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The following deadlines apply to all University accounts. Please note that grant accounts are subject to the deadlines below. The Controller group recognizes certain grants may be multi-year grants or have a fiscal year that does not coincide with the University’s fiscal year; however, year-end audit requirements mandate that the University report all of its activity, including grants, on an August 31 basis.

Monday, July 20
ePro change order requisitions for FY20 received by 5:00pm

Monday, August 3
Payroll Funding Reallocations

All ePARS for payroll funding reallocations must have the final approval by 5:00pm

ePro requisitions from FY20 funds that involve signature authority must have the contract/agreement attached to the requisition and need to be submitted by 5:00pm. Procurement Services will obtain the necessary signatures.

Monday, August 10
ePro Requisitions (Process Owners: Jon Rascon and Michael Abernethy)

ePro requisitions of $25,000 or less using FY20 funds must be created and approved by 5:00pm. Goods/services should be expected to be received prior to August 31, 2020 or the PO will need to be

created with a requisition reflecting a FY21 budget date.

Friday, August 14
UNT Campus Only

Inventory Data for UNT campus as of July 31 is due by 5:00 PM to the UNT Controller Office by August 14

Thursday, August 20
First-Class and Bulk Mail Services (Process Owner: Kathy Burmeister)

Projects to be mailed standard (bulk) must be printed and delivered to Mail Services no later than 5PM, Aug 20 to ensure postage is charged to the deptid by fiscal year-end. Projects to be mailed first class must be printed and delivered to Mail Services no later than 1PM, Aug 24 to ensure postage is charged to the deptid by fiscal year-end. Mail received and processed after those dates will be charged to FY2021.

Friday, August 21

ePARs for FY21 transactions will open on 8/21/20 if approved by the Board by 8/14/20

USAS Documents (Process Owner: Controller Office)

All USAS documents for deposits must be entered in USAS and received at the Comptroller’s office no later than close of business today.

Printing Services (Process Owner: Lora Connaughton)
All printing orders using FY20 funds must be submitted to Printing Services.

Friday, August 21
Accounts Payable & Travel

Manual Travel Vouchers (NT & HSC) and Concur Expense Report Reimbursements (DL & SYS) using FY20 funds must be received by Accounts Payable by 5:00 pm.

Vouchers submitted after the deadline will be prioritized based on the Last Date of Travel. Send your travel vouchers to TravelVouchers@untsystem.edu

AP Invoices using FY20 funds must be received by Accounts Payable by 5:00 pm. Email unpaid invoices to invoices@untsystem.edu

AP/Travel Voucher Corrections for FY20 must be received by Accounts Payable by 5 pm
All USAS Documents for vendor payments must be entered and released or in “P” (Payment) status by 5 pm

Monday, August 24

1st Class Mail Services (Process Owner: Kathy Burmeister)

All first class mail projects must be received by Printing & Distribution Solutions by 1:00pm.

USAS Documents (Process Owner: Controller Office)

All USAS documents for payments must be entered and released or in “P” status (payment) by close of business.

Wednesday, August 26 Supplemental Payroll

ePARs must have final approval by 5:00pm to be processed on the last supplemental payroll for FY20. Any ePARs approved after this time will use FY21 funds.

Friday, August 28
Cash Receipts (Process Owners: Keenan Ivy and Joey Saxon)

All cash and checks collected in departments for FY20 should be received by the Cashier Area of Student Financial Services no later than Friday, August 28, 2020 at 2:00pm for deposit. Any additional cash, checks or other deposits for FY20 received between 2:00pm Aug 28th through end of day Aug 31st should be received in the Cashier Area of Student Financial Services no later than 5:00pm, September 4, 2020.

Wednesday, September 2 Special Hourly Payroll

Time and labor for hourly payroll from 8/16/20 to 8/31/20 must be entered and approved by 10 am.

Thursday, September 3

UNT ONLY: Departmental Entries (Process Owners: Various Departments)

All UNT departmental online journals, Electronic Journal Worksheets (JWS), Electronic IDTs, Credit Card Reallocations and support relevant to FY20 must be processed and approved on-line to be received by the Controller Office by 5:00pm.

Friday, September 4

Account Budget Authorizations (ABAs) (Process Owners: Budget Office at each Business Unit – DL, HSC, NT and SY)

All ABAs for FY20 should be processed and approved on-line to be received by the Budget Office by 5:00 pm

Deficit Chart Strings Balance Corrections (Process Owners: Campus Depts and Budget Offices) Depts with deficit Chart Strings balance should send ABA for correction to the Budget Office to process by Friday, September 4.

Inventory Data (Process Owners: Campus Depts and Controller Offices)
All consumable and merchandise for resale inventory data as of August 31 must be submitted to

Controller Office by 5:00pm.
Roll forward of FY20 Budget for PO Encumbrances to FY20 Budget

(Process Owners: Budget Office at each Business Unit – DL, HSC, NT and SY)

Saturday - Sunday, September 5-6

PO roll forward from FY20 to FY21 (Process Owners: Jon Rascon and Mike Abernethy)

Monday, September 8 Purchasing Card (PCard)

Pcard data entry into Concur for August Transactions Dated August 4 through September 3 using FY20 funding must be completed by 5 pm.

Please note that purchases made August 29 through August 31 may not post during the FY20 billing period and may post inFY21.

Account Reconciliations - All Campus Depts account reconciliations for August must be final and complete.
(Process Owners: Controller Office – Anne Williams (UNT), Tom Spencer (HSC), Rafiu Fashina (UNTD), Brittany Wisdom (UNTS))

Friday, September 11 (Process Owners: Susan Sullivan/FSS and Jim Gross)
Period 12 close in GL System (No Period 12 accounting entries for FY20 allowed after close)

Your efforts to meet the above deadlines are greatly appreciated. We encourage you to prepare and process documents as early as possible to avoid year-end rush. If you have any questions, please send email to UNT Controller Office: UNTFINREP@ad.unt.edu; or Anne Williams @ anne.Williams@untsystem.edu or 940-565-4040; HSC Controller: Tom Spencer @ Tom.Spencer@untsystem.edu; or 817-735-2536; UNT Dallas Controller: Rafiu Fashina @ Rafiu.Fashina@untsystem.edu or 972-338-1405; or UNT Sys Controller: Brittany Wisdom @ Brittany.Wisdom@untsystem.edu; or 940-369-5524. Questions regarding payroll and procurement deadlines should be directed to 940-369-5500 or toll free at 855-868-4357.

Helpful Tips from Procurement Services:

  •   Review and cancel department requisitions that will not be approved and forwarded to Procurement Services by 8/17/20
  •  Please notify Procurement Services of any PO/Reqs that you would like to have closed and encumbrances released.

  •  FY21 ePro requisitions and blanket orders may now be entered Page 3 of 4

  • Requisition Information – to expedite the processing of your FY21 requisition, please include the following information in the Requesters Justification

  • Attach all documentation, including quotes, forms, existing contracts and/or the previous PO number to the requisition.

  • Ensure Budget Date is changed to 9/1/2020 on all FY21 requisitions before submission.

  • Please add a statement “For delivery and invoicing after 9/01/20”. Additionally, for FY21 blanket purchase orders, please be sure to check the “Amount Only” block on the “Line Details” screen of the requisition. This will allow multiple invoices to be paid against the line.

  • Respond to outstanding payment approval emails received as quickly as possible.

  • Forward any outstanding invoices to invoices@untsystem.edu immediately.
    Please contact Mike Abernethy, Senior Director for Procurement Services by email at Michael.Abernethy@untsystem.edu or by phone at (940) 369-5510 if you have any questions about year end.

We have great benefits as part of our UNT World employment, including retirement plans. But did you know that you also have two voluntary savings options that you can participate in easily via paycheck deduction and 1) build retirement income while 2) lowering your tax burden and increasing your in-pocket income?  

It’s so important to have a plan in place to be able to retire when you'd like to and be able to do the things you've dreamed of doing. We offers two types of Voluntary Retirement Savings Plans that can be an important part of your planning for retirement.  Planning to travel the world?  Want to relocate to be close to grandkids or to live somewhere you’ve dreamed about all these years?  Your TRS annuity or ORP income might not be enough to cover your day to day living AND the dreams you hope to make real in retirement.  That’s where Voluntary Savings can help. In addition to your retirement income benefit and other possible benefits, like Social Security and other savings or investments you have set aside, just a small amount monthly saved today can grow to have a big impact on retirement tomorrow.

Voluntary Retirement Savings Plans offer a way to increase your retirement income through regular, planned investing. You manage your account by determining how much to save each pay period and your contributions are deducted from your pay and placed in the investment options of your choice. UNT World offers two voluntary plans for your retirement savings--the 403(b) Voluntary Retirement Savings Plan and the 457(b) Deferred Compensation Plan. You can choose to contribute to one of them or maximize your savings potential by participating in both plans.  Learn more here.

Summer Enrollment ends soon!  Have you made your changes?

  • UNT Dallas, UNTHSC, and UNT System Summer Enrollment ends on July 18.
  • UNT Summer Enrollment ended July 11.

Have you watched the Summer Enrollment video?  The video provides a helpful overview and is available now.

No changes to your benefits elections for next year?  No action needed.

If you need to make changes to coverage elections (like adding optional insurances such as dental, changing dental plans, adding dependents, etc.), log in to the ERS portal to make those changes during your summer enrollment period. If you have never used the portal, you can register here.

Changes will be effective September 1. Questions? We’re here to help: HRBenefits@untsystem.edu

 

 

 

The Coronavirus Aid, Relief, and Economic Security (CARES) Act and IRS Notice 2020-21 allow for the following changes to TexFlexSM flexible spending accounts (FSAs). Please note that most changes apply only to FSAs, but one also applies to health savings accounts (HSAs):

FSA payment or reimbursement for over-the-counter (OTC) drugs and medicines no longer requires a doctor's prescription. This means that participants in a health care FSA can now use the benefit to pay for OTC items like cold medicine, allergy medicine and pain relievers, without having to make an extra trip to the doctor for a prescription. This new guideline is effective immediately and is retroactive to January 1, 2020.

Menstrual care products can now be paid for or reimbursed through an FSA, HSA or health reimbursement account (HRA). This will allow participants in a health care FSA, HSA or HRA to use their benefit to pay for menstrual care products. These are now considered qualified expenses. This new guideline is effective immediately and is retroactive to January 1, 2020. (Please note: The Texas Employees Group Benefits Program does not offer HRAs.)

In health care and limited-purpose FSAs, the carryover amount will increase to a maximum of $550 in Plan Year 2021 (ending August 31, 2021). The carryover amount for the current plan year (ending August 31, 2020) remains up to $500. The carryover is automatic and only applies to the health care and limited-purpose FSAs. The carryover amount increases to $550 for Plan Year 2021.

FSA participants can make changes to their Plan Year 2020 FSA elections without a qualifying life event (QLE), including decreasing contributions or ending enrollment through August 31, 2020. Participants should contact their Benefits Coordinator if they want to enroll in, increase or decrease contributions, or end their FSA.

Health care, limited-purpose and/or dependent care FSA participants have an extended amount of time to use their Plan Year 2020 funds to pay for eligible expenses. Participants can submit claims through December 31, 2020 for eligible expenses incurred through December 31, 2020.

If a health care or limited-purpose FSA participant ends participation in the FSA before the end of Plan Year 2020 (August 31, 2020), the participant still can use their remaining funds to pay for eligible expenses incurred through December 31, 2020, as long as they remain an active employee. All claims must be submitted by December 31, 2020.

A dependent care FSA participant can use any remaining funds they have contributed through December 31, 2020 even if they terminate employment.

Did you know that employees must certify whether or not they (and their dependents) are tobacco users? And, starting with the new plan year in September – vaping and e-cigarettes are included as tobacco use for certification.  Tobacco users pay a monthly premium of $30 per user (maximum $90).  Quitting tobacco now could not only make you healthier, it could save you money.

Find more information about your health insurance plan’s program.

And, learn about the Choose to Quit program offered by ERS.  The Employee Assistance Program (a free benefit that includes counseling for a range of topics, as well as resources) is another great resource.  Learn more here.

Did you know that you have a wealth of discounts at your fingertips as an UNT World employee?  Save money on phone plans, software, meal plan services, pet services, and so much more through Beneplace employee discount program.  Planning to sell your house?  Save on selling or buying a house through this perks program.  Need to send flowers to say you’re sorry?  You can send an even bigger bouquet when you use your employee discount.  You can also save on things like grocery delivery, Sam’s club memberships, and streaming services like Prime!  Learn more.

 

Texa$aver is a voluntary retirement savings plan available to you as an employee. You can make voluntary monthly contributions via paycheck deduction, pre-tax or after-tax, to investments you choose – with very low fees. Contribute towards your retirement savings and build your future – it’s never too soon or too late to participate in this plan that helps you build retirement income in addition to your retirement benefit plan income. And starting small can result in big savings when you get to retirement.

These meetings are a great way to get personalized service to help you:

  • Enroll in the Texa$aver 457 Plan, a voluntary retirement savings plan option you have as an UNT World employee;
  • Review your existing Texa$aver 457 account, including your contribution amounts and investment options;
  • Rollover previous employer retirement or IRA accounts; and
  • Check your beneficiary information

Use the Texa$aver Education Counselor Map [brainshark.com] to determine the appropriate Education Counselor assigned to your region and Click here to schedule your appointment.  For assistance, you can call Empower Retirement at 1-800-634-5091 or visit www.texasaver.com.

More about Voluntary Retirement Savings Plans

Your employee benefits include resources to help kick the tobacco habit…

 Employees must certify whether or not they (and their dependents) are tobacco users. Tobacco users pay a monthly premium of $30 per user (maximum $90). Quitting tobacco now could not only make you healthier, it could save you money.

Find more information about your health insurance plan’s program.

And learn about the Choose to Quit program offered by ERS. The Employee Assistance Program (a free benefit that includes counseling for a range of topics, as well as resources) is another great resource.  Learn more here.

Have you watched the Summer Enrollment video?  The video provides a helpful overview and is available now. You can also attend an open Q&A session with HR Benefits team members to ask questions about your benefits. 

No changes to your benefits elections for next year? No action needed.

If you need to make changes to coverage elections (like adding optional insurances such as dental, changing dental plans, adding dependents, etc.), log in to the ERS portal to make those changes during your summer enrollment period. If you have never used the portal, you can register here.

Changes will be effective September 1.

Summer Enrollment for UNT Dallas, UNT Health Science Center, and UNT System begins on July 6 and goes through July 18.

Did you know, you have access to Maternity Wellness?

Are you pregnant or thinking of becoming pregnant then visit HealthSelect to learn more about routine recommendations for a healthy pregnancy from your first prenatal visit to after giving birth. Log into your BCBSTX member portal to access the Well onTarget self-management program to support a health pregnancy. Do you have questions about your pregnancy cost or need extra support? Contact BCBSTX at 800-252-8039 between 8 a.m. – 6:30 p.m. Monday – Friday to speak with a clinician.

University of North Texas System Vice Chancellor for Organizational Effectiveness & Chief Human Capital Officer Barbara Abercrombie announced expanded roles for three human resources team members – Wanda Boyd, Angela Brown and Marisa Clabby. Details are as follows:

Wanda Boyd has been promoted to UNT System Assistant Vice Chancellor for Equity, Diversity & Inclusion, and will additionally serve as Senior Director of Human Resources for UNT Dallas. Boyd had served UNT Dallas in an interim role since May and will move into the leadership role full-time at UNTD, while also expanding her ED&I responsibilities for the UNT System. Boyd joined the UNT System Human Resources team in 2019, following 3+ years working in HR for Texas A&M University.

Angela Brown, who previously served as Director of Human Resources for UNT Health Science Center, has been named Senior Director of Human Resources & EOE (Equal Opportunity Employer) for UNT System Administration. Brown joined the UNT System in 2019 after 20 years working as Director of HR for Tarleton State University.

Marisa Clabby will continue in her current role as the UNT System Human Resources Business Manager, while adding new responsibilities as Human Resources Generalist for UNT System Administration. Clabby originally joined the UNT System in 2015.

“We are thrilled to announced expanded roles for Wanda Boyd, Angela Brown and Marisa Clabby,” Abercrombie said. “Wanda, Angela and Marisa are all talented and dedicated HR professionals, and what makes this announcement even more exciting is the fact that they have grown professionally since arriving to the UNT System and that we are promoting from within our team.”

Boyd, Brown and Clabby will assume their expanded roles immediately.