schedule deposit pick-ups on Wednesday afternoons only.

CSA will address the need to be on campus more frequently as this situation warrants.

Please email Stacey Molgaard, smolgaar@unomaha.edu or Tami Manz, tmanz@unomaha.edu if you have any questions or you need immediate assistance.

Electronic Documents

Legible electronic documents attached in SAP and/or eSHOP may be considered your formal records. There may be document exceptions for grants, please verify with Grants Accounting at unograntsaccounting@unomaha.edu.

Expense Tracking

Central Administration is requiring all expenditures related to the pandemic to be tracked in SAP/eSHOP whenever possible. This should be tracked by populating the User Defined field with the term “COVID-19” when inputting expenses. A User Defined resource guide is available. Examples of related expenditures include, but are not limited to; refunds issued due to a cancelled event, purchases of additional supplies/equipment, etc. The COVID-19 Department Expenditure excel template may be utilized to assist you with tracking expenses. If UNO should be eligible for reimbursement, tracking these costs will assist staff in compiling the appropriate support/data.

Expenses which have already been posted and do not have “COVID-19” in the user defined field may be edited in SAP. Please refer to instructions on how to use ZFIREVDOC.

Expenditures must meet documentation requirements in line with applicable NU policy and provide additional information to facilitate potential future cost recovery efforts that NU may engage in. Essentially, the information required for documentation must outline the “who, what, when, where, why and how much” for each expenditure.

Image Tool

Microsoft Lenses is a NU ITS suggested application for document image conversion to PDF. This tool is available free for download from your app store.

Mail Services

Beginning Monday April 13, 2020 UNO Campus mail will be available for collection from the EAB 106 mail room window. Window hours are 11am to 3pm Monday through Friday. Essential Personnel should email John Larson jplarson@unomaha.edu for EAB building access, please include your NUID number for reference. All delivery exception requests will be reviewed on a case by case basis by Business & Finance in conjunction with UNMC Mail Services.

Questions regarding these changes, designating personnel for mail pickup or campus delivery exception requests can be directed to Mail Services by phone at 402.559.5315 or by email at unomailservices@unomaha.edu.

Reimbursements

The University Controller’s provide the following guidance for expenses that may be incurred related to remote working by staff.

Reimbursable Items related to using university owned equipment and are returned to the university:

Computer cables, USB hubs, etc.
Power strips and power surge protectors

Non-reimbursable items:

Desks
Chairs
Riser table workstations
Printer cartridge for personal printer
Pens, paper clips, rubber bands, etc.

Additional considerations:

Purchase was required for work at home
Purchases must be reasonable and prudent, nothing extravagant or excessive
Must provide valid itemized receipt for reimbursement (with valid date)
Departments should track these expenses using the COVID-19 Department Expenditure excel template
Reimbursement should be submitted through Concur