Accounting Services Work Schedule

Starting Monday, March 23rd, Accounting Services staff will be working flex schedules and rotating between working from home and working in the office. The office will continue have a few staff members available in the office Monday to Friday. We will continue to process travel and accounts payable as usual. We encourage you to use email as the preferred method of communication.
Thank you so much for patience as we move to this new work schedule.


New Transfer Voucher Form and Process

Due to the COVID-19 situation and mail services no longer delivering interdepartmental mail,
starting immediately, we will be accepting Transfer Vouchers electronically to our Accounting
Services email, acctserv@utc.edu.

The Transfer Voucher form has been updated. We will only accept Transfer Vouchers that have
certified digital signatures or have been printed out, signed in any color ink besides black, and
scanned. Please label the email subject line “Transfer Voucher”. The new process can be found
on the Accounting Services website under Accounts Payable. Scroll down and under the forms
you will see the heading “New Digital Transfer Vouchers”, click on the links for training, digital
signatures, general ledger numbers, and the new Transfer Voucher.

Please work with faculty and staff to get them signed up for the certified digital signatures in
Adobe if they aren’t already.

Thank you so much for patience as we move to this new electronic process for Transfer
Vouchers.


Enhancement to Student Travel Entry

Many departments enter travel in IRIS for students both in their department, as well as for students responsible to other departments. In the past, when entering travel for students outside one’s department, the originator had to either contact the responsible department so they could enter the travel or complete paperwork that was time-consuming.
In order to address this inconvenience, a change was made to IRIS as of December 16, 2019. Now, any department can enter travel for any student in IRIS, regardless of where the responsibility for the student lies.

New Airfare Policy

Effective January 1, 2020, employees will only be reimbursed for non-refundable and international airline tickets before the departure date, if the ticket is purchased through the university’s travel agency or their online booking tool Concur. Employees, who do not purchase tickets in this manner, will be reimbursed their airfare expenses when the employee returns from their trip.

PaymentWorks Announcement

The University has entered into an agreement with PaymentWorks to provide a vendor portal for the university. This will be implemented in early 2020.

Once operational, the responsibility to provide data to create vendor records will shift from departments to vendors. Departments will simply send an invite to vendors through the vendor portal. Vendors will then be responsible for creating an account in the portal and supplying all of the necessary documents. PaymentWorks will work directly with the vendor on any issues. PaymentWorks will also assist in validating the information provided by the vendor. This will reduce the University’s susceptibility to fraud and assist in compliance. This new process will also eliminate several forms that departments were required to collect and submit. Vendor updates will be handled in a similar manner.


Amazon Business Announcement

On December 9, 2019, Amazon Business is scheduled to be available in the UT Market Place. All employees have access to the UT Market Place, but they will need a procurement card to purchase business related items from Amazon. The University has purchased a system-wide business account that will provide free-shipping along with other benefits.

Therefore, reimbursement for individual Amazon Prime accounts is no longer necessary or permitted.

All Amazon purchases must have a business reason and personal purchases are prohibited.

Certain product categories that conflict with existing competitively procured agreements will be blocked. These include, but are not limited to, office supplies, computers, and scientific equipment.


New Conus Rates

New Conus Rates go into effect on Tuesday, October 1, 2019.


Travel Policy Revision FI-0705 effective 8/29/19

The requirement for guests having to sign or certify is no longer required on Guest Travel Expense.