Administration
Deposits and Checks
Our office is a satellite bursar's office and/or functions as a deposit collection point for the Health Sciences Center. All UA deposits to be submitted to the Bursar Office will be handled through our lock bag depository services. This office also distributes purchasing and payroll checks for the Arizona Health Sciences Center. Contact Ceil Wright with questions regarding checks.
Purchasing Checks
- Pre-paid purchase order checks may be picked up in the Finance Office, room 1120 from 8:30 - 4:30 pm. All checks will be locked in a vault by 4:30 pm.
- Faculty, staff and students must bring a CatCard in order to pick up a check. Normally, the purchasing office will call and let you know when your PPO check is ready for pick up.
Payroll Checks
- Paychecks can be picked up on paydays in room 1119C, which is next door to the Finance Office.
- Paychecks are available for pick up after 9:30 am
Student Checks
- Student checks may be picked up in the Finance Office, room 1120 from 8:30 - 4:30 pm. All checks will be locked up in a vault by 4:30 pm.
- Students must bring a CatCard in order to pick up a check.
Deposits
- All checks must be accompanied with a routed direct deposit form.
- Please make sure the back of checks have an endorsement stamp prior to bringing to the Finance Office.
- The Bursar's Office does not need any attachments. Please submit the check and DDF only.
- NEVER SEND CASH - all cash must be directly deposited to the central Bursar's Office. Couriers with cash greater than $500 must request a security escort. See the Bursar's website for further details
Top
Purchasing Card
The Finance Office has a standard P-Card for use by Administration and subunits that do not have a separate credit card.
New Travel Enhancement Feature
The Travel Enhancement Program adds the ability to purchase employee transportation expenses such as airfare, rental vehicle, and shuttle service to the standard P-card. However, the travel enhancement can not be used for hotel or per diem expenses.
Authorized Purchases on the P-Card
The P-Card can be used for purchases under $5,000. Some purchases allowed per university policy can not be purchased via the P-card in order to provide appropriate controls although they may be purchased using a Check Request, DPR, etc.
Unauthorized Purchases on the P-Card
Unauthorized purchases include but are not limited to the follow list. Please visit Procurement and Contracting Services website for a complete list of unallowable expenses:
- Alcholic beverages
- Business meetings or business entertainment
- Food
- Gasoline for vehicles or rental vehicles
- Gift (some gifts are disguised as registrations), donations, or service awards including but not limited to flowers and decorations
- Hazardous material
- Hotels and Airline
- Independent contractors
- Medical Services
- Moving Expenses
P-Card Checkout
The P-Card is available for check out in the Finance Office, room 1120 from 8:30 - 4:30 pm. The purpose of the purchase must be known in advance and logged on the check out sheet. The card must be returned to the Finance Office by 4:30 pm with the completed log use form and receipts attached.
Top
Policies and Administration's Guidelines
Bottled Water Coolers
Water purchased from Oasis or a similar vendor for general use should be coded to 5550 Business Entertainment Expense and NOT 5170 Business Meeting Expense. General office water does not meet the definition of a business meeting expense. A business meeting has some of all of the following charcateristics:
- A group that comes together to discuss a predetermined topic
- The group follows an agenda
- A room is scheduled or rented to review
- Presentations are given and discussed
Visit FSO's website for details regarding business meeting versus business entertainment expenses
Office Coffee - General Use
Coffee purchased for general office use for employees has been determined unallowable for the College of Medicine Administration except in very limited circumstances. An office, such as the Dean's Office, which has reception areas for use frequent visitors or clientele, is an example of such a circumstance. Please contact Sarah Hiteman with any questions.
Top
Property
Capital and non-capital property residing in Medicine Administration (0701), the Office of Medical Computing (0728), Academic Affairs (0747), and Administration Research (0798) is tracked by the Finance Office per Univeristy of Arizona Policy.
Property Requiring a Tag
Equipment with a useful life of greater than one year with an aggregate purchase price of at least $5,000 will receive an A-tag.
Computers and other technology equipment with a useful life of greater than one year with an aggregate purchase price of less than $5,000 will receive an N-tag.
Tagging Purchased Property
Computers and other technology items purchased through the Office of Medical Computing are tagged by Dan Craig and Carrie Horner. Tagging of all other purchases will be coordinated between the purchaser and Carrie Horner.
Change of Location for Tagged Property
Notify Theresa Hicks if tagged equipment is moving locations within administration. Send an e-mail with tag number and the new location. University equipment approved for use at another location (i.e. home) must have the written approval from supervisor and should be on file with the Finance Office.
Disposal or Transfer of Property
Disposal of university property must take place through Surplus Property. Unwanted property is transported to Surplus and sold at public auction according to university and state policy. University departments may also purchase equipment from Surplus or directly from the custodial department.
Purchase of Research Property is Tax Exempt
Sales Tax Exemption: As provided in Arizona Statue ARS42-5061 (B) (14) and ARS 42-5159 (b) (14), equipment that is purchased for BASIC AND APPLIED RESEARCH IN THE SCIENCES AND ENGINEERING is, to the extent permitted by law, exempt from sales tax. Also exempt are designing, developing, or testing prototypes, processes, or new products. This exemption includes research and develpment of computer software that is embedded in or that is an integral part of the prototype or new product or that is required for exempt machinery or equipment to function effectively.
Top
Mailboxes
- Room 1120 houses a mailbox for UA purchasing, UA Foundation, UA campus mail, and Phoenix courier.
- If you receive a phone call from the Finance Office stating there is something for you to pick up - walk into room 1120 and there is a pick up box to your right. Please be careful when picking up items as they may inadvertently be attached to another mailing.
- Outside of room 1120 resides the USB courier box, UA Administration courier box, and Sponsored Projects courier box.
- The Finance Office has a drop off box outside of room 1120. If the office is locked please use the drop box. This box is checked daily.
Top
Online Approvals
Office Depot and DPR's
Office Depot and DPR's will be reviewed and approved daily.
|
