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When routing entertainment contracts and services agreements, an
invoice needs to be attached to the packet. (Some of the
details may already be listed in the contract/agreement, but for
payment to be processed, an invoice must be attached.) |
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As a reminder, contract and services agreement signature
authority is delegated to
Vice President for Business Affairs,
Kerry Kennedy, and
Associate Vice President for Administration in Business Affairs,
Pam Bacon.
Other staff do not have the authority to bind the university to
a contract.
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Non-student Requests for Travel Authorization (RTAs) should
only be done as VE5 documents in DEFINE. Paper documents should
only be used for Student Requests for Travel Authorization. All
faculty and staff travel should be done as a VE5. Instructions
can be found on:
http://www.utsa.edu/travel/ve5.pdf
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Employees should safeguard passwords and not share passwords with
others, even when anticipating being out of the office. In the
event a supervisor needs to access an employee's computer or
files (in an emergency, etc.), the supervisor should work with
the Help Desk to gain access to the employee's computer.
www.utsa.edu/infotech/Security/acceptable_use.htm
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For non-entertainment service contracts (such as for
an external speaker at a workshop your department is hosting),
you can do a purchase order (PBO) if the amount is under
$5,000. The purchase order is a contract between UTSA and the
service provider. |
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Always use Services Agreement templates from the (Associate Vice
President for Administration) Public Folder on Outlook. Changes
are made periodically to the templates and using the most
up-to-date template form will save processing time. Reusing an
older template will cause processing delays.
Please use a large paperclip (instead of stapling) documents in contracts,
services agreements, etc. as documents will be separated
for processing, re-organizing in the stack, and
photocopying.
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Please route all contracts and services agreements to VPSA at
least three (3) weeks prior to the events. This will provide time to review and handle any issues (such as
risk, compliance, assessment, etc.) or unforeseen circumstances and route for approval.
When there are complex issues with a contract or services
agreement, please allow additional time for handling. |
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Most position and personnel changes should be submitted
electronically (with necessary documents attached). Please
route requisitions by:
Email
: reclassifications (non-vacant position)
STARS
: reclassifications (vacant position), new positions
Paper
: requests for salary supplementation, requests for salary
increases with additional duties, requests for
student/hourly positions.
Please refer to the attached
pdf
document. |
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In an effort to reduce paper consumption and waste, please do not
include print-outs of DEFINE screens, PointPlus screens, etc., that
can be viewed electronically when routing vouchers for approval.
The DEFINE cover sheet is the only necessary hard-copy printout (as
part of the packet of receipts) from an electronic voucher as all
other pages of the document can be viewed electronically.
Remember, all hard copy documents must be stored per records
retention guidelines. By only including the necessary
paperwork, you are helping UTSA save storage space and costs.
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Because UTSA is a state institution of higher education, official
in-state university purchases are to be exempt from state sales
tax. Texas sales tax is not to be charged or paid for any
official university purchases.
The attached procedures memo
(pdf) has more information including locations of
tax exemption certificates for you to download.
The Travel Management Office has wallet-size cards for travelers’
convenience. Please contact the Travel Management Office for
details.
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If the hotel rate for a traveler exceeds the rate per the GG1
screen in DEFINE, route a memo from the department via the AVP to
VPSA to request approval to exceed the rate cap.
The memo should be routed and approved (preferably at least two
weeks) prior to travel.
The memo must include:
1.
1. Name (s) of the traveler (s) affected
2.
2. Details of the justification for the request
o
the room rates of the proposed hotel and comparison with 2 – 3
other hotels in the area
o
the amount of the GG1 rate
3.
3. Explanation of why this request is being made
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