Solution Source Newsletter - December 2013
In this issue:
- Procurement Services:
- Mileage Reimbursement Rate Change
- Travel Refresher - Rescheduled
- Single Sign-On Now Available for CTP
- Savings Already Realized from Using PDME/Office Depot
- Reservations at Preferred Hotel Vendors
- Payroll Deadlines
- Payroll Exception Request
- Distribution of IRS Form W-2 for 2013
- Verify Mailing, Email Addresses for Payroll & Tax Forms
- Pay Dates for January, February
- BSC Briefs:
- Discounts available to UNT System employees
Mileage Reimbursement Rate Change
Effective January 1, 2014, the maximum state mileage reimbursement rate for travel by state employees in a personal vehicle will decrease to 56 cents per mille. This rate is consistent with the Internal Revenue Service's standard mileage rate.
Travel Training Refresher - Learn About the New Travel Request Form - Rescheduled
The UNT System Business Service Center began offering travel refresher training during the month of December, but the ice storm interrupted some of our planned training dates.
Please join travel team representatives as they introduce the new Travel Budget Authorization (TBA) form and discuss its use. The form will be a standard form used by all member institutions and requires supervisory, DeptID/ProjID holder, and Research Services/Grants approvals on the form prior to travel. The TBA form will be required to be submitted with all travel voucher reimbursement documents after January 1, 2014 (Exception for UNT Dallas and UNTHSC because of training dates).
Training will include:
- Travel Overview and Roles
- Forms - New Travel Request Form
- Reimbursable expenses
- Corporate Travel Planners (CTP)
- Other issues
As noted above, CTP and the use of the Concur online travel booking tool will also be discussed in more detail.
Training locations, dates and times follow. Registration is not necessary - simply attend the session of your choice:
UNT Health Science Center - RES 100
- Two sessions:
January 7, 9-11 a.m. and 1-3 p.m.
UNT Dallas – DAL1 Rm 322
- Two sessions:
January 9, 10-12 a.m. and 1-3 p.m.
Single Sign-On Now Available for CTP
The Business Service Center (BSC) is excited to announce the availability of “single sign-on” for the use of Corporate Travel Planners (CTP) to book travel on behalf of institutions in the UNT System, available beginning Friday, November 22.
Single sign-on means that once an employee is logged in to their campus portal at MyUNT or MyHSC, the CTP Concur travel booking tool can be accessed without having to sign in again. Select the “Human Resources” tab, and then click the link for CTP Concur in the specially designated block on that page.
The availability of single sign-on eliminates the need to login to CTP Concur. Once the employee clicks the CTP Concur link from their respective portal, the staff member is automatically identified as a UNT System employee and is ready to begin the travel booking process.
Tutorials for using the CTP Concur online booking tool are provided on the BSC website at http://bsc.untsystem.edu/travel-information. Under “Concur Solutions”, make note of the username and password, then click the links to view the tutorial.
Employees who have other questions related to using CTP Concur for institutional travel or the single sign-on functionality may call the BSC at 940-369-5500, toll free to 855-868-4357, or email to email@example.com.
Realized from Using PDME/Office Depot
Departments at UNT System institutions are already reporting savings from using PDME/Office
Depot, the system’s preferred vendor for office supplies. It is estimated that
departments at UNT System institutions will save up to 25 percent on office
supply purchases in the first year, and department participation is crucial to
the success of the program.
Some departments may have purchased directly from Office Depot or a third party
facilitator for Office Depot in the past. Now that UNT System institutions have transitioned specifically to PDME/Office Depot, the staff member making departmental purchases online should ensure supplies are being purchased on the correct website. All purchases should be made through the PDME/Office Depot ordering site with the following specific features:
If departments have not yet done so, the BSC encourages registering to use PDME/Office Depot immediately. Registration is available online at https://odams.officedepot.com/registrations/pdme_univofntx_reg.php.
Departments will receive a “Welcome” email from the preferred vendor containing important program information. Once received via email, please review the program manual and other valuable information. You may immediately begin using the Office Depot website to place your office supply orders to realize and maximize savings. If needed, the program manual is also available on the BSC website at http://bsc.untsystem.edu/contract-pricing.
- I attended your training on Monday for PDME and when I came back to the office I compared prices with an order I had ready to go to Partners. Needless to say, we just saved $35.90. TAMS is definitely on board with PDME. Just wanted to say “good Job” and thanks.
Betty Teresa Brooks, Texas Academy of Math & Science at UNT
- We placed our first order with the new strategic partner PDME. This order saved us $34 and 78 percent over advantage. Thank you.
Wendy Risdon, UNT Financial Reporting & Operations
PDME/Office Depot has asked the BSC to notify staff that items fulfilled by a third party or shipped directly from the manufacturer may not necessarily be available for next day delivery. For questions regarding delivery, the PDME/Office Depot Customer Service department can be reached at 800-723-3345, ext. 2.
For answers to questions regarding the program please contact the BSC at 940-369-5500, toll free to 855-868-4357, or via email to firstname.lastname@example.org.
Reservations at Preferred Hotel Vendors
At the UNT A-Team (administrative team) meeting with UNT System Business Service Center (BSC) representatives on November 8, individuals raised concerns that they had difficulty booking hotel room reservations online with one or both of the preferred vendors. In order to remedy this issue, the BSC forwarded these concerns to the vendors, who in-turn offered the following solutions.
If staff are trying to book room reservations online with a department PCard, and the online system declines the reservations due to all rooms being booked, staff should then call the hotels. Often rooms are held in reserve and may be booked by calling. If the front desk representative still reports that all rooms are booked, staff should make one more attempt by asking to speak to a manager:
- Courtyard by Marriott, 2800 Colorado Blvd.: Gina Atkinson, 940-382-4600
- Holiday Inn & Suites, 1434 Centre Place Drive: Joe Lopez, 940-383-4100
If after speaking with a manager at the preferred hotel vendor and rooms are still unavailable, staff can call the BSC to speak with Senior Buyer Pilar Bradfield. Bradfield will work with staff to initiate a requisition for lodging at a different vendor.
Staff are reminded to book rooms with ample time before the day that the room is needed. Hotels in Denton are regularly used by two universities, a large school district, various businesses, and the people of Denton. With ample notice, preferred lodging vendors will be more likely to have rooms available through the online booking process.
Departments are reminded that FOR PREFERRED VENDORS ONLY, reservations can be paid for using a departmental PCard (once exception is on file) with no need to do a requisition. Please note that the hotel exception is for use at the above listed preferred hotels only, and use at other hotels is not allowed and will be considered a purchasing card violation. In order to file an exception, call 940-369-5500.
Employees are reminded that due to federal banking holidays
on January 1, 2014, and February 17, 2014, the monthly pay date for January will be January
2, 2014, and the semi-monthly pay date for February will be February 18, 2014.
Also, as the winter holidays draw near, employees are
reminded that it is imperative to meet time-reporting deadlines. The payroll
deadlines for December 2013 – January 2014 are posted online at http://bsc.untsystem.edu/payroll_deadlines.
new payroll exception request will be implemented beginning in January 2014.
The exception request will be required for requesting non-scheduled “off-cycle”
payroll processing that is made as a result of missed payroll
deadlines. The request will require the approval of the Department Head
and appropriate Vice-President or Dean.
Business Service Center will process approved exceptions in coordination with
other scheduled payroll processing. The new payroll exception request was
approved for implementation by the Business Services Operation Committee on
October 9, 2013.
Distribution of IRS
Form W-2 for 2013
It is almost that time of year again when employees will
begin to prepare for the tax season. You are encouraged to sign up to receive
the annual IRS Form W-2 electronically.
In addition to saving paper and time, there are several
other benefits to employees who elect to receive the W-2 online:
- Earlier access to the Form W-2.
- No possibility the Form W-2 might be lost,
stolen, delayed or misplaced.
- You can retrieve the Form W-2 statements at any
time of the day and on weekends on a secure website.
- You can print multiple copies at your
- Once you consent to receive the Form W-2
electronically, no action is needed in future years.
Learn how to sign up to receive the W-2 electronically by
For employees at University of North Texas, UNT Health
Science Center, UNT Dallas and UNT System Administration, W-2 Forms will be
available on MyUNT/MyHSC during the last week of January. An email will be sent
to notify employees who have elected electronic distribution that the form is
available. For employees who still wish to receive paper W-2 forms, the
documents will be mailed to home addresses and postmarked by January 31, 2014.
Verify Mailing, Email
Addresses for Payroll & Tax Forms
Employees are reminded to review their personal information
saved in Employee Self Service.
Employees who still receive printed paper payroll checks,
but do not have the check delivered at their workplace will have their checks
mailed to the home address on file. Additionally, correct email addresses are
needed to ensure notification of W-2 availability is sent to employees
participating in electronic distribution.
To verify or update contact information:
- Access http://bsc.untsystem.edu/employee-self-service
and click on MyUNT/MyHSC.
- Sign in to the portal and click the “Human
- In the Employee Self-Service block, select
“Personal Information Summary”.
- Click the appropriate link to change or update
information that needs attention.
- Click “Save”, then “Return to Personal
Information Summary” link in order to update other personal info.
- Click “Sign Out” when complete.
Traveling for the Holidays?
The UNT System Business Service Center would like to wish employees at all campuses a safe and happy holiday season! In order to help with travel planning during this busy time, the BSC would like to remind all employees about the below opportunities for discounted rates that can be used for personal travel nationwide:
- Enterprise Rent a Car www.enterprise.com
Corporate ID number is UTS999. When prompted for a pin/password enter UNI.
- National Car www.nationalcar.com
Enter in UTS999 in the contract ID field.
The Wyndham Hotel Group features the following brands: Days Inn, Howard Johnson, Knights Inn, Ramada, Super 8, Travelodge, Wingate by Wyndham, Wyndham Hotels & Resorts, Baymont Inns & Suites, Microtel Inns & Suites, and Hawthorn Suites.
- Discounts are available to all UNT System faculty, staff and students for business and personal use.
Reservations must be made online by accessing http://www.wyndham.com/?corporate_id=1000007780.